NATIONAL STEPPING UP SUMMIT LOGISTICS Welcome! The Council of State Governments (CSG) Justice Center, the National Association of Counties (NACo), and the American Psychiatric Association (APA) Foundation are pleased to host the first Stepping Up National Summit on April 17–19 in Washington, DC. This memo provides important logistical information to help you prepare.
THE SUMMIT County, unified state, and regional teams will work together at the summit to develop or improve upon impactful plans to make systemwide changes in reducing the number of people with mental illnesses in jails.
EXPENSES AND REIMBURSEMENT This exciting event is made possible through the generous support of the APA Foundation. Travel and hotel accommodations will be booked on your behalf by the CSG Justice Center, based on the preferences you indicated during registration. Reservation information will be sent to you. Air/Train Travel As a county, state, or regional team member, you are not responsible for the cost of your flight or train travel. As funds are limited, train and flight tickets will be booked at the lowest, non-refundable fare. Once ticketed, cancellations will not be re-booked for another team member. Team members are responsible for any changes to train or flight tickets that result in a fee. Lodging Accommodations are provided at no cost to you during the span of the summit, from Sunday to Monday night, April 17–18. You are responsible for room incidentals or the cost of an extended stay. Other expenses such as ground transportation and per diem will be reimbursed after the event.
Reimbursement is provided in line with CSG Justice Center travel guidelines. A reimbursement form will be provided to you via email prior to the summit. Please see Appendix A for specific expense information.
WHERE YOU’LL STAY Lodging will be arranged for you either at the Mayflower Hotel, where the summit takes place, or at the nearby Marriott Courtyard Embassy Row. Reservation information will be emailed to you prior to the summit.* The Mayflower Hotel 1127 Connecticut Ave NW Washington, DC 20036 Courtyard Washington Embassy Row 1600 Rhode Island Ave NW Washington, DC 20036 *Your hotel reservation will be made based on the information you provided during registration. The summit will pay for your accommodation from April 17–18 only. You will be responsible for any additional nights at your hotel, incidentals, or charges associated with last minute cancellations. You must present a credit card upon check-in to the hotel to cover any charges incurred over the cost of the room. Please contact Julie Romero at jromero@csg.org for additional information. Cancellation: There is a one-night stay cancellation fee for any rooms cancelled after 6 p.m. ET on Friday, April 17. If a cancellation is made after this date, the attendee is responsible for cancellation fees. Personal credit cards will be charged for no-shows.
EVENT INFORMATION
Ground Transportation to and from the Mayflower Hotel Three airports service the Washington, DC area: Reagan National Airport (DCA): Approximately 5.5 miles Dulles International Airport (IAD): Approximately 27.1 miles Baltimore–Washington International Airport (BWI): Approximately 33.1 miles There are several options for ground transportation to and from the Mayflower Hotel, including shuttle buses, licensed cabs, and DC Metro trains. Please note that no more than a total of $50 will be reimbursed for all ground transportation related to your attendance at the summit, including costs related to parking. Event Schedule and On-Site Registration Please be sure your travel arrangements can ensure your full participation in the summit. The summit will begin at 6:30 p.m. on Sunday, April 17 with a welcome reception, and will conclude at 1:30 p.m. Tuesday, April 19. On-site registration is from 4–6:30 p.m. on Sunday, April 17, and 7:30–8:30 a.m. on Monday, April 18. Wi-Fi Complimentary Internet is available in the hotel lobby. Wi-Fi in your room is available for purchase at the standard hotel rate. (In room Wi-Fi purchases will not be reimbursed.) Attire Business casual Meals Some meals will be provided to you at the summit. If you have dietary restrictions, please indicate them in your registration. (Please see Appendix A for per diem rates.)
QUESTIONS For any conference-related questions, please contact info@stepuptogether.org. See you in Washington, DC!
Appendix A: Expenses and Reimbursement Attendee Travel Expenses: Hotel, Meals, and Airfare Item
Guideline
Hotel
Group rate at meeting hotel
Meals and Incidentals
Per diem at the following rate: Washington, DC Full Day: $69.00; Travel Days: $51.75 (75% of $69) Meals furnished will be subtracted from daily per diem rates.
Airfare or trainfare
Lowest coach available fare
Description Your hotel reservation will be made for you with no reimbursement required. You will be responsible for expenses related to any additional nights at the hotel or incidentals. The following amounts for meals furnished will be subtracted from daily per diem: Breakfast – $16 Lunch – $17 Dinner – $31 No receipts required
Flights or trains booked through the CSGJC travel agent will be directly billed to CSGJC with no reimbursement required. CSGJC will not reimburse for flights not booked through the CSGJC travel agent, flight cancellations, flight changes, extraneous fare costs such as additional leg room, baggage fees, and/or upgrades to business or first class. The team member is responsible for any charges associated with cancellations or changes.
Ground Transportation: Total reimbursement not to exceed $50 (unless prior approval) Taxi/shuttle related to travel to and from the airport:
Actual cost
Receipt required