Scientific Collaboration

Travel

Especially for

Climate Working Group (CWG)
Summer 2008 Retreat
Vail, Colorado
23-26 June 2008

GENERAL INFORMATION AND LOGISTICS


Updated - 6/20/08


AGENDA (Updated - 6/11/08)
NOTE: The public portion of the Review begins with lunch at 11:45 a.m., Monday morning.


MEETING VENUE (View Map)

The meeting will be held in the International Ballroom B on the ground floor level.


LODGING
Please note that a block of Lodge and Studio Rooms is being held for our group at The Lodge at Vail for the nights of 22-26 June 2008, at the special, discounted rate of $199.00*/night, single or double occupancy. This rate applies for personal stays 3 days before and 3 days after our block dates above, based on availability. Spouses and families are welcome.

PLEASE NOTE: This rate is 13% higher than the Government rate of $176.00.

  • Lodge Rooms are individually decorated and have either a king or two double beds. Views vary.

  • Studio Rooms are individually decorated and feature a fully equipped kitchen, and a wood-burning fireplace. Studio Rooms feature Murphy beds with a regular queen-sized mattress. Most Studio Rooms have a balcony; views vary.

    Additionally, the following upgrade options are available: Deluxe Rooms at $239.00*/night and Two-Bedroom townhomes at $399.00*/night.

  • Deluxe Rooms feature elegant mountain decor, a king bed or two queen beds, an LCD flat-screen TV and a marble bathroom with towel warmers. Most Deluxe Rooms have a balcony; views vary.

  • Two-Bedroom Townhomes are individually decorated and feature two bedrooms (bedding varies), three bathrooms, a fully equipped kitchen, separate living area with wood-burning fireplace, balcony, and most have a murphy bed. Views vary.

For each additional person over double occupancy per room, add $55.00 per additional adult and $25.00 per additional child under 12 per night in existing bedding.

*Federal attendees must present their official government ID at check-in in order to be exempt from the 9.8% tax (Total $218.50).

Check-in time: 4:00 p.m.
Check-out time: 11:00 a.m.


RESERVATIONS (Updated 5/9/08)

    Federal and non-UCAR-supported attendees are invited to call The Lodge directly to make their hotel reservations. Reservation requests may be made by calling 1-877-528-7625 (toll-free), Monday-Friday, 8:00 a.m.-5:00 p.m. Mountain Daylight Time. Or, you may make your request by email, resvlav@vailresorts.com. Please be sure to reference "UCAR".

    You must guarantee your reservation with a credit card; please note that as of 9 May 2008 a deposit equivalent to one night's lodging ($218.50) will be charged to your card at the time you make your reservation.

    The cut-off date for reservations is 5:00 p.m. MDT, 22 May 2008.

    Cancellation Policy: Effective 9 May 2008, reservations must be canceled by 7 days (~15 June 2008) prior to arrival. In the event a reservation is canceled within 7 days of scheduled arrival, the deposit will not be refunded.

    UCAR-supported attendees - UCAR will provide travel support to non-federal Retreat attendees. Please see TRAVEL ARRANGEMENTS below. Your room and tax charges will be direct-billed to UCAR, but you are responsible for all incidental expenses.


PER DIEM
The FY08 CONUS M&IE rate for Vail is $64.00.


PARKING
The Lodge at Vail offers valet parking only, $18.00/day.

There are free public parking garages at the exit from I-70 (View Map).


AUDIO VISUAL
The Lodge at Vail offers complimentary wireless Internet connections in all guest rooms.


PRESENTATIONS
An Apple OSX Titanium laptop and a Dell PC laptop will be available for all presentation projections. Linux presentations will not be supported.


WORKING LUNCHES (NEW - 6/16/08)
Working lunches will be provided on Monday, Tuesday and Thursday, 23, 24 and 26 June. It is assumed that all meeting participants will attend. Vegetarian options will be available.

    Federal attendees - Please note that UCAR is not allowed to provide meals for federal employees. Therefore, it is requested that federal employees contribute $18.00 towards each provided lunch (the lunch portion of the M&IE for Vail).

    It is now possible to pay UCAR via the Internet! Please note that UCAR accepts Visa and MasterCard only. You may combine the lunches and the group dinner; see PAYMENT below.

    UCAR-supported attendees - $54.00 for the three lunches will be deducted from the travel expense reimbursement claims of those attendees receiving travel support from UCAR.


GROUP DINNER (NEW - 6/16/08)
There will be a group dinner on Tuesday evening, 24 June, at the hotel. It is assumed that all meeting participants will attend. Vegetarian options will be available.

    Federal attendees - It is requested that federal employees contribute $31.00 towards their dinner (the dinner portion of the M&IE for Vail).

    It is now possible to pay UCAR via the Internet! Please note that UCAR accepts Visa and MasterCard only. You may combine the lunches and the group dinner; see PAYMENT below.

    You may combine the lunches and the group dinner in one Registration payment:

    $54.00 - 3 working lunches
    $31.00 - Group Dinner
    ------------
    $85.00 - Total Registration


    UCAR-supported attendees - $31.00 for the dinner will be deducted from the travel expense reimbursement claims of those attendees receiving travel support from UCAR.


PAYMENT (NEW - 6/16/08)
To make your payment:

    1. Proceed to https://www.fin.ucar.edu/epayment/startEpayments.do

    2. Under "Payment Select", click on "Other Items" and then from the drop-down menu, choose "CWG Summer Retreat - Vail - 23-26 June 2008 - Reg. Fee", and then click on the "Next" button.

    3. On the following screen, enter the amount ($85.00) and fill in your billing information. When you are ready, click on the "Start Process" button.

    4. You will receive an e-mail confirming your Registration payment.

If you prefer to pay by check, please make it payable to "UCAR." Brian Jackson will accept checks onsite in Vail or by mail. Receipts for check or cash payments will be provided upon request following the meeting.


TRAVEL TO VAIL
Vail is located approximately 110 miles west of Denver, on the west side of the Continental Divide, just off of I-70.

There are several options for travel to Vail:

  1. Fly to Denver (DEN) and take the Colorado Mountain Express Shuttle from Denver International Airport directly to The Lodge at Vail. The one-way fare is $89.00, excluding gratuity.

    • Click here for CME shuttle schedule for Sunday 22 June.
    • Click here for the return schedule on Thursday and Friday, 26-27 June.

  2. Fly to Denver and take a connecting flight to the Eagle Airport (EGE), and then take a Colorado Mountain Express Shuttle to The Lodge at Vail. The Eagle Airport is approximately 36 miles west of Vail. Additionally, there are direct flights to Eagle from Dallas (DFW) or Chicago (ORD). The one-way fare is $49.00, excluding gratuity.

  3. Fly to Denver and drive a rental car to Vail. One-way, the drive will take you around 2 hours.

  4. Take Amtrak's California Zephyr from Denver's Union Station (DEN) downtown to Glenwood Springs (GSC), and then rent a car. Glenwood Springs is located approximately 40 miles east of Vail.

The hotel staff recommend flying into Denver and taking the CME shuttle to Vail.
Vail is a compact town, completely geared towards pedestrians.
You definitely will not need a car in Vail.

You can book your Colorado Mountain Express shuttle yourself online, or The Lodge can assist you, especially if you are traveling with other attendees. The one-way fare is $89.00, excluding gratuity. If you would like The Lodge to coordinate your shuttle reservation, please email the following information to Brian Jackson by 30 May 2008:

    Arrival date, airport, flight, time
    Return date, airport, flight, time


VAIL INFORMATION (Updated - 6/20/08)

  • Click here to see an interactive map of Vail.

  • Dining in Vail

  • There is a variety of outdoor activities to do in Vail. The Lodge's concierge can help you plan your free time.

  • Check out theVail Webcams!

  • Click here for up-to-the-minute as well as historical weather information.

  • Click here for Altitude Sickness information.


TRAVEL ARRANGEMENTS AND SUPPORT

    Federal attendees (those who are paid directly by the U.S. Treasury) are responsible for their own travel arrangements (see LODGING above).

    UCAR-supported attendees - Travel arrangements for non-federal participants (i.e., not paid directly by the U.S. Treasury) will be handled through UCAR, by Brian Jackson. Please contact Brian (bjackson_at_ucar.edu) as soon as possible regarding your travel plans, if you have not done so already. Please include the following information:

      * preferred dates and departure times
      * preferred departure airport
      * your name as it appears on your driver's license
      * any frequent flyer program account numbers
      * your seating preference
      * your guest room preference (Lodge or Studio)


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