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Travel Policy (Students)

 

General Travel Information

Student Travel to the 2019 NSBP Conference will offer both Air and Rail (Amtrak) to Rhode Island.  Only Coach accommodations are available and the cost cannot exceed $500.  The travel company will work with each student to secure the best itinerary and most cost efficient based on your requirements. 

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.

 

Travel Parameters: The meeting will begin with registration from 2:00pm - 7:00pm on Thursday, November 14, 2019 and end at approximately 2:00pm on Sunday, November 17, 2019. Please take these times into consideration when finalizing your travel. We are recommending you arrive on the morning of Thursday, November 14th and depart after 4:00pm on Sunday, November 17th. Each student will be responsible to Pay For All Unauthorized Travel Itinerary Changes.  Visit the following Student Travel Policy pages for additional policy information.  Click Here: https://www.nsbp.org/student/travel-policy-students

 

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.

You will receive the Student Travel Link to complete the necessary travel information for the Travel Company to secure your Itinerary.

2.

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

3.

NSBP will not approve First Class or Business Class fares.  Only Coach Fares will be approved.

4.

 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. 

5.

 Once your flight has been selected, the travel agent will send you the travel itinerary schedule for your final review and approval.

It is critical to approve your itinerary immediately upon receiving your information.  There is no guarantee that The Travel Agent can keep the recommended schedule for more than 24 hours. 

6.

 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.

7.

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

8.

 The 2019 NSBP Conference is offering both Air and Amtrak options.  NSBP has instructed the Travel Agent to secure the best travel option and price to secure your itinerary that is supported by the Grant.

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.