Please Note: Information on this page is for speakers sponsored by the NINDS. General attendees please see logistics tab.
Hyatt Regency Bethesda near Washington, DC
One Bethesda Metro Center (7400 Wisconsin Ave)
Bethesda, Maryland, USA 20814
Tel: 301 657 1234 Fax: 301 657 6453
EDJ Associates has secured a block of sleeping rooms at the Hyatt Regency Bethesda for NINDS sponsored speakers. NINDS will be responsible for payment for up to three conference night accommodations for domestic travelers and up to five nights for international travelers. The cost will be billed to EDJ's master account with the hotel. To have a reservation made in your name, please use this link to the hotel reservation page: https://resweb.passkey.com/go/EDJC.
Your credit card information is being requested to guarantee your reservation. You will be responsible for all incidental expenses and any additional nights stay not pre-approved by EDJ Associates.
Lodging Rate and Billing
The contracted rate for lodging is $224 per night for a single room plus 12 percent tax. Room and tax will be billed to EDJ Associates.
Shuttle bus service has been arranged at the Hyatt Regency Hotel to transport speakers to and from the Natcher Conference Center on April 17-19, 2013. To facilitate the NIH mandatory security check, NIH security officers will be in the hotel lobby to process speakers and escort shuttle busses through NIH security directly through to Natcher Conference Center. You must be in the designated area in the hotel lobby by 6:45 a.m. for screening and bag check. Once checked by security you must board the shuttle bus. The shuttle bus will depart the hotel promptly at 7:00 a.m. If you miss the security check at the hotel, you will not be allowed on the shuttle bus. You will have to find your own transportation to NIH and the Natcher Conference Center.
Please make sure you have a government-issued photo I.D. to go through NIH Security in the hotel lobby.
Three major airports serve the Washington metropolitan area:
- Reagan Washington National Airport (DCA), approximately 25-45 minutes to meeting location depending upon time of day and traffic conditions.
- Dulles International Airport (IAD) approximately 30-45 minutes to meeting location depending upon time of day and traffic conditions.
- Baltimore/Washington International Airport (BWI) approximately 1 hour to meeting location depending upon time of day and traffic conditions.
Tickets Purchased Using Diplomat Travel Services
EDJ Associates has contracted with Diplomat Travel to plan your travel itinerary. Travel arrangements must be made by contacting Katie Schweiger at email@example.com or 703-709-1167/800-476-2333, Monday through Friday from 8 a.m. to 5 p.m. eastern time. The travel agent will send you a tentative itinerary for your approval.
EDJ Associates will pay for a round-trip coach ticket between your point of origin and Washington, DC. Reference the name "Curing the Epilepsies" and the charge code 5100-164 when making your arrangements.
Please note: Federal travel regulations require EDJ Associates to purchase your ticket at the lowest available rate. All itineraries will be sent to EDJ Associates for final approval before ticketing. After the ticket has been issued, you will receive an electronic itinerary.
Please book your travel at your earliest opportunity to obtain the lowest fare possible. It is the traveler's responsibility to ensure the accuracy of the itinerary before ticketing.
EDJ Associates will provide you with an expense form to submit for reimbursement. The completed form with original signature and appropriate original receipts should be labeled and affixed to a standard sheet of paper. This must be returned to EDJ Associates within 2 weeks of the date of the event to ensure funding availability. Lost receipts require a written explanation to avoid a delay in processing your claim. Tips, alcohol, laundry expenses, and rental cars are not reimbursable.
It is preferred that all travel be booked through Diplomat Travel. If you are not able to book through our contracted agency, you must submit your itinerary with fare amount to the EDJ Logistical Contractor in advance of the travel for reimbursement amount approval. Fare will be reimbursed at the rate Diplomat Travel would have booked the same itinerary. Receipts or boarding passes are required to show proof of travel even if Diplomat Travel booked the ticket and expenses were billed to EDJ Associates. Original receipts/boarding passes are required. Baggage fees are reimbursable, original receipt is required.
Room plus tax billed to EDJ Associates does not require proof of receipt.
Meals and Incidental Expenses (per diem)
Meals and incidental expenses will be reimbursed in accordance with Federal travel regulations at the per diem rate of $71 (calculated at 75 percent of the rate for travel days and 100 percent of the rate for meeting days when there is no travel). Receipts are not required.
Original receipts are required for tolls, trains, taxis, subway, and parking. Sedan and limousine services (used in lieu of taxi or shuttle services) are not reimbursable unless taxis are unavailable and pricing is commensurate with the taxi rate. Tips are not reimbursable.
Personal Vehicle Use
Mileage will be reimbursed at 55 cents per mile. If traveling more than 50 miles confirmation will be needed. Confirmation can be driving directions printed from Google, Yahoo or any other map service.
Please direct questions concerning conference logistics to Debbie Levi at EDJ Associates Inc. 301-908-0079 or firstname.lastname@example.org