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Lodging & Meals
The workshop hotel is The Eldorado Hotel of Santa Fe.
Please make your reservations by calling (800) 286-6755 by the cutoff date of May 8, 2004. The negotiated rate is $99 per night. After May 8, 2004, the hotel will release our block of rooms for sale to the general public. Please identify yourself as part of the Sandia National Laboratories group in order to receive the negotiated rate. When you make your reservation you will be charged one night’s deposit to guarantee your reservation. Reservations cancelled within 72 hours prior to the original arrival date will be assessed a charge to one night’s room revenue, plus tax.
The hotel has valet parking and charges a vehicle-parking fee of $16.00 per vehicle per night. You will be reimbursed for this charge.
Attached are two forms, one is a No-Fee Agreement ( MSWord , PDF ) so that we can reimburse you for your expenses; the other form is a Request for Foreign National Information ( MSWord, PDF)--Sandia requires this information so that we can submit a request for approval so that you can attend the event; please complete this paperwork as soon as possible.
1. All non-DOE funded participants need to complete the No-Fee Agreement form. Please complete the form, sign in the space provided and either scan it and email it back to me at drcebal@sandia.gov or fax the completed form to (505) 284-4520.
2. If you are a foreign national, fill out the Request for Foreign National Information form (all fields, not only required fields) and return it by email to me at drcebal@sandia.gov. You will need to bring your Passport, Visa and Visa supporting documentation (e.g., I-94, I-20, I-797, DS-2019, Resident Alien Card, etc.) with you to the workshop, for verification purposes.
[ The No-Fee Agreement does not apply to other DOE Laboratory staff, but you must fill out and return the Request for Foreign National Information if you are a foreign national. ]
We will provide two “working” meals each day of the workshop. If you have any food restrictions, e.g., non-dairy, allergy, vegetarian, diabetic, etc., please let us know prior to the workshop so we can work with the hotel staff to accommodate you.
Transportation
Important Note:
International Air Transportation Fair Competitive Practices Act of 1974
establishes as a legal requirement that all Government financed air travel
be performed on American flag carriers where such service is available.
Personal vehicle mileage rate is .375 cents per mile.
If you rent a car, please use AVIS car rental, as they carry the extended insurance at no extra cost to Sandia and contractors. The AVIS discount number is A134500. AVIS is the only car rental agency Sandia will reimburse if there is any reason to submit a claim.
Driving directions from Albuquerque, Sunport International Airport: http://www.eldoradohotel.com/santafesite.html#get
Shuttles:
Santa Fe Shuttle 888-833-2300 $21 one way - $38 round trip
Sandia Shuttle 888-775-5696 $23 one way - $43 round trip
Twin Hearts Shuttle 800-654-9456 $20 one way - $40 round trip
Please make reservations two weeks in advance.
Reimbursement
You will be given a reimbursement voucher at the workshop to voucher for your expenses.
Sandia will pay actual and reasonable expenses - please save all of your receipts to submit with the reimbursement voucher that will be provided at the workshop. Your compliance with these guidelines will be greatly appreciated. If in doubt about whether or not an expense is considered reasonable, please feel free to ask.
• Sandia cannot cover expenses for such things as telephone calls, internet connections, laundry, etc.
• Sandia cannot pay for any alcoholic beverages.Sandia cannot reimburse other DOE Laboratory staff for their expenses, but working meals at the workshop will be provided.
If you are unsure whether or not Sandia/CSRI is reimbursing you, please contact one of the workshop organizers.
Questions or Concerns
Please contact Deanna Ceballos or Barbara Delap with any questions or concerns about logistics.
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