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Travel Planning Links
Travel logistics letter
Meeting registration
Draft Meeting Agenda
Campus Housing Registration Form
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May 6, 2005
Dear colleague,
Planning continues for the annual ESSE 21 meeting in Fairbanks (see http://esse21.usra.edu/ESSE21/home_meetings2005.html). It's time to start making reservations for housing and air transportation. A separate meeting registration memo and web site will be coming soon.
The meeting will begin with registration at 3 pm on August 3 with an opening reception and dinner at 6 pm. Formal sessions will conclude by 5 pm on Saturday, August 6. We have a full agenda, so please plan to participate in the entire meeting. See the draft agenda at http://esse21.usra.edu/ESSE21/2005draftagenda3a.htm
An optional all-day bus trip to Denali is being planned for Sunday, August 7, to return in the evening. Shorter local excursions are also possible if you need to leave on the afternoon of August 7. The Denali bus trip will likely cost ~$100 per person, including meals, and promises to be a great Earth system experience for all. Details, options and final costs will be available in a few weeks.
We are trying to house most participants at the Cutler Apartments on the UAF campus. Your room(s) have been set aside, but are not reserved until you contact the UAF housing office with payment information. Each apartment has two bedrooms with a shared bath upstairs and a common kitchen/sitting area downstairs. Each bedroom has two beds. You have already indicated your preference for one or two bedrooms (or hotel) which should be reflected in the tentative housing assignments attached. Please let us know if you'd like to make any changes to these housing assignments as soon as possible (especially couples who are willing to share the apartment with another couple). ESSE 21 will only reimburse the cost of a single bedroom per supported traveler, so if you are bringing family and have requested 2 bedrooms, you will be expected to cover the difference. Each bedroom is $53/nt or $106/nt for the 2 bedroom apartment. Apartments are available for the nights of Aug 3 - 7.
You may find it most convenient to travel on August 1 or 2, since many flights to Fairbanks arrive very late in the evening. A limited number of apartments are available for the nights of August 1 and 2. Dormitory rooms are also available for the nights of Aug 1 and 2 at $48/nt for a single room, $64/nt for a double. Dorm rooms offer basic accommodations and share bathroom and shower facilities.
The UAF campus housing office is not set up to handle credit card transactions over the internet, so you will need to phone or fax in your reservation (907-474-6769 and 907-474-6423 (fax)). The reservation form is attached. You must reserve your campus housing by July 1, or we may lose the space. If you need a room for the nights of August 1 or 2, please make your reservation as soon as possible.
For travelers with their own support preferring hotel accommodations, we have reserved a block of rooms at the Westmark Hotel (813 Noble St, 907-456-7722) for the nights of Aug 3 - 7. Reserve your room by July 1 and ask for the USRA/ESSE 21 rate of $163/nt. http://www.westmarkhotels.com/fairbanks.php
Participants supported by ESSE will be reimbursed for up to six nights of accommodation at the dormitory or the Cutler apartments.
As usual, we ask you to make your own travel arrangements. Regarding airline reservations, please make arrangements as soon as possible, and use your best judgment as to routing. In some cases you can save a considerable amount by flying through Anchorage rather than directly to Fairbanks. Shuttle and taxi service is available from the airport to campus, and from the Westmark to campus, so a rental car should not be necessary. We appreciate your help in keeping travel costs down. If ESSE is paying for your travel, you will be receiving additional travel paperwork, and USRA will reimburse within a few weeks following the meeting. The subsistence per diem for supported attendees will be adjusted for provided meals.
Thanks go to Anupma Prakash, our local host at UAF, for her many arrangements to help make the meeting a success. Feel free to contact Martin Ruzek (esse21@usra.edu) or Lee Mewshaw (lmewshaw@seabrook.usra.edu, 410-740-6216) if you have any travel-related questions. A more detailed agenda and web meeting registration page will be available in the coming weeks. We look forward to seeing you in Fairbanks!
The ESSE 21 Meeting Team
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May 3, 2005
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