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Summer 2008 Workshop Logistics

by John Mellor-Crummey last modified 2008-07-18 09:37

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 $73.00 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.

All hotel reservations will be made by the CScADS workshop travel coordinator. Using the registration link you received by email, you should be able to register for your workshop and indicate your dates of travel. Accommodations will be booked according to the dates of your travel and reimbursed according to the policy outlined above. If you have special room requirements, or need an additional room for family members, 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-workshop-travel@googlegroups.com.

We recommend that you register as a workshop attendee before June 2, 2008; this is the cut-off date for the hotel's room block for the workshop series. This cut-off date applies to all workshops. After the cutoff date, availability of guest rooms at the contracted rate is not guaranteed. If you register after June 2, 2008 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 4:00pm and is guaranteed by 6:00pm. Check-out time is 11:00am. 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 $500 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.

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

Local Transportation


After you have registered for the workshop and provided flight arrival and departure times, the CScADS workshop travel coordinator will arrange for a shuttle operated by Canyon Transportation to pick up workshop attendees at the Salt Lake City International Airport. The shuttle will transport you directly to Snowbird. Shuttle transportation for any traveling companions accompanying an attendee can be pre-arranged for $58 per person. A special rate may be available for children 12 or under. While shuttle reservations for workshop attendees will be made by the CScADS workshop travel coordinator, attendees should make reservations for traveling companions directly with Canyon Transportation. Shuttle transportation costs for workshop attendees will be direct billed to CScADS; however, you will need to use cash or credit card to pay Canyon Transportation for transporting your traveling companions.

In general, car rentals in Utah will not be reimbursed for attendees since shuttle transportation is part of the accommodation package provided by Snowbird.

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-travel@googlegroups.com.

Meals


The workshop will cover meals for participants. Breakfasts will be provided to workshop participants. Two banquet dinners will be provided for workshop attendees. Generally, these will occur on the first and third nights of each workshop. The organizer of each week's workshop will provide attendees with the schedule for two working dinners that week. All lunches and dinner on other than nights with working dinners will be on your own at the dining establishment of your choice; participants will be reimbursed a flat "per diem" rate to offset the cost of these meals. Snowbird offers a wide range of dining options on site; other options are available at nearby resorts or in town.

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