AGCI Aspen Workshop Logistics
Contact: Devan Crane , Program Associate, with any logistical questions: firstname.lastname@example.org |+1 (970) 300-9082
Hotel: Rooms will be reserved and prepaid for all in-person participants in Aspen, Colorado, US. 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. The best way to reach the hotel from the airport, is a free RFTA bus service that runs between the airport and downtown Aspen. Board any bus heading up-valley towards Aspen from the Up-Valley Pitkin County Airport Bus Station. RFTA website: www.rfta.com.
Workshop Location: The workshop will take place in an outdoor event tent on the grounds of the Aspen Center for Environmental Studies at 100 Puppy Smith St. in Aspen, a 10 – 20 minute walk from the hotel. Please indicate in registration if you have any mobility needs, so that AGCI can arrange transportation from your hotel.
Presentation & Internet: Please email your presentation to email@example.com 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 during the day will be warm, up to 79 deg F / 26 deg C during the day, and down to 43 deg F / 6 deg C at night. Attire for the meeting is casual. Rain gear is advised for afternoon showers, a hat and sunglasses for the high elevation sunshine, and layered clothing for the large swing in diurnal temperature range.
Altitude: Aspen is at an elevation of 7,908 ft (2,410 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 may affect you more quickly. Please consult a physician before coming to Aspen 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. Aspen has local professional childcare services. For age-appropriate recommendations, please contact AGCI staff. Caretaking stipends are available.
AGCI requires that all participants comply with the following Covid-19 protocols, which are subject to change as needed.
- Workshop proceedings will be held in an outdoor venue with high ventilation.
- Participants must show proof of an FDA- or WHO-approved vaccination prior to attending in-person. Please email a copy of your vaccination card to firstname.lastname@example.org.
- Participants must provide proof of a negative Covid test taken within 48 hours of departure from their originating location. Please email proof of your test to email@example.com.
- Participants will be asked to participate virtually if they become symptomatic during their attendance.
- Participant’s guests will also be asked to provide negative Covid test results before attending any of the group functions. Results can be emailed to firstname.lastname@example.org.
AGCI will provide N95 masks and rapid antigen tests as needed or requested.
AGCI has secured federal and private funding to support participant travel, lodging, and meal expenses during the conference. Indicate in registration if you are able or required to cover your own expenses. Please read closely what is and isn’t reimbursable.
Arrival by Air
For those flying directly to Aspen, please reserve your flight directly through AGCI’s travel agent, Tara Evel (email@example.com, +1 858-221-7153) at least 14 days in advance of the workshop. Please provide your full name as it appears on your ID, desired arrival and departure dates, your home destination airport, and a copy of your government issued ID in your travel email request. AGCI will be billed directly for your flight.
If you are combining your trip to Aspen with other travel plans, we request that you coordinate first with AGCI staff (firstname.lastname@example.org) to arrange an agreeable cost share.
Reimbursable: If you wish to purchase your own flight and be reimbursed, you must be pre-approved by AGCI in advance of purchase. Flights must be economy class and purchased at least 14 days in advance of the workshop. If you are combining your travel to Aspen with other plans, we will arrange an agreeable cost-share.
Not Reimbursable: Flights booked on your own without pre-approval by AGCI cannot be reimbursed. AGCI cannot pay extra for participants to fly in business or first class. Any flight change fees incurred must be paid by the participant and will not be reimbursed. Flights purchased after the 14 day deadline cannot be reimbursed. We also can’t reimburse ground transportation or tolls incurred in transit from your home or office to your originating airport or parking at your originating airport.
Arrival by Car
For those driving to the conference, or arriving at an alternate airport (such as Denver International):
Reimbursable: Mileage on either a rental or personal car is reimbursable up to the cost of a round-trip airfare from your home location, or 65.5 cents per mile. The cost of a shuttle or rental car to Aspen from an alternate airport is reimbursable if no feasible itinerary is available directly into Aspen airport.
Not Reimbursable: If you are able to fly directly into Aspen, there is no need for a rental car. The city is very walkable and has an excellent free public transit system.
Rooms have been reserved and prepaid for all participants at hotels in Aspen, Colorado. Let AGCI know soon as possible if you plan to extend your stay beyond the meeting.
Reimbursable: AGCI has reserved and paid directly for your accommodations for the duration of the workshop, unless otherwise requested through registration. If you prefer to make your own lodging arrangements, AGCI can reimburse you up to the nightly group rate.
Not Reimbursable: AGCI cannot cover the cost of incidentals or additional nights of lodging before or after the conference, unless you have made prior arrangements. For instance, international participants may need to arrive a day in advance due to flight itineraries, or to adjust to the local time zone.
Breakfast is provided at the hotel, and we offer fruit, coffee, and snacks at the workshop venue throughout the day. Please notify AGCI staff in your registration if you or your guests have any food allergies or dietary restrictions.
Reimbursable: AGCI will reimburse lunch and dinner costs that are not provided by AGCI at the local per diem rates of $25 for lunch and $50 for dinner.
We look forward to welcoming you soon! Contact Devan Crane with any logistical questions: email@example.com | +1 (970) 300-9082