Travel logistics
General logistics:
- Cost: The convening and its associated travel support for attendees are funded through North Carolina State University’s College of Natural Resources and College of Education. We have funding to support up to $850 for each out-of-town attendee. This amount can go towards flights, lodging, personal vehicle mileage, and/or transportation to and from the airport. Please note that reimbursement for your out-of-pocket expenses (e.g., personal vehicle mileage or ride-shares) may take up to 4-6 weeks after the convening. We are happy to book your flight and hotel on our account to avoid your floating those costs, if you would like.
- Location: The workshop will be held at the Faculty Research Commons area in D.H. Hill Jr. Library (2 West Broughton Drive, Raleigh, NC 27695) on the North Carolina State University campus.
- Flights: Unless you are local, please plan on arriving on Thursday, February 20, and departing campus after 5:00 PM on Friday, February 21. We do not recommend booking flights that leave before 7:00 PM on Friday, and we encourage you to leave Saturday if possible so that you can join us for dinner on Friday. We will follow up with out-of-town guests with additional information on booking flights.
- Hotels: We have booked a block of rooms for Thursday and Friday night at the Aloft Raleigh (2100 Hillsborough Street, Raleigh, NC 27607). We will book your room for you, based on your lodging needs indicated in the RSVP form. Shared occupancy is encouraged.
- Transportation within Raleigh: The hotel is just down the street from our meeting space (about a 10 minute walk), and group dinners are also walkable from the hotel. The hotel is approximately a 30-minute taxi, Uber, or Lyft ride from the airport. Trips to and from the airport can be reimbursed, within the $850 total travel support cap.
- Meals: If you arrive on Thursday, we would love for you to join us for dinner at 6:30pm at Gonza Tacos, located in the Aloft hotel. This dinner will be covered for you. We will also provide breakfast, lunch, and snacks during the convening itself, as well as dinner at Caffe Luna in downtown Raleigh at 6:30pm after the convening. Any alcoholic beverages will need to be paid for on your own.
Reimbursement logistics:
- Flights: There are two options for booking flights.
- Option 1: Book your own flight and get reimbursed.
You are welcome to book and pay for your flight on your own and later receive reimbursement for this cost. Keep in mind that it will likely take 4-6 weeks for the reimbursement to go through after the close of the convening. - Option 2: Have us book your flight
We are more than happy to book your flight directly so that you don’t have to front the cost. Just send us the flight details, and we will book it on your behalf.
- Option 1: Book your own flight and get reimbursed.
- Driving: If you are driving to the convening, you are eligible for reimbursement for your personal vehicle mileage or rental car as well as for parking at the convening. Mileage, rental vehicles, and parking costs will be processed with other travel-related reimbursements, as detailed below.
- Reimbursements: There are a few steps we need you to take to be ready to receive reimbursements for your travel expenses.
- Complete an AP104 as soon as possible.
Before we can book your flight directly or book your hotel, we need you to sign an AP104 form for NCSU. You can find the form here. There are two different versions: one for in-state guests and one for out-of-state guests. Please download the correct form and fill in your name and signature in the highlighted boxes. We have filled out all other parts of the form, so it should be quick! Once you have filled in your name and signature, please send the form back to us (lmgibson@ncsu.edu). - Bring a voided check to the convening to fill out more forms.
To receive reimbursement for a flight you booked yourself or for any local travel (e.g., Lyfts to or from the airport), we need you to fill out W9 and ACH forms to become a “vendor” that NCSU can reimburse. You can fill out these forms at the convening itself as long as you bring a voided check with you. If you forget to bring one, you’ll need to mail one in after the convening, and it will take longer for us to get you your money. - Keep all receipts from travel expenses.
Please hold onto all travel-related receipts. These are needed for reimbursement.
- Complete an AP104 as soon as possible.