AGCI Virginia Workshop Logistics

The Airlie, Warrenton, Virginia

Contact: Devan Crane, AGCI Program Associate, with any logistical questions: workshops@agci.org 

General Logistics

Lodging: Rooms will be reserved and prepaid for all in-person participants at the Airlie, 6809 Airlie Road, Warrenton, Virgina, USA 20187. Please indicate through registration if you are required or prefer to pay directly for your lodging. AGCI will notify participants of their lodging confirmation and check-in details before the meeting. Ground transportation is required to reach the Airlie from DC-area airports. Please indicate in your registration if you prefer to rent a car or have ground transportation provided. If you wish to have ground transportation arranged, please ensure that AGCI has a copy of your confirmed flight itinerary.

Ground Transportation: Reston Limousine will be providing shuttle services to and from the DC airports and the Airlie. The shuttle service will be monitoring your flights and text or WhatsApp you directly when you land. If your flight is delayed or canceled they will directly rearrange with you. General instructions for international, meet driver near baggage claim #15 near International Arrivals area. For domestic travel, meet driver at your assigned flight’s baggage claim. Specifics about your pick-up location have been emailed to you. Reston Limousine can be reached 24/7 at 703-478-0911.

Workshop Location: The workshop will take place in a conference room at the Airlie, 6809 Airlie Road, Warrenton, Virgina, USA 20187. Please indicate in registration if you have any mobility or accessibility needs so that AGCI can arrange services as needed.

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 lodging and meeting spaces have StarLink wi-fi available.

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

Attire & Weather: Please dress in layers to accommodate temperature variations throughout the day. Daytime temperatures will be warm, up to 69°F / 21°C during the day, and down to 43°F / 6°C at night. Attire for the meeting and group meals is casual. Rain gear, hat and sunglasses, and layered clothing are advised.

Guests & Childcare: Guests and/or family are welcome to join you; however, we cannot cover their expenses. Caretaking stipends are available and can be used in your home location or the workshop location.

COVID Requirements

AGCI requires that all participants comply with the following COVID-19 protocols, which are subject to change as needed:

AGCI will provide N95 masks as needed or requested.

Reimbursement Guidelines

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 the workshop, please reserve your flight directly through AGCI’s travel agent, Tara Evel (taraevel@carlisletravel.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, and your home destination airport. AGCI will be billed directly for your flight. 

If you are combining your trip to the conference with other travel plans, we request that you coordinate first with AGCI staff (workshops@agci.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. Economy airfare purchased at least 14 days in advance. If you purchased your own ticket (with prior approval), email your airfare receipt to workshops@agci.org. 

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 booked past 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:


Reimbursable:

Mileage on a personal car is reimbursable at 65.5 cents per mile, up to the equivalent cost of a round-trip airfare from your home location. The cost of an economy rental car can be reimbursed with pre-approval from AGCI. The cost of gas, tolls, and charging station fees en route are reimbursable – receipts are required.


Not Reimbursable: Rental cars that were booked without pre-approval from AGCI or above economy class cannot be reimbursed.

Lodging

Rooms have been reserved and prepaid for all participants at the Airlie. Let AGCI know soon as possible if you plan to extend your stay beyond the meeting dates (Oct 1-6).


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.

Meals

AGCI paid directly for all meals for the duration of the workshop. Meals in transit are reimbursable at a rate of $15/lunch and $27/dinner. Receipts are not required.

Incidentals

Visa fees are reimbursable. Hotel room incidentals, such as phone calls, are not reimbursable.

Contact Devan Crane with any logistical questions: workshops@agci.org.