• You will need to pay for the ticket in advance. AGI will provide you with a reimbursement form to submit after the conference. Forms must be completed, signed and receipts must be attached before any reimbursements can be issued. 
• AGI only reimburses air travel costs booked by our travel agent to and from the conference (see exception below regarding a multi-city trip) and which include a Saturday night stayover. 
• You must make your travel arrangements at least 21 days in advance (preferably earlier).  Otherwise, AGI will only reimburse you for up to the cost of a 21-day advance purchase, round-trip airfare from your home city. 
• If you will attend as part of a multi-city trip, participants will be reimbursed for up to the cost of a 21-day advance purchase, round-trip airfare from your home city. 
• The conference grant does not provide for reimbursement for airport parking, meals en route to and from the conference, taxi fare to and from your local airport, or mileage to and from your local airport. 

Driving to the conference
For participants who wish to drive to the conference, AGI policy is to reimburse at 30 cents per mile up to and including the costs of a of a 21-day advance purchase round trip airfare from your city. Expenses incurred en route (hotels, meals, tolls, etc.) are not covered. Mileage for local commuters will also be reimbursed at 30 cents per mile. 

Transportation between airports
AGI does not reimburse for taxi cab fares unless approved in advance for travelers flying into BWI. Free shuttle service is available between Dulles Airport and the hotel. For those participants arriving at Reagan National Airport, they can take the Washington Flyer for $16.  Go to the Washington Flyer web site to see the schedule (http://www.washfly.com/natl.html). We do not recommend BWI as an option. Shuttle service runs $64 between BWI and Dulles, the only provider of such shuttles does not allow reservations, and shuttle service is very undependable. In rare cases, where a flight to BWI would save many hundreds of dollars, we will approve taxi cab fare reimbursement in advance for you.

If you should have any difficulty making travel arrangements with the AGI travel agent please contact Caitlin Callahan or Mike Smith. 
 

HOTEL

Please Note:
The Hyatt Dulles offers a shuttle from Dulles International Airport back to the hotel.  Once you leave the Baggage Claim area of the airport, exit the building and cross the street to the first island where commercial shuttles are located.  The Hyatt Dulles shuttle stop is at 2A and 2H on the hour and half-hour.  

A block of rooms has been reserved at the Hyatt Dulles Hotel for participants whose attendance is being funded by AGI’s grant. You do not need to contact the hotel to make a reservation - your name and any special requirements that you have noted will be provided to the Hyatt. If you do not intend to stay at the hotel, please let us know.

Participants are expected to use their personal credit card to check into the hotel.  Only the room and tax costs are provided by the grant.  Participants are responsible for any other incidental expenses incurred during their hotel stay. All meals but dinner on Saturday February 2nd and lunch on Sunday February 3rd are provided at the conference.

Check on the status of your hotel reservation for the conference. 

EXPENSES COVERED BY THE GRANT

• Coach class airfare round-trip airfare booked by the AGI travel agent
• Meals provided at the conference 
• Hotel room and room tax
• Shuttle fees when arranged by AGI's travel agent and approved by AGI

For those who drive, reimbursements for mileage at 30 cents/mile (up to the cost of the lowest 30-day advance purchase coach-class airfare).