AGCI Aspen and Ashcroft Workshop Logistics

Contact: Devan Crane, Events Manager, with any logistical questions: dcrane@agci.org |+1 (970) 300-9082

Getting to Aspen:

Aspen Airport (ASE) Hotel Shuttle: Flying directly into Aspen/Pitkin Airport (Airport Code: ASE, also referenced as Sardy Field) is recommended for all participants. The Mollie Hotel offers shuttles to and from the Aspen airport. AGCI will provide your flight itinerary to the hotel to arrange shuttle services in advance.

How to find the hotel shuttle: Shuttles can be found outside of the arrivals terminal and baggage claim area. MOLLIE vehicles are olive in color, drivers wear Burgundy peacoats and carry a MOLLIE sign with them. Should you have any difficulties locating them, you can contact our ambassador agents at any time by texting (970) 499-1965.

Getting around Aspen: The best way to get around downtown Aspen and the surrounding area is by bus, bike, or walking. Aspen is a very pedestrian friendly town. There are bike-share services in town and a free bus system. For more details on how to use the bus and the schedule please visit the Roaring Fork Transportation Authority (RFTA) website: www.rfta.com.

Workshop Logistics:

Hotel: Rooms will be reserved and prepaid for all in-person participants at the Mollie Hotel at 111 S Garmisch St, Aspen, CO 81611. Please indicate through registration if you are required or prefer to pay directly for your hotel room. AGCI will notify participants of their hotel confirmation and details before the meeting.

Workshop Location: The workshop will take place in at the Catto Center at Toklat located at 11247 Castle Creek Rd Aspen, CO 81611 just outside of downtown Aspen area. AGCI has arranged transportation to and from the hotel and meeting location each day, it is a short scenic 20 minute shuttle each way. Refreshments, snacks, and lunch will be provided throughout the meeting. Cell service will be limited but can be accessed through the building’s wifi.

Presentation & Internet: Please email your presentation to workshops@agci.org before the day of your session. AGCI has a Mac laptop to run all presentations (you may present as a PPT, PDF, Google Slides, or in Keynote). The hotel and meeting space have high-speed wi-fi available.

Media Release: AGCI video-records presentations for archival and educational purposes. As part of registration, you will be asked to complete a media release form so that workshop video-recordings and presentations may be posted on the workshop website as resources for the broader scientific and education communities.

Attire & Weather: Please dress in layers to accommodate temperature variations throughout the day. Temperatures in the Autumn during the day will be cool, up to 50 deg F / 10 deg C during the day, and down to 30 deg F / -1 deg C at night. Attire for the meeting is casual. Snow gear is advised for potential snow storms, a warm hat and sunglasses for the high elevation sunshine, and layered clothing for the large swing in diurnal temperatures.

Altitude: Ashcroft is at an elevation of 9,521 ft (2,902 m) above sea level. It is important to drink more water than normal before arriving and throughout your stay to prevent altitude sickness. Be aware alcohol and caffeine may affect you more quickly. Please consult a physician before coming to Aspen/Ashcroft if you have any altitude-related health problems.

Guests & Childcare: Guests and/or family are welcome to join you in Aspen; however, we cannot cover their expenses. AGCI warmly welcomes all guests at all of the group activities outside of the meeting, please RSVP for your guests in advance so we may ensure proper head-counts for all events. Aspen/Snowmass has local professional childcare services, for age-appropriate recommendations, please contact AGCI staff. For local activities please visit https://www.gosnowmass.com/things-to-do/.

Caretaking stipends are available for the week in Aspen or your home location. Stipends are reimbursed at the end of the workshop with proof of receipt. Reimbursement forms will be provided at the end of the workshop.

Reimbursement Guidelines:

AGCI uses federal and private funding to support participant travel, lodging, and meal expenses for this workshop. During registration, you will be asked whether you are able or required to cover your own costs; when participants are able to cover their expenses, AGCI is able to support a greater number of attendees. Please review the following guidelines carefully to understand what is and is not reimbursable.

Arrival by Air

For participants arriving by air, flights must be booked through AGCI’s travel agent at least 14 days prior to the workshop. If you plan to combine the workshop with personal travel, please coordinate with AGCI staff at workshops@agci.org in advance so that an appropriate cost share can be arranged. AGCI can only cover the economy roundtrip portion from your home location to the workshop location.

Rideshare services to and from the airport or the venue cannot be reimbursed. Rideshares in your home location are also not reimbursable. For workshops held in Aspen or Snowmass, free public transit and a pre-arranged hotel shuttle are available for all participants.

If you prefer to purchase your own airfare, you must receive written pre-approval from AGCI before buying your ticket. To obtain approval, email your proposed itinerary and price to workshops@agci.org. Approved flights must be economy class and purchased at least 14 days in advance. After traveling, send a copy of your airfare receipt for reimbursement; one standard checked bag each way is reimbursable if not included with your ticket.

Flights booked without pre-approval, purchased fewer than 14 days before travel, or upgraded to business or first class cannot be reimbursed. Flight change fees, additional baggage charges, inflight purchases, and any ground transportation or parking incurred between your home or office and your departing airport are also not reimbursable.

Arrival by Car

If you are driving to the workshop or arriving through an alternate airport, mileage in a personal vehicle is reimbursable at the GSA rate, up to the cost of an equivalent round-trip economy airfare from your home location. Rental car mileage may be reimbursed with prior approval from AGCI. AGCI cannot book rental cars directly due to liability constraints. Gas, tolls, parking and charging fees are not reimbursable.

Lodging

Lodging for all participants is reserved and prepaid by AGCI for the duration of the workshop. If you plan to arrive early or depart late, please notify us as soon as possible so arrangements can be made with the hotel. AGCI may cover up to two additional nights for international travelers to help with more complicated air travel and adjustment to timezone differences.

If you choose to make your own lodging arrangements, AGCI can reimburse up to the nightly group rate with a receipt. Incidental hotel charges (such as food, beverages, or phone calls) and any unapproved additional nights before or after the workshop cannot be reimbursed.

Meals

Most meals will be arranged and paid for directly by AGCI. Meals not provided or meals incurred during transit are reimbursable at the per-diem rates of $23 for breakfast, $26 for lunch, and $50 for dinner in Aspen, and $69 for transit days (FY26 rates). Receipts are not required.

Per diem is distributed in cash at the opening reception, and participants must sign to confirm receipt.

Incidentals

Visa fees can be reimbursed at the end of the workshop on the reimbursement form. As well as caretaker costs for up to $500 for the week are reimbursable with proof of payment. Hotel room incidentals—such as snacks, room service, entertainment charges, or phone calls—cannot be reimbursed.

Reimbursement Process

Reimbursement forms will be distributed on the final day of the workshop; they cannot be submitted before the workshop concludes. Forms must be submitted within 30 days of the workshop’s end.

Once submitted, your materials are reviewed by AGCI staff and then sent to our finance department, where processing may take up to two weeks. After processing, you will receive a secure payment link from Ramp to enter your banking details. Participants using international bank accounts will be contacted directly by the finance team for additional information.

AGCI covers its portion of wire transfer fees and reimburses expenses in USD. Please note that exchange rates fluctuate, and your bank may charge additional fees or take several days to process the transfer. 

We look forward to welcoming you soon! Contact Devan Crane with any logistical questions: dcrane@agci.org | +1 (970) 300-9082