Travel Booking Guidelines
Arrivals & Departures
Most travelers will fly in and out of San Francisco International Airport and arrange their own transportation to the InterContinental Mark Hopkins Hotel.
- Fellows should plan to arrive at the hotel in time to participate in late afternoon activities on Monday, June 26.
- Non-fellow attendees arrivals are requested on Tuesday, June 27.
- Thursday, June 29 programming is set to conclude at 12:15 p.m., with lunch immediately following.
- Outbound travel for all attendees should be scheduled for the late afternoon or evening of Thursday, June 29, with hotel departures (via self-scheduled return transportation to San Francisco International Airport) as early as 1 p.m.
Planning & Policy Adherence
All attendees will be responsible for booking their own travel reservations, whether directly with the airline or train company, via an online discounter, or by some other means. 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:
- 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 2. Again, specific travel-related questions should be directed to Krell's reimbursement coordinator prior to booking in order to guarantee authorization and/or full reimbursement.