Travel Policy (Students)

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Conference Banner 2019 Revised

General Travel Information

 

NSBP will be using a contracted travel agency to help arrange the student travel to the 2019 Annual Conference of the National Society of Black Physicists. This streamlines the process of purchasing the student airfares. Travel will begin on Thursday, November 14th and will end Sunday, November 17th, 2019.

Saturday night stay will be required to receive full travel support.

You must attend the entire conference to receive full travel support. Side trips are not prohibited.

Travel Guidelines

Once you have registered for the conference, you will receive a separate email link from NSBP Travel Manager with specific setup instructions to secure your travel itinerary. 

Below is some basic information to review

  1. Please provide a working email address in the setup process that you will check often.

  2. You will be contacted by the Travel Manager to provide the necessary travel information to book your travel.

  3. The flight itinerary cannot exceed $500. If for some reason your particular flight pattern is above that amount your itinerary will be reviewed by the NSBP Travel Manager for final authorization. 

  4. Once your flight has been selected, it will be sent to you for review and approved, you wil have 24 hours to confirm travel.

  5. If you wish to make any changes to your flight itinerary once it is paid for, you will be responsible for those charges. You will be responsible to contact the airline directly to make any changes. NSBP will not approve changes to your itinerary.

  6. NSBP will not approve First Class or Business Class fares.

  7. Each student will be responsibility to confirm their itinerary prior to your departure date to ensure all flights are operating on time.

Hotel and Travel Cancellation Policy and Instructions

Once your have registered for the conference and your flight itinerary is approved and purchased, you will receive your hotel confirmation number on or before Friday, November 8, 2019.

Important Note

It is essential that you DO NOT contact the hotel directly to secure your hotel accommodations.  Student hotel accommodations will come directly from the conference organizer. If you book your own travel or hotel reservations, NSBP WILL NOT reimburse you.

If you cancel after your hotel or travel arrangements are confirmed, or if you are a no-show to the conference, a $500 administrative fee and the full cost of your Airfare ticket will be charged to your credit card or to your Institution.

NSBP 2019 Conference registrations are non-transferable and must be used by the registered attendee only. No exceptions will be made to this policy.