MULTI-DAY FIELD TRIP FORM

2015 Annual Meeting
April 21 - 25, 2015

Chicago, Illinois

SUGGESTED DEADLINE: DECEMBER 8, 2014
 
 PLEASE READ THE FOLLOWING GUIDELINES CAREFULLY BEFORE COMPLETING
 
  • ALL trips will depart from the host hotels, location to be determined.
  • Be specific in describing the route of the trip--this will be used in determining the cost of transportation and will also be a reference for AAG Conference Management.
  • Include information regarding special attire or gear requirements (raingear, hiking boots, drinking water, etc.) and any strenuous physical activities.
  • If lunch at a restaurant will be part of the trip, include the name, address, phone number, and contact person of the establishment along with the per person cost.
  • Include as many expenses as possible in the basic fee. Trip descriptions should be specific about what is and is not covered in the fee. Final costs will be determined by AAG Conference Management and communicated to organizer before publishing the trip.
  • The trip will be budgeted to cover expenses for up to three leaders/organizers. Additional leaders must pay for meals, lodging, transportation, etc. The AAG will not reimburse for travel expenses related to meeting attendance, nor the meeting registration fee. Travel and per diem for field trip organizers are not allowable expenses. AAG will only reimburse for expenses directly related to the field trip and during the trip dates.
  • Organizers are responsible for making all arrangements and providing registrants with all materials needed on the field trip.
  • In order to obtain firm bids on costs, organizers should make all initial contacts with restaurants, passenger vessels, etc. (with the exception of bus and driver - the AAG will contract bus transportation when required).
  • Reimbursement requests must be made in writing to the AAG office and received no later than 30 days after the field trip or site visit is completed. Original receipts for all expenditures are required for reimbursement.
  • AAG is unable to reimburse for expenses not submitted in advance on the budget worksheet.
  • The AAG office will coordinate field trip registration and fee collection. Names and addresses of trip registrants will be available one month before the conference. Please note that if your field trip is not filled at that time, on-site registrants may be added.
  • Please keep in mind that cost-effective trips tend to be the most popular, and low attendence may lead to cancellation.
  • All contracts must be signed by the AAG.
 

FIELD TRIP INFORMATION

 


DATE AND TIME 
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TRIP CAPACITY AND TRANSPORTATION
Please choose the maximum number of participants desired (INCLUDING ALL LEADERS AND ORGANIZERS) from the following options (based on the capacity of different types of transportation available). 

Walking tours can be any capacity you choose.
 
 
Please list all sites (including addresses) you expect to visit:


HOTEL/MOTEL INFORMATION
Provide information for all overnight stops. Room rates provided should be per person based on double occupancy. All participants will have to share a room or pay a single supplement.
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2ND HOTEL, IF APPLICABLE
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NOTE: The AAG reserves the right to cancel a field trip if the field trip would result in a substantial financial loss to the AAG.
* Indicates Response Required
 
Questions?
Contact Rebecca Epstein @ 703-964-1240, ext. 31
repstein@conferencemanagers.com