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 Washington Marriott at Metro Center.
Those traveling by rail/Amtrak will arrive at Union Station (WAS) and should take the Metro to the Metro Center stop, situated on the same block as the meeting hotel. Ground transportation options are also available at Union Station.
Refer to the 2025 meeting agenda as you consider the following:
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All guests should plan to arrive at the hotel in time to participate in late afternoon activities on Wednesday, June 25.
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Fellows' outbound travel should be scheduled for Saturday, June 28 (or the evening of Friday, June 27 if preferred), with hotel departures via self-scheduled return transportation.
Planning & Policy Adherence
All attendees will be responsible for booking their own travel reservations, whether directly with an airline, a 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 on a different carrier — complete with origination, layover and destination airport codes, and fare. Review this one-stop comparison fare example.
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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.
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Page 3, 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."
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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 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. Also, only domestic travel is reimbursable.
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, May 30. 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.