Airline Travel

• If many of your participants will be traveling by air you may want to ask the Executive Office to negotiate rates on convenient airlines.
• Give participants correct driving or shuttle/taxi directions to get from the airport to the hotel easily.
• Ask the hotel to provide complimentary transportation to/from the airport

• Provide clear and accurate driving directions, you may put these in the confirmation e-mail letter to those who pre-register.
• Make sure parking is sufficient and convenient. Ask the hotel for free parking. If that is not possible, be sure to inform participants (via confirmation letter) of the amount of the charges and the directions to the parking facilities.

• Consider handicapped accessibility if needed.
• When planning off-site events, consider cost and availability of transportation.
• Ideally, the host institution may be able to provide this at a low cost.
• Get bids from several companies.
• Contracts must be signed by the Executive Office.