[For steering committee members only: The Steering Committee will also meet on the morning of Saturday, January 16]
We ask that all participants please make their own travel and lodging arrangements as soon as possible. Necessary logistical information appears below. Invited participants will be reimbursed for eligible expenses after the conclusion of the conference. We are not permitted to reimburse the travel expenses of federal government employees.
Please make your airline reservations as soon as possible, but no later than Wednesday, December 23, which is the end of 21 day advance purchase period. Those traveling from outside the Washington DC area may wish to schedule their arrival for the late afternoon or evening of Wednesday January 13. The nearest airport is Washington National (4 miles from the conference site); Washington National is also located on the Metro line. We ask that all air travelers take advantage of Saturday-night airline rates and schedule their departures from Washington DC for Sunday, January 17 (unless the incremental airfare cost is less than $200 to depart on Saturday). Air travel must be on U.S. Flag carriers.
The conference hotel is the Arlington Hilton and Towers, 950 North Strafford Street, Arlington, VA 22203. Phone (703) 812-5111; Fax (703) 528-4386. The Arlington Hilton is located directly atop the Ballston Metro station, and is connected by a covered skyway with the National Science Foundation. Hotel check in time is 3:00 pm and check-out time is 12:00 noon.
We urge you to contact the hotel as soon as possible, and no later than Sunday December 20, 1998, to make your room reservations. After that date we can not guarantee room availability. Please request your room under the "NCGIA-Buffalo" reservation block. The conference room rate is $114.81 per night for single occupancy plus applicable taxes, for a total of $126 per person per day. Please have your credit card ready when making reservations, those eligible for expense reimbursement will be reimbursed for lodging expenses after the conclusion of the conference.
To obtain travel and lodging reimbursement from NCGIA-Buffalo, you will need to submit original receipts for your expenses, including the original passenger receipt potion of your plane ticket, receipts for other types of transportation between your home and the conference site, and your itemized hotel bill. Per diem breakfast and dinner allowances will be given. We are not allowed to reimburse for lunches or for telephone calls. Other reimbursement guidelines apply, and if you have any questions please feel free to contact the NCGIA office at ncgia@acsu.buffalo.edu (phone 716-645-2545, 49). Reimbursement forms will be provided at the conference.