US States & Territory Institutions: VIP Consortium 2020

General Information

  • Georgia Tech will cover domestic airfare and hotel for up to two participants from each university.  To reduce costs, no other expenses (extra parking beyond what is needed for the event, parking in non-designated areas, per-diem, Uber/taxi, public transportation, etc.) will be reimbursed.  Other arrangements may be permitted for anyone with mobility issues but these circumstances should be discussed before purchase.
    • Please purchase your OWN airfare for the VIP Consortium meeting. After the event, VIP @ Georgia Tech will reimburse you for your purchase. If your university is paying for your airfare, please make us aware of this during the reimbursement process. We willl need emailed documentation stating that you intend to reimburse your university because the reimbursement will go directly back to the participant.
    • Please ONLY purchase economy/coach tickets unless special accomodations are needed. A note from your physician will be required.
    • Please keep your flight receipts, you will need them for reimbursement. Please make sure all receipts include your first & last  name, origin & destination, and the last 4 digits of the credit card used. Please see an example here.
  • US participants should know that we will only pay for two nights of accomodations. Typically, guests will arrive Wednesday evening and depart on Friday afternoon. Those who are seeking an exception to this should reach out via email before booking hotel and airfare.
  • If you are coming from a US Instititution outside of Georgia but plan to drive instead of fly, please complete the registration steps below and send us an additional email here.
  • Breakfast and lunch will be provided on both days of the meeting, as well as dinner on Thursday night. 
  • The meeting typically concludes around 3:00pm on Friday.

Registration Steps

Step 1 Pay the $200 registration-hold fee.  The registration-hold fee will be refunded after in-person attendance at the conference. No-shows will not be refunded. Please save your confirmation number, as it will be requested in the form below. Submissions without this registration confirmation # will not be accepted.
Step 2 Book your room at the Georgia Tech Hotel and Conference Center (2 nights: Wednesday May 13 - Friday May 15). Georgia Tech will provide lodging at this hotel for two participants from each institution. Participants will be responsible for incidentals and no-show costs. A credit card is thus required at the time of booking. Please save your confirmation number, as it will be requested in the form below. Registrations without a hotel confirmation # will not be accepted. The hotel deadline is 03/15/2020.
Step 3 Complete the registration form below.

 

Registration Form

 

FOR OUR EVENT PLANNING:
TRAVEL ARRANGEMENTS:
REGISTRATION FEE & HOTEL BOOKING:
All participants are required to pay a $200 registration-hold fee to attend this year's annual meeting. Participants must pay this fee during the registration/RSVP process. Submissions without a registration confirmation # will not be accepted. The registration-hold fee will be refunded after in-person attendance at the conference. No-shows will not be refunded.
All participants are required to secure their own hotel booking in order to attend this year's annual meeting. VIP at Georgia Tech will pay for lodging (two nights) for up to two participants from each university. These individuals will be responsible for incidentals and no-shows, ONLY. All participants MUST secure their hotel booking during the registration/RSVP process. Submissions without a hotel confirmation #, will not be accepted. Registration fees can be paid at http://www.secure-res.com/res/vn3/cglogin.aspx?hotelid=2871&rlog=957&pd=projects. Non-smoking King and Double bedding accommodations have been blocked for this group. Please note that all guestrooms are non-smoking. For any other requests or inquiries, please enter this information within the appropriate request boxes during the reservations process or call the hotel directly by calling (800) 706-2899 or (404) 838-2100. Hotel reservations hours are Monday through Friday 9am-6:30pm Eastern Time. Booking Deadline: 03/15/2020. For any additional nights needed before or after the posted group dates, please contact the hotel directly at (800)706-2899 to check availability. For those attendees driving to the hotel, overnight parking is $21 per night with unlimited in and out access to the garage. Georgia Tech will pay for parking.
FOR AIRFARE or MILEAGE REIMBURSEMENT:
Please include city and zip code. If you do not wish to have it sent to your home address, please include your office/institution address and all relevant mail codes.
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