ASM 2006 TRAVEL AND LODGING ARRANGEMENTS
The main part of the ASM begins the evening of September 20, and for most of you, that will be your travel day. However, several groups (IM, Social Science, Education, Executive, Coordinating, Graduate Student Committees, and invited participants of the LINX II workshop) will travel on either the 18th (IM for their meeting on the 19th) or the 19th (for the other Committee meetings on the 20th). Please make sure your arrival dates take into account your participation in these pre-meeting events.
Instructions regarding your travel and lodging are given below. Please read these instructions carefully and follow them to the letter. Questions should be addressed to Pam Griego-Madrid, the LNO Office Manager, at email@example.com.
The LNO will cover air fare (or equivalent ground transportation), round-trip bus from the Denver airport, and lodging and meals at the YMCA of the Rockies. Note that all other costs will have to be borne by the individual or the site. We will pay airfare, bus services, lodging and meals directly to the providers. We do NOT plan on processing travel reimbursements for each participant. Therefore, we will not reimburse parking and mileage at your point of departure nor meals or incidentals en route.
We have transmitted your name to Rio Grande Travel, and they will be
waiting for you to contact them. Please call Rio Grande Travel at 1-800-778-6861
or 505/768-7999 as soon as possible and ask to speak to a UNM Representative.
You may also contact the following representatives directly for assistance:
Rita Ortiz at RitaO@RGTravel.com,
Tracey Fria at TraceyF@RGTravel.com,
Kimberly Warren at kimberlyw@RGTravel.comor
Molly Putsch at mollyp@RGTravel.com.
Tell the agent that the LTER Network Office at UNM (contact: Pam
Griego) is paying for your ticket. If you have any other
Note that we have allocated funds to your site based on an estimate of air costs from the nearest major airport. Please work with Rio Grande to try to achieve the lowest reasonable air fare. We anticipate that airfares will increase during the summer; please make your reservations as soon as possible.
Folks arriving on Monday, September 18th for the IM Meeting will have to reserve transportation via the Estes Park Shuttle. Information on how to do that is shown below. We did get a 10% discount. The people being supported by the LNO should only get a one-way ticket; we will run buses from the YMCA to DIA on Sunday, September 24th. Everyone else should get round-trip reservations. Note that there will be no late shuttle on September 18. Anyone who arrives in the evening will have to rent a car or stay overnight in Denver.
The housing list that we send to the YMCA on June 1 will have your arrival-departure dates and roommate as they were given to us by your site. You will not have to contact the YMCA directly, but you should receive housing confirmation from the YMCA based on the rooming list we send them. If you do not receive such confirmation by August 1, please let us know. You should not have to pay any food or lodging costs in Estes Park except for telephone or incidental charges you may incur.
The YMCA will expect occupancy of the rooms according to the rooming list that we send them. If for some reason, you wish to accommodate more people in your room, you will be responsible for the costs of these additional people. We discourage the practice of allowing people not on the rooming list to share accommodations for two reasons. First, this practice complicates the process of accounting for costs immeasurably. Second, we wish to maintain our good relationship with the YMCA by making sure that each registered attendee has a housing reservation and pays for lodging and meals.
Meals at the YMCA are included in the cost of housing.
All participants, whether funded by LNO or not, will have to register and pay a registration fee to help cover the costs of coffee and other beverages, snacks, and associated expenses. Registration will be via a web page and the options to pay will include credit cards. Registration information will go out around May 15.
Your cooperation will be greatly appreciated in making this the best ASM ever. Thanks very much for your help.
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