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Summer 2012 Workshop Logistics

by Jennifer Harris last modified 2012-07-25 03:31

Lodging


All workshops will be held at Snowbird Ski and Summer Resort, Snowbird, Utah.

Attendees can reserve hotel accommodations at the special workshop rate of $96.00 per night (single or double occupancy). Each workshop attendee will be eligible to direct bill the cost of one standard room for the duration of the workshop. In general, this will include the night prior to the workshop and nights after each day of the workshop. An additional night at either or both ends of the workshop will be reimbursed for international travelers if it can be justified as necessary to attend the entire workshop. Attendees who will be present for two or more consecutive workshops will be eligible for lodging reimbursement for nights between the workshops in lieu of reimbursement for multiple airfare charges.

Using the registration link you received by email, you should be able to register for your workshop and indicate your dates of travel. Once your registration is received, you will be contacted by the CScADS workshop organizer with instructions on booking your room and shuttle. if you have special dietary requirements, please note it on the web registration form. You will be asked to provide credit card information at check-in to cover incidental expenses and/or additional room nights that are ineligible for direct billing. If you have questions, please send email to cscads-workshops-2012-travel@googlegroups.com.

All workshop registrations need to be received 30 days prior to the start date of the workshop you are attending. Thirty days prior to the start of each individual workshop is the cut-off date for the hotel's room block for that workshop. After the cut-off date, availability of hotel rooms at the contracted rate is not guaranteed. If you register after the deadline, and hotel rooms are no longer available at the negotiated rate, attendees may be required to pay the difference.

Check-in time at Snowbird begins at 4:00 pm and is guaranteed by 6:00 pm. Check-out time is 11:00 am. Luggage service is available for guests arriving before check-in or leaving after check-out times.

Flights


The nearest major airport to Snowbird is Salt Lake City International Airport.

Attendees should reserve and purchase flights to Salt Lake City. You will be reimbursed up to $400 for an economy class ticket to Salt Lake City. Because of government reimbursement restrictions for air travel, international travelers must travel on a U.S. Flag Carrier with a U.S. flight number to the extent that such service is available. Supplemental travel support may be available for some travelers if the aggregate travel costs of all attendees are under budget.

Note: A code share agreement does not make a flight a U.S. Carrier. For your airfare to be eligible for reimbursement, you must purchase your airline ticket through a U.S. carrier with the U.S. carrier's flight numbers. Note: Due to an error in the financial planning for the workshops, we had to retroactively reduce the airfare reimbursement from $500 to $400. The plan was based on historical average reimbursement claims submitted by participants in past years. However, with today's higher airfares, such optimistic planning is unsupportable this year because we have a capped budget that we cannot exceed.

Please contact cscads-workshop-2012-travel@googlegroups.com if you have questions.

Local Transportation


After you have registered for the workshop, the CScADS workshop organizer will contact you with instructions on how to book your round trip shuttle service. Shuttle transportation will be provided by Canyon Transportation located in the Salt Lake City International Airport in the baggage claim area, adjacent to the carousels. The cost of round trip shuttle service for CScADS workshop attendees and their companions is provided at a reduced rate of $64.00 per person. Workshop attendees will be reimbursed for their shuttle expense. To make your shuttle reservation, call Snowbird directly at 1-800-453-3000. Flight information is required to book your shuttle (airline, flight number, dates and arrival/departure time). All shuttle reservations MUST be made by Snowbird Resort to receive the reduced rate.

In general, car rentals in Utah will not be reimbursed for attendees since shuttle transportation is available.

More information about transportation to and from Snowbird is available on the resort's transportation web page.

If you have local transportation questions not answered by the hotel or shuttle operator's web sites, send email to cscads-workshop-2012-travel@googlegroups.com.

Meals


The workshop will provide all meals for participants.

Activities


Outside the workshop, Snowbird offers a variety of outdoor activities and concerts and festivals during the summer. Check Snowbird's events calendar for more information.

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CScADS Collaborators include:

Rice University ANL UCB UTK WISC