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Summer 2009 Workshop Logistics

by John Mellor-Crummey last modified 2009-07-22 07:00


Lodging and Meals


All workshops will be held at Granlibakken Resort and Conference Center, Tahoe City, California.

Each attendee at one of the workshops will be able to direct bill accommodations and meals for the duration of the workshop. For all but the autotuning workshop, the workshop package includes
  • 5 nights lodging (Sun/Mon/Tue/Wed/Thu)
  • 5 full breakfasts (Mon/Tue/Wed/Thu/Fri)
  • 5 lunches (Mon/Tue/Wed/Thu/Fri)
  • 5 dinners (Sun/Mon/Tue/Wed/Thu)
Note: Because the autotuning workshop is only three days, for that week, the above package is shortened by a day at the end.

Accommodations for the workshop will be in standard rooms or rooms within townhouses. Townhome units at Granlibakken have one to three bedrooms, a living room/dining area, full kitchen and fireplace. All rooms come with TV with VCR and/or DVD, telephones with voicemail, dataports and wireless access. 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.

The workshop package includes all meals for attendees and any spouse or guests. Granlibakken is known for its hearty, hot breakfast buffet featuring fresh fruit, homemade muffins, quiches, blintzes, eggs, and the daily chef's special, plus all the accompaniments. Lunch and dinners buffets will be provided as well as part of the workshop package.

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. Accommodations before or after the workshop may be available at your own expense.

If you have special room requirements, or need an additional room for family members, please note it on the web registration form. The cost of a spouse/guest is $70.00 per person, per night, plus 20% tax and service. The spouse/guest must share the same room as the participant. The spouse/guest charge includes all meals and lodging in the workshop package. A spouse/guest requiring a separate room will pay an additional $66.00 per standard room, per night, plus 10% room tax.

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.

To reserve the room block, Granlibakken requires a final rooming list in advance of the workshop. The cutoff for the room block for each workshop will be 35 days prior to the workshop date. 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 the cutoff date, rooms may no longer available at the negotiated rate, attendees may be required to pay the difference.

Check-in time at Granlibakken begins at 4:00pm. 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 Tahoe City, California is Reno/Tahoe International Airport in Reno, Nevada.

It is recommended that attendees reserve and purchase flights to Reno, Nevada. You will be reimbursed up to $500 for an economy class ticket. 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.

Because of cutbacks in flights due the economic downturn, it might be necessary (or cheaper) to fly into a more distant airport such as Sacramento, CA (SMF), which is 2 hours away, or the Bay area (SFO, OAK (home of Southwest Airlines) or SJC). . Travel to Tahoe City from a distant airport may require a rental car. If that is the most cost effective way to travel to Tahoe City, CScADS can reimburse for both airfare and rental car expenses up to the $500 total reimbursement limit for travel costs.

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

Shuttle Transportation from Reno to Tahoe City


After you have registered for the workshop and provided flight arrival and departure times, the CScADS workshop travel coordinator will arrange for a shuttle to pick up workshop attendees at the Reno/Tahoe International Airport. The shuttle will transport you directly to Granlibakken. Shuttle transportation for any traveling companions accompanying an attendee can be pre-arranged for $40 per person. Shuttle transportation costs for workshop attendees will be direct billed to CScADS; the cost for transporting any traveling companions will be billed to your credit card as incidental expenses.

In general, car rentals in Reno will not be reimbursed for attendees since shuttle transportation is available to the resort at a lower cost.

If you have local transportation questions not answered by the hotel, send email to cscads-workshop-travel@googlegroups.com.

Travel to Tahoe City by Personal Auto


If you live within driving distance of Tahoe City, you may travel there in your own car. If you do, CScADS will reimburse travel in your car at the business mileage reimbursement rate of $.50 per mile, as per Rice University policy.

If the cost of driving somewhere is more than the cost of flying, Rice will reimburse the cost of your travel up to the cost of a direct flight.

All travel costs are subject to a $500 reimbursement limit.

Activities


Outside the workshop, Granlibakken offers a variety of outdoor activities during the summer.

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