Timing and agenda
The seminar will startin the morning on Thursday, September 8 and will conclude no later than 4:00 pm on Friday, September 9, 2016.A welcome dinner will take place on the evening of Wednesday, September 7. A full agenda and more details will be sent to you prior to the seminar, but you should plan to schedule your arrival in Cambridge no later than 4:00 pm on Wednesday and your return flights no earlier than7:00pm on Friday in order to have enough time to travel between the airport and Cambridge.
Travel reservations
Your economy-class, nonrefundable air or train transportation should be arranged through the BCD/Harvard Travel Center. Please e-mail ; phone: 617-496-8000 or 800-610-5640; or fax: 617-613-0005. Please identify yourself as belonging to group code number, RADSTE00.
You and the travel agent will determine your travel preferences and the information will be sent to Radcliffe for approval prior to ticketing. Once your travel plans have been authorized, the agent will arrange for electronic ticketing for your trip. Your fare will be paid for by Radcliffe but any change fee or additionally incurred charges after ticketing will be your responsibility.
Accommodation
The Radcliffe Institute will reserve a block of hotels at a local hotel. Radcliffe will pay for the room fee, parking and any applicable taxes but does not pay or reimburse you for incidentals such as room service, personal telephone calls, laundry, or mini-bar use. We anticipate that most participants will depart after the seminar on Friday afternoon. Should travel schedules require that you stay for an additional night you may reserve a room for Friday night as well. To make your reservation, please indicate the nights that you wish to reserve on the online RSVP form. Hotel details and confirmation numbers will be sent to participants prior to the meeting.
Visa letter
Should you require an invitation on Radcliffe letterhead to secure your visa, please send me an email to requesting this and include your full legal name, title, institution and mailing address. I will email you back the letter in PDF format shortly thereafter.
En-route travel expenses
Radcliffe will reimburse a maximum amount of $200 for international participants and $160 for domestic participants for allowable travel expenses over and above flights or rail travel. These include parking, taxis and meals en-route and exclude car rental, room-service and items of a personal nature. Meals cannot be reimbursed when they are provided at the seminar. Please retain all original receipts for reimbursement. Reimbursement instructions and forms will be given to you at the seminar and payment will be received approximately 6 weeks thereafter.
Audio Visual Needs
A PC laptop and a Mac laptop will be provided for use at the seminar. If you plan a PowerPoint presentation, we recommend that you bring it on a USB memory stick. If you will use your own Mac laptop to run a presentation, please bring the corresponding VGA adapter along with it. Wireless internet access is available in the meeting space.
Flight/rail reservations are the responsibility of the seminar participant.
Please make your reservations as soon as possible and no later than six weeks prior to the meeting.