2018 Sigma Xi Annual Meeting & Student Research Conference

October 25–28, 2018
Hyatt Regency San Francisco Airport, California

We're Meeting in Beautiful San Mateo County, California!

Travel and Hotel Information

• For delegates (representatives of Sigma Xi chapters) only
• For everyone (students, delegates, and general participants)

Travel Information for Delegates Only 

1. Delegate Arrival & Departure: There will be a delegate orientation from 11:00 a.m. to noon Pacific Time on Thursday, October 25. The first session begins at 1:00 p.m. The caucuses will follow and then the second assembly will be at 5:00 p.m. Please note: On Friday, October 26, there will be symposia on Big Data and the Future of Research. On Saturday, October 27, there will be development workshops for chapter delegates throughout the day. The meeting will conclude on October 28 with a Sigma Xi Town Hall. 
2. Booking Travel: Delegates are responsible for booking their travel to/from the meeting. Delegates may use Sigma Xi's authorized travel agency to book travel online. Further travel information will be sent to delegates via e-mail within 3 business days after online registration has been completed. Delegates are unable to book travel via the agency until after online registration has been received.
3. Travel Support for Designated (Voting) Delegates: Sigma Xi will pay the travel to/from the Annual Meeting for all Designated Delegates up to US$400.00. Reimbursement forms are available before the meeting as well as onsite at the meeting registration desk for those who do not book travel through the Sigma Xi travel agency. Delegates are responsible for all other expenses including lodging, rental car, and associated expenses, tolls, taxi, airport shuttle, parking fees, meals, registration fees, guests, etc.
4. Travel Restrictions: Travel by the most economical means practicable is currently based on 21-day advance purchase, round-trip, non-refundable fares. Pro-rating of travel based on the proportion of the Annual Meeting attended cannot be authorized. If more than one representative from a chapter attends, only the Designated Delegate's travel costs will be paid by the Society. Chapters may arrange for travel support to be shared among their representatives.
5. Travel Agency: Each delegate's name (as it appears on their driver's license or passport) and e-mail address are required by the travel agency. Specific travel agency instructions will be provided via e-mail within 3 business days after online registration has been completed. The agency will direct bill your most economical airfare to Sigma Xi. If your driver's license/passport name is not provided during online registration then travel cannot be arranged through the agency.
6. Non-Reimbursable Expenses: The cost of travel to and from, or parking at, the airport nearest the home of the delegate is not reimbursed by Sigma Xi.
7. Automobile Travel: Delegates who wish to travel by automobile will be reimbursed for mileage only at the government rate as of the meeting dates. The reimbursement will be up to but not exceeding US$400.00 as described in the 'Travel Support for Designated (Voting) Delegates' section above. Car rental fees, tolls, fuel, parking fees or other expenses associated with automobile travel are not paid by Sigma Xi.
8. Train Travel: Delegates who wish to travel by train will be reimbursed up to but not exceeding US$400.00 as described in the 'Travel Support for Designated (Voting) Delegates' section above. The cost of travel to and from, or parking at, the train station is not reimbursed by Sigma Xi.
9. Travel Cancellation Policy: If a delegate has to cancel their attendance to the Annual Meeting then notification must be sent to the Sigma Xi offices. If a delegate is unable to use travel arrangements that have already been paid by Sigma Xi then the delegate has two options:
   1. The delegate can travel, as the delegate from their chapter, to the next Annual Meeting. The delegate is responsible for contacting the appropriate travel or airline agency in order to make the required changes so that a new ticket can be issued under the delegate's name. The delegate is also responsible for paying all change fees and penalties associated with the new ticket. Sigma Xi will ONLY pay the difference in the travel cost between the two cities. Choosing this option does not require the delegate to reimburse Sigma Xi for the cost of the ticket, but only to pay ALL change fees and penalties in order to attend the next meeting.
      
      OR
      
      
   2. The delegate must reimburse Sigma Xi for the cost of the ticket and may then use the ticket for personal travel.
10. Reimbursement Form: For those delegates who chose not to book their travel through the Sigma Xi travel agency, a Delegate Reimbursement Form is available to download as a text, Word or PDF document. Forms will also be available at the registration desk of the Annual Meeting. Please see the 'Eligibility for Travel Support' section for restrictions. Completed reimbursement forms and any supporting receipts must be returned to the Sigma Xi offices no later than December 4. Mailing address: Sigma Xi, Attn: Michelle Taber, P.O. Box 13982, Research Triangle Park, NC 27709, USA.

Travel Information for Everyone (Delegates, Students, and General Participants)

• Ground Transportation: Each registrant is responsible for securing and paying for his/her own ground transportation to/from the hotel and/or airport. Estimated driving distance between the airport and hotel is approximately 4 miles.
  
  Taxi Fare: Estimated US$35.00 (one-way). There is a complimentary airport shuttle to and from the Hyatt Regency San Francisco Airport Hotel.
• Supplemental Expenses: Designated Delegates are responsible for all other expenses beyond the travel support as described above. Students are responsible for their travel expenses. Delegates and students are also responsible for expenses such as lodging, rental car and associated expenses, tolls, taxi, airport shuttle, parking fees, meals, registration fees, guests, etc.

   

Hotel Information for Everyone (Delegates, Students, and General Participants)

1. Meeting Location: The Sigma Xi meeting will be held at the Hyatt Regency San Francisco Airport in Burlingame, California
2. Hotel Accommodations: The Hyatt Regency is the host hotel for the conference. The hotel is a non-smoking facility. The hotel address is 1333 Bayshore Highway, Burlingame, California.
3. Hotel Reservations: Make your hotel reservation online today! Each delegate and student is responsible for securing and paying for his/her own hotel accommodations. Reservations received after the cut-off date of September 25, 2018, will be accepted only on a space availability basis, and may be at the hotel's prevailing rates. All reservations must be accompanied by a first night room deposit plus tax or guaranteed with a major credit card. The hotel will not hold any reservation unless secured by a room deposit or credit card. You may also call the hotel directly at (650) 347-1234 then ask for 'Reservations'.
4. Hotel Reservation Deadline: Tuesday, September 25, 2018. Reservations made after the deadline are subject to the hotel's availability and prevailing rates.
5. Hotel Room Rate: US$169.00 + tax for Single/Double and US$169.00 + tax for Triple/Quad occupancy per night. Room rates are subject to any applicable taxes that are in effect at the time of check-in. The group rate expires with the reservation deadline.
6. Hotel Arrival & Departure: Check-in after 3:00 p.m. Check-out is 12:00 noon.
7. Hotel Internet Access: Internet access is complimentary in your guest room and in the hotel lobby. The hotel does not provide complimentary Internet access in any other area of the complex.        
8. Hotel Parking: On-site, hotel valet parking is US$30/day. Sigma Xi cannot validate parking.