Travel Booking Guidelines
Arrivals & Departures
Most air travelers will fly in and out of (the preferred) Ronald Reagan Washington National Airport (DCA), which is just four miles from the meeting hotel. Ground transportation expenses from DCA will be minimal compared to the other airports (Washington Dulles International Airport (IAD) at 30 miles; and Baltimore-Washington International Airport (BWI) at 35 miles). Regardless of airport selection, travelers must arrange their own ground transportation to and from the Hilton Washington DC National Mall The Wharf.
Those traveling by rail/Amtrakwill arrive at Union Station (WAS) and should take the Metroto the L'Enfant Plaza stop, located below the hotel site. Ground transportation options are also available at Union Station.
Refer to the agenda as you consider the following:
- Fellows should plan to arrive at the meeting hotel the afternoon of Sunday, July 16, with time to attend the 6:30 p.m. ET welcome/(re)orientation session.
- Non-fellow attendees are encouraged to arrive on Sunday, July 16 and participate in the all-attendee Making Connections Reception set for 7:30 p.m. ET.
- General session programming for all attendees starts Monday at 9 a.m. ET.
- Fellows are expected to participate in Thursday's professional development session (to conclude at 12:00 p.m. ET, with lunch immediately following).
- Outbound travel for all attendees should be scheduled for the afternoon or evening of Thursday, July 20, depending on one's planned participation in the day's programming.
Planning & Policy Adherence
All attendees will be responsible for booking their own travel reservations., whether directly with an airline or train company, or via a third-party provider. Those eligible for post-event reimbursement must carefully review Krell's travel policy in its entirety prior to arranging air or rail transportation. Non-compliance could impact the reimbursed amount.
In particular, please refer to the following sections which address scenarios that necessitate pre-booking contact with Krell staff — and in some cases a flight comparison to accompany your preferred itinerary. Note that a comparison submission should include a round-trip, one-stop itinerary complete with origination, layover and destination airport codes, and fare; see example.
- Pages 2-3, #12 Special Cases A-G: All situations outlined require a comparison fare to be submitted and travel to be approved by Krell's reimbursement coordinator in advance of booking.
- Page 2, Point A. First/Business Class/Non-Stop Flights: "The cost of non-stop flights will be reimbursed if the traveler submits appropriate comparison fare documentation showing that the cost of the non-stop flight was the same or less than one-stop service."
- Page 3, Point D. Travel Before or After the Business Activity: "Travel should occur on or as close as possible to the actual business activity dates. Travel the day prior to and/or day after the business activity will be allowed if necessary. Travel on other days will require an explanation and a comparison fare based on travel on the actual business activity dates." Again, if you are arriving early or departing later than instructed above, you must seek Krell approval prior to booking.
Also refer to Page 4, Sections III and IV for a list of non-reimbursable travel costs as well as Krell's receipt requirements. Note that, as an exception to the policy, a rental car is not a necessary program review expense and will not be reimbursed.
Booking Deadline & Travel Inquiries
As stated in the policy, all reservations qualifying for reimbursement must be made a minimum of 21 days in advance of the event, or by Friday, June 23. Again, specific travel-related questions should be directed to Krell's reimbursement coordinator before booking in order to guarantee authorization and/or full reimbursement.