VEITHsymposium General Information and Faculty Travel and Expense Policy

Transcription

1 VEITHsymposium General Information and Faculty Travel and Expense Policy REGISTRATION: As a member of the faculty, you are automatically registered for the conference and your registration is complimentary. No action is required on your part. MEETING VENUE: NEW YORK HILTON-MIDTOWN, 1335 Avenue of the Americas (also known as 6 th Avenue), New York, NY 10019; Phone: HOTEL/LODGING: The conference will arrange your hotel accommodations. Hotel room and tax (as outlined in the Hotel Accommodations Form) will be charged directly to the conference. Upon arrival at the New York Hilton-Midtown, you will be required to provide a credit card to cover incidental expenses, which will be billed to your card. Please submit your hotel requirements by August 10, 2018 or sooner to Jackie Simpson. Please do not submit hotel requests to Diane Geneva. Diane will handle your travel only. AIR/TRAVEL: The cost of your travel (lowest available airfare) will be paid by the conference. Kindly arrange your travel with our designated travel agency, American Express Global Travel. The designated travel agency will work with your office to make the most convenient travel reservations and invoice the conference directly, eliminating the need for out of pocket expense to you and submission of travel reimbursement after the meeting. Please contact Diane Geneva to arrange your travel Diane.M.Geneva@amexgbt.com. For your convenience a Faculty Travel Form is included in this invitation packet. Please complete the form and return it to Diane by . Diane can be reached by phone at (800) , prompt #5. Please note that travel arranged outside of the designated agency will be reimbursed up to $650 (domestic travel) and US$1,100 (international travel). TRAVEL BY CAR: Reimbursement will be at the prevailing IRS rate, currently $0.545 per mile, which includes fuel costs. Tolls will be reimbursed with a submitted photocopy of your receipt. TAXIS & OTHER MISCELLANEOUS EXPENSES: Miscellaneous expenses such as ground transportation, meals and Internet access unfortunately will not be reimbursed. We would appreciate your getting reimbursement of these expenses from institutional sources or claiming them as business deductions on your income tax. All faculty will be given complimentary Internet access in their sleeping rooms at the Hilton. Please remember to request the access code upon check-in. Please note that request for reimbursement for travel arranged outside of the designated agency must be submitted to Jackie Simpson (jsimpson@veithsymposium.org) no later than December 7, Please include your social security number on your request (US faculty). For international faculty, if Form E-8 is required, we will send one to you for completion upon receipt of your request for reimbursement. Please note that all reimbursements will be treated as honorarium. For additional information or questions please contact: Jackie Simpson Phone: (845) jsimpson@veithsymposium.org

2 VASCULAR and ENDOVASCULAR ISSUES, TECHNIQUES and HORIZONS (November 13-17, 2018) NEW YORK HILTON-MIDTOWN (1335 Avenue of the Americas (6 th Avenue), between 53 rd and 54 th Streets) HOTEL ACCOMMODATIONS FORM OPTION 1 - SUBMIT USING GOOGLE FORMS The conference will cover your lodging for 3 nights during the meeting, or inclusive of the night before your first presentation and the night of your last presentation, whichever is longer. If you would like to stay for more of the meeting, or beyond the meeting, we will assist you with those arrangements. If you are participating in the Hemodialysis Access component only, on Saturday, November 17 th, the conference will cover your lodging for 2 nights. Please note that lodging on Saturday, November 17th will be based on flight availability and at the discretion of the conference. We regret that lodging will not be provided for local faculty (parts of NY, NJ, CT) on Saturday, November 17 th. Incidental expenses, additional nights, and/or additional rooms will be charged to your personal credit card. Please complete the Hotel Accommodations Form and return it by August 10, 2018 or sooner to Jackie Simpson. Please communicate any changes to Jackie prior to your arrival date. Note: no show on scheduled day of arrival or early departure from the hotel will be billed to your personal credit card if changes are not communicated prior to your arrival date. So that we can plan appropriately for all faculty and attendees, please submit your precise arrival and departure dates. Important: The conference will cover standard accommodations. Requests for executive level/premier rooms, if granted by the hotel, will be billed to guest at approximately $100 per night. Our preferred method for receiving your hotel requirements is by using the Google Forms link below. Please remember to print a copy of your form before you click on the submit button. Please submit your requirements by clicking on the Google Forms link below:

3 VASCULAR and ENDOVASCULAR ISSUES, TECHNIQUES and HORIZONS (November 13-17, 2018) NEW YORK HILTON-MIDTOWN (1335 Avenue of the Americas (6 th Avenue), between 53 rd and 54 th Streets) HOTEL ACCOMMODATIONS FORM OPTION 2 SUBMIT BY The conference will cover your lodging for 3 nights during the meeting, or inclusive of the night before your first presentation and the night of your last presentation, whichever is longer. If you would like to stay for more of the meeting, or beyond the meeting, we will assist you with those arrangements. If you are participating in the Hemodialysis Access component only, on Saturday, November 17 th, the conference will cover your lodging for 2 nights. Please note that lodging on Saturday, November 17th will be based on flight availability and at the discretion of the conference. We regret that lodging will not be provided for local faculty (parts of NY, NJ, CT) on Saturday, November 17 th. Incidental expenses, additional nights, and/or additional rooms will be charged to your personal credit card. Please complete the Hotel Accommodations Form and return it by August 10, 2018 or sooner to Jackie Simpson. Please communicate any changes to Jackie prior to your arrival date. Note: no show on scheduled day of arrival or early departure from the hotel will be billed to your personal credit card if changes are not communicated prior to your arrival date. So that we can plan appropriately for all faculty and attendees, please submit your precise arrival and departure dates. Important: The conference will cover standard accommodations. Requests for executive level/premier rooms, if granted by the hotel, will be billed to guest at approximately $100 per night. Name: Day/Date of Arrival: Day/Date of Departure: Please select 1 from each column: Single Occupancy 1 King Bed The Hilton offers non-smoking accommodations Double Occupancy 1 Queen Bed only. Request Upgrade to 2 Double Beds Executive Level Request for Additional Night(s) Request for Additional Room The Hilton offers complimentary Internet service in all faculty sleeping rooms, on the 2 nd and 3 rd floor promenades, and in the Rhinelander Gallery (main exhibit hall). Please request the access code for sleeping rooms on check-in. Please contact Jackie Simpson with any questions and/or difficulty submitting your hotel form. Jackie Simpson Phone: (845) jsimpson@veithsymposium.org

4 625 West 55 th Street 3 rd Floor New York, NY TO: VEITHsymposium 2018 Faculty Members FROM: Roch McDowell Michael Andrews Audio Visual Services, Inc. 625 West 55th Street, 3rd Floor New York, NY roch.mcdowell@maavs.com DOC DATE: April 2, 2018 RE: Audio Visual Guidelines for Our Presenters Presentation Guidelines All Electronic Presentations will be loaded onto master show computers and advanced via mouse control located at the Lectern. This will be rehearsed in Speaker Ready. We will not accommodate laptops at the podium. 1. Please include a Financial Disclosure Slide as the second slide in your presentation. 2. Please use the following naming convention for your PowerPoint file: event-speaker name-date-time.ppt Example: Dr. Frank Smith presenting on 11/14/18 at 8:00A would be VEITH18Smith :00A.pptx 3. Your presentation may be submitted in advance starting on November 1, If the presentation is less than 10MB in size, it may be ED as an attachment to roch.mcdowell@maavs.com. You will be sent an confirming receipt. Files larger than 10 MB may be sent as a link to this address. Files sent in advance must also be reviewed on site at the Symposium prior to presenting. 4. For Presentations sent via Please identify the name of the Presenter in the body of the . On receipt of your presentation, the presentation will be reviewed to ensure that it has been successfully transmitted. You will be notified by return when we have confirmed receipt of your presentation. 5. If your presentation contains video, please embed the edited video clips into your presentation, please put your PowerPoint in a folder and include each individual video clip in the folder. Bring that folder to speaker ready. Please have your video clips edited to the exact content that you wish to show. Please do not attach more than two videos to a slide. Large video files can crash presentations. Simple is best. 6. We use the most recent versions of PPT and Keynote. Keynote based Presentations will be played back using Macs. We can accommodate slides created in 4:3 and 16:9 format. Template slides will not be used. Your first slide will be the title slide for your presentation. Please include the title of your presentation, your name and the organization that you are affiliated with on that first slide. 7. All PowerPoint and Keynote Presentations must be reviewed in the Speaker-Ready Room and signed-off by a Speaker-Ready Graphics Op at least two hours prior to your live presentation. Speakers must bring a back-up presentations to Speaker-Ready Room on a USB Drive. 8. Questions regarding your presentation may be sent to roch.mcdowell@maavs.com. Speaker-Ready Room Hours of Operation Location: Rhinelander (2 nd Floor) 11/12/18 Monday 1PM - 6PM 11/15/18 Thursday 6AM - 6PM 11/13/18 Tuesday 6AM - 6PM 11/16/18 Friday 6AM - 6PM 11/14/18 Wednesday 6AM - 6PM 11/17/18 Saturday 6AM - 4PM Thank you for your help with this year s Symposium and we will see you at the New York Hilton.

5 FACULTY TRAVEL FORM AIMsymposium Faculty AVIDsymposium Faculty VEITHsymposium Faculty Complete and this form to: American Express Global Business Travel Attention: Diane Geneva Monday Friday 8:00 A.M. 4:30 P.M. (EST) Phone: , Prompt #5 TSA Guidelines: Please be sure to include the necessary information when completing this form. 1) INTERNATIONAL TRAVELERS: Your name must appear as it appears on your Passport. 2) Date of Birth must be written in the Month/Day/Year format. 3) DOMESTIC U.S. TRAVELERS: Your name must be shown as it appears on your Driver License. FACULTY INFORMATION Name: Date of Birth (Month/Day/Year): Address: Address 2: Business Phone: International Travelers only: Passport Number: Cell Phone (Emergency Use Only): Country of Issue: Passport Expiration Date: (Month/Day/Year) TRAVEL INFORMATION I prefer to DEPART from (City or Airport Code) on (Date) at (Time) AM PM I prefer to DEPART New York to (City or Airport Code) on (Date) at (Time) AM PM My seating preference is: Window Aisle Special Notes: Known Traveler Number: FREQUENT FLYER INFORMATION 1. Airline: Account Number: 2. Airline: Account Number: 3. Airline: Account Number: