2013 US CLIVAR Summit
Meeting Location:
All sessions of the US CLIVAR 2013 Summit will take place at the Loews Annapolis Hotel on the Chesapeake Bay. Annapolis is easily accessible from the greater Washington, D.C. and Baltimore areas. The Lowes Annapolis is within walking distance to the waterfront, Main Street, and many historical attractions.
Accomodations:
Reservation Process
Federal employees and non-Federal employees should make hotel reservations through Jill Reisdorf. Please email with your arrival/departure dates, room preference, and number of guests. Federal employees do not need to provide me a credit card at the time of reservation. You may pay with your credit card at check out. All hotel requests should submitted by June 14th. After June 14th we cannot guarantee the conference rate or availability at the host hotel. University (non-Federal) employees will have their lodging charges direct billed to UCAR and will be responsible only for their incidental expenses. Federal employees will pay for their own room charges when they check out.
Presentations
Have your slides on a USB drive and ready to load on the conference computer during the break immediately prior to your talk. It is recommended that you have your talk as a .pdf as well as in Power Point in case there are any compatibility issues. Both a Mac and a PC running Power Point will be available.
We do not support Keynote or other presentation software. Files should be saved on the presentation computer as: PresenterLastname_Summit2013.pdf (or ppt)
Food Service
A fairly substantial continental breakfast will be provided each morning. So come see what there is before you go to the restaurant for breakfast.
A buffet lunch will be provided on Tuesday. The hotel has arranged for their restaurant to offer a $14 discounted lunch deal that will be available to our attendees Tuesday through Friday. More information will be available at the registration desk.
Plan to join us for a welcome reception planned at the Crush Wine Bar on Tuesday evening from 6:30 – 8:00 PM. This will be a cash bar event with ample appetizers provided.
Federal Employee Meal Payments
Following are the directions for Federal employees who are required to reimburse UCAR for meals: Go to this website. Under "Payment Select", click on "Other Items". From the drop-down menu, choose "Meal Payment for 2013 US CLIVAR Summit “ and next button. On the following screen, enter the amount $15 for each lunch and fill in your billing information. When you are ready, click on the "Start Process" button. You will receive an e-mail confirming your registration payment.
Internet Access
We have negotiated free internet in the sleeping rooms for all attendees but there will be limited internet connectivity in the meeting rooms. The podium computer will have internet access as well as the computers on the registration desk. Limited free wireless access will be available in the breakout rooms.
Parking
Local area street parking is very limited. If you are driving in for the day and not staying overnight, please self park in the hotel parking garage and check in at the registration desk for a parking coupon. If you are staying overnight and parking your personal car, please submit your parking expenses on your travel voucher.
Expense Reimbursement
Lodging for all non-federal employees will be charged directly to UCAR. Federal employees should pay on their own. Please double check that your billing is correct when you check out. Parking for non-feds can be claimed on travel voucher forms. Travel voucher forms will be handed out with name badges. All food is covered under the M&IE per diem and your lodging will be billed directly to UCAR, so receipts are needed only for airport parking, taxi, etc.
Per diem
Meals and incidentals per diem in Annapolis is $61 per day.
Air Travel:
Baltimore International Airport (BWI) is the closest airport. (15-20 minutes by taxi)
Both National (DCA) & Dulles Airports (IAD) are also relatively convenient. (60-90 minutes by taxi)
University employees (non-Feds) may purchase their own domestic airline tickets or work through Jill at the JOSS office. If you are purchasing your own ticket please email Jill the itinerary for approval in advance of purchase.
International airline tickets must be purchased by the UCAR contracted travel agent. Please contact Jill if you will be coming from an international location.
Note: Rental Cars will not be reimbursed unless pre-approved and deemed necessary. Please let Jill know if you have a special circumstance.
Ground Transportation:
Transportation from the airport to the hotel
Supershuttle 1-800-BLUEVAN or www.supershuttle.com.
Taxi from BWI is about $30.
Taxi from Dulles or National is about $100.
Local Driving Directions
http://www.loewshotels.com/en/Annapolis-Hotel/home/map
Local Logistics Contact:
Ms. Jill Reisdorf
UCAR-Joint Office for Science Support
PH: 303-497-8636
FX: 303-497-8633
reisdorf@ucar.edu