AGCI Washington D.C. Convening Logistics

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

Getting to Washington D.C.:

Airports: Ronald Regan Airport (DCA) and Dulles Airport (IAD) are the two closest local airports. Public transportation between the local airports and hotel is available.

Driving: Parking is available at the Line hotel, $30/day or $55/night. AGCI can cover the cost of parking during the meetings duration, please send your receipts to workshops@agci.org.

Meeting Logistics:

Hotel: Rooms will be reserved and prepaid for all in-person participants at the Line Hotel,1770 Euclid Street NW, Washington, D.C. 20009 Tel: (202) 588-0525. 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.

Convening Location: The meeting will take place in an event room within the Line Hotel. The Laura and Lynx Room is located on the first floor of the hotel. Please indicate in registration if you have any mobility needs, so that AGCI can arrange for the hotel staff to help you from your hotel room to the meeting location.

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.

Meals and Per Diem: Breakfast, meeting snacks, and lunch have been arranged for the duration of the meeting. For any meals not provided, per diem can be reimbursed for those meals. Please indicate any dietary restrictions in registration, they will be accounted for in all group catering.

Attire & Weather: Please dress in layers to accommodate temperature variations throughout the day. Temperatures in April during the day will be warm, up to 67 deg F/19 deg C and down to 45 deg F / 8 deg C at night. Attire for the meeting is casual. Rain gear is advised for possible rain showers.

Guests & Childcare: Guests and/or family are welcome to join you in Washington D.C.; however, we cannot cover their expenses. AGCI warmly welcomes all guests at any 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.

Caretaking stipends are available for the week in Washington D.C. or your home location. Stipends are reimbursed at the end of the convening with proof of receipt. Reimbursement forms will be sent out on the last day of the meeting.

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 meeting 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 meeting location.

Ride-share services, like Uber/Lyft, to and from the airport or the venue can be reimbursed. Please keep your receipts and send to workshops@agci.org with your reimbursement form.

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 parking incurred between your home or office and your departing airport are also not reimbursable.

Arrival by Car

If you are driving to the meeting 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 meeting. 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 cay 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 meeting 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 $38 for dinner in Washington D.C., and $69 for transit days (FY26 rates). Receipts are not required.

Per diem is distributed in cash at the start of the meeting, 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 meeting; they cannot be submitted before the meeting concludes. Forms must be submitted within 30 days of the meeting’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.