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General Travel Information

NSBP is using Egencia Corporate Travel Services to help arrange the student travel to the 2015 Annual Conference of the National Society of Black Physicists. This online travel tool streamlines the process of purchasing the student airfares. Travel will begin on Wednesday, February 25 and will end Sunday, March 1, 2015.

Saturday night stay will be required to receive full travel support.

You must attend the entire conference to receive full travel support. Side trips are not prohibited.

Travel Guidelines

Once you have registered for the conference, you will receive a separate email link from NSBP Travel Manager with specific setup instructions to secure your travel itinerary.

Below is some basic information to review:

  1. Each student will be required to create a travel user account at the Egencia website and proceed to build your profile. You will add your preferences, frequent flyer program number (if applicable), and other personal information.

  2. Please provide a working email address in the setup process that you will check often.

  3. It will then prompt you to select your preferred flight itinerary. The flight itinerary cannot exceed $500. If for some reason your particular flight pattern is above that amount your itinerary will be reviewed by the NSBP Travel Manager for final authorization. Therefore, please search for the cheapest flight pattern possible.

  4. Once you have completed your flight itinerary, your request will be sent to the Travel Manager for final approval and submission. Once reviewed and approved, you will receive your email confirmation within 24 hours.

  5. If you wish to make any changes to your flight itinerary once it is paid for, you will be responsible for those charges. You will be responsible to contact the airline directly to make any changes. NSBP will not approve changes to your itinerary.

  6. NSBP will not approve First Class or Business Class fares.

  7. Each student will be responsibility to confirm their itinerary prior to your departure date to ensure all flights are operating on time.

  8. Only electronic tickets will be issued.

Travel Cancellation Policy

  1. Once your flight itinerary is purchased, all tickets are non-refundable and non-transferable.

  2. If cancellation takes place, students will be charged the entire cost of the purchased ticket.

  3. You are responsible to ensure that when building your travel itinerary that you are indeed planning to attend the conference.

Hotel Reservations and Instructions

Once your have registered for the conference and your flight itinerary is approved and purchased, you will receive your hotel confirmation number on or before Monday, February 16, 2015.

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