Vortex Meeting Travel Information

Contents

Vortex Meeting Travel Information

April 16-17, 2015
Tufts University
Medford, MA
Contact information:

lisa.cerrato [at] tufts.edu

Program:

See the Google Doc here.

Location:

The meeting will be held on the Medford campus of Tufts University. Note that the location changes each day.

All room assignments are tentative. (Lunch sites TBD.)

Please see the program link above for the most up to date information.

16 April

  • 8:15 am – Lunch break:  Austin Conference Room, Tisch Library
    The Austin Conference Room on the main floor of the library.  Take a right as soon as you enter the library, enter the double doors to the right of the Hirsh Reading Room, go through a second set of double doors, Austin is immediately on your right. The room is labeled.
  • Lunch: Eaton Hall 134C
  • Post-lunch – 5:00 pm: Dowling Hall, room 745A

17 April

Weather:

The temperature in Medford on these days averages from 42° – 57°F (6° – 14°C).

Booking travel and reimbursements:

It is preferable for you to book your own transportation. Please contact Lisa if this is inconvenient and we will assist you with booking. Perseus staff will be in contact about hotel bookings. We will reimburse you based on a per diem accounting system. A detailed guide to the kind of documentation you’ll need is here. Further information on specific travel-related expenses is below.

Airfare:

If Perseus is paying for your airfare, please send us an estimate of the cost. There are no special restrictions on carriers. If you have specific concerns or would prefer we handle the booking, please let us know. Please save your boarding passes and any baggage fee receipts, as well as receipts for transportation to and from the airport and between the airport and your hotel or home (see Per diem below).

Hotel:

The meeting hotel will be the Hyatt Place in Medford Square.

  • If Perseus is paying for your travel, we will contact the hotel to make the reservations and the university will be directly billed for your room and taxes.
  • If Perseus is not paying for your travel, please use the Tufts travel portal for the booking. If you prefer to contact the hotel directly, the group code for Tufts is 28009. By phone, please state you want the Tufts rate. As always, please contact Lisa with any questions.
Per diem:

Per diem method accounting requires less documentation. You do not have to produce receipts for meals, snacks, subways passes, or other small expenses. Tufts will pay a per diem at the standard US government rate. This is currently US$71/day for Medford ($53.25 on the first and last day of travel). If you participate in a group meal (such as a group dinner) and do not pay out of pocket, the per diem may be reduced, according to travel policies. We will make every effort to reimburse you as much as possible.

Note: Receipts are still required for transportation on the day of your arrival and departure. Anything that takes you between your home, the airport, and your hotel: so airport shuttles, taxis, trains, etc. When in doubt, save all of the transportation-related receipts, especially on your arrival and departure days.

Other Information:

Tufts is served by Logan International Airport in Boston. A cab fare from the airport to Medford Square should be about US$40. The hotel runs a shuttle available upon request to the Tufts campus. The group should be able to schedule this shuttle each morning. Please let us know if you have any special concerns or requests. Additional Tufts and Boston area travel information may be found at the Tufts travel portal.