2020 Travel Policy (Students)

Travel Guidelines

Important Note

Student travel accommodations will be arranged by Brookhaven National Laboratory.  Travel arrangements will NOT begin until August for this conference.   If you book your own travel or hotel reservations, NSBP/Brookhaven WILL NOT reimburse you. If you cancel after your travel arrangements are confirmed, or if you are a no-show to the conference, your credit card or your institution may be changed a penalty.

NSBP 2020 Conference registrations are non-transferable and must be used by the registered attendee only. No exceptions will be made to this policy. Once you have registered for the conference, you will receive a separate email link from Brookhaven Travel Manager with specific setup instructions to secure your travel itinerary. 

Below is some basic information to review


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


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


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


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


 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. 


 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/Brookhaven will not approve changes to your itinerary.


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


 The 2020 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