AGCI Workshop Logistics
Skyland Resort, Shenandoah National Park
Contact: Devan Crane, AGCI Program Associate, with any logistical questions: firstname.lastname@example.org
Lodging: Rooms will be reserved and prepaid for all in-person participants at Skyland Resort, Shenandoah National Park, Virginia, USA. 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 Skyland Resort 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.
Workshop Location: The workshop will take place in a conference room at the Skyland Resort, Mile 41 on Skyline Drive, Shenandoah National Park, Virginia 22835, United States. 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 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 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 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.
AGCI requires that all participants comply with the following COVID-19 protocols, which are subject to change as needed:
- 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 firstname.lastname@example.org.
- 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 email@example.com.
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 the workshop, please reserve your flight directly through AGCI’s travel agent, Tara Evel (firstname.lastname@example.org +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 (email@example.com) 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. Visa fees can be submitted for reimbursement.
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 up to the cost of a round-trip airfare from your home location, or 65.5 cents per mile. Rental cars can be reimbursed with pre-approval from AGCI (firstname.lastname@example.org) prior to booking. Rental cars must be an economy rate car to be approved. Shenandoah National Park vehicle entrance fee can be reimbursed please save and send the receipt to AGCI.
Not Reimbursable: Rental cars that were booked without pre-approval from AGCI or above economy class cannot be reimbursed.
Rooms have been reserved and prepaid for all participants at Skyland Resort. 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.
AGCI has arranged for catered meals or meal vouchers to be provided for the duration of your stay, including refreshments and snacks throughout the day. Please notify AGCI staff in your registration if you or your guests have any food allergies or dietary restrictions – arrangements will be made as needed for all meals provided by AGCI.We look forward to welcoming you soon! Contact Devan Crane with any logistical questions: email@example.com.