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Brown Luggage

Travel

Please review our travel policy below in advance of booking.

Rainwater Charitable Foundation Travel Policy

This Travel Policy establishes consistent policies for necessary expenses incurred by attending the Rainwater Charitable Foundation’s (RCF) Tauopathy Challenge Workshop being held January 21-23, 2025 in Miami. RCF reserves the right to deny reimbursement of expenses that are inconsistent with this policy.

 

Expenses must be reconciled timely and in accordance with a receipt of purchase. Each attendee is responsible for the submission of complete and accurate documentation to substantiate each expense claim.  RCF will cover the cost of travel/hotel/meals for the workshop attendee only.

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For any questions regarding the Travel Policy, please contact Rose Draper at rosed@amcnetwork.com.

Air Travel

Attendees have the following options to book their own air travel:

  • Book your travel through Direct Travel, our official travel partner. These bookings will be billed directly to RCF. Please contact Direct Travel at:

    • Toll Free USA only: 877-848-4467​

    • Outside USA only: 1-408-960-0381

    • Email: corpgroup@dt.com 

  • Or, book your own travel in accordance with the policies below, obtain travel reimbursement following the Workshop.

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If you book your own air travel, the following guidelines must be followed to be eligible for reimbursement:

  1. Economy Class is to be booked for all Domestic travel, with a maximum airfare of $600.

  2. Premium Economy may be booked only for International travel with a maximum airfare of $2,600. When total in-flight time from the original departure city to the arrival city is greater than or equal to 8 hours, premium economy class is allowable. Otherwise, economy class is required.

  3. First class travel is not reimbursable.

  4. Book a minimum of 90 days in advance to obtain the best pricing.

  5. Baggage fees are reimbursable.

 

If airfare does not meet the guidelines above, it will not be fully reimbursed unless you receive prior written approval from RCF.

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Airport Links

Each of the links below take you to the airport's website containing information on ground transportation locations:

Standard Arrival and Departure Dates

International Attendees - if you would like to arrive a day early to acclimate to the time zone, you may arrive on Monday, January 20. Please make sure to inform us so we can book an extra room night. 

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Domestic Attendees – plan to arrive on Tuesday, January 21. There will be a welcome reception on January 21st from 6:00-8:00pm. Meetings will begin Wednesday, January 22nd at 8am.

 

Meetings will adjourn by 12:30pm on Thursday, January 23rd for departures Thursday afternoon/evening.

Ground Transportation & Parking

Attendees will be reimbursed for the following modes of transportation at actual cost via Taxi, Ride Share (Uber/Lyft) or Train/Rail. Mileage to and from the airport, or from your home to the hotel (mileage is calculated at 67 cents / mile).

 

Rental cars, private car services, and limos cannot be reimbursed. If the attendee lives in the host city, local mileage will be reimbursed at the rate of 65.5 cents per mile, and parking fees will be reimbursed with proper documentation.

Lodging

Room and tax charges will be covered by RCF only for the attendee. Individuals are responsible for their own incidental charges at the hotel.

Meals & Entertainment

All meals will be provided during the conference dates of January 22-23, to include the Welcome Reception on the 21st and the Group Dinner on the 22nd. Meals outside this event will not be covered. Meals incurred while traveling will be covered. Individuals are responsible for their own meals outside of the conference dates. 

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