The information in the below is intended to provide our speakers and visiting guests with a comprehensive guide that addresses the many logistical details related to participation in the National Memory in a Time of Populism Conference at Washington University in St. Louis. All information is subject to change without notice.
Click on a topic to be taken to the appropriate information.
| HOTEL RESERVATIONS |
| TRAVEL ALLOWANCES & REIMBURSEMENT PROCESSING |
| LOCAL TRANSPORTATION, GETTING AROUND ST LOUIS & CONFERENCE SHUTTLES |
| CONFERENCE DOCUMENTS |
| QUESTIONS? |
HOTEL RESERVATIONS & PAYMENTS
Hotel Reservations & Payments
Conference speakers and visiting participants will be accommodated at the Moonrise Hotel. The Moonrise is located approximately 10 minutes from Washington University’s Danforth Campus. A room block has been confirmed; speakers/participants are responsible for booking their own accommodations either online or via phone. Credit card information will be required upon booking to guarantee the room, however, Washington University will settle payment for each reservation directly with the hotel. Speakers will be responsible for payments to the hotel to cover incidental charges and hotel stays exceeding four (4) nights upon check-out.
UPDATE: The room block has been closed; however, space is still available. Should you require a room reservation, please send all requests to Kristin Williams (klwilliams@wustl.edu). Please specify your check-in and check-out dates, and how many guests will be accommodated.
TRAVEL ALLOWANCES & REIMBURSEMENT PROCESSING
Travel Allowances & Reimbursement Processing
Conference speakers may submit reimbursement for economy-class, round-trip airfare to/from St. Louis, visa processing fees, and airport transfers within St. Louis only.
Reimbursement of expenses will occur following the conference. To ensure expedient processing of all reimbursements, the guidelines below must be followed.
Speakers will be required to complete a Travel Reimbursement Request online form to upload and submit all documentation for processing. A link to the online form is available below.
Submitting Your Travel Reimbursement Request and Processing Time
Please review this information carefully before completing the online Travel Reimbursement Request Form .
- ONE REQUEST FORM MUST BE SENT PER SPEAKER. All documents should be uploaded at once. Please do not send documentation in multiple request forms or emails.
- Following
submission of your online form, you will receive an immediate confirmation of receipt. You will NOT receive an email acknowledgment. - Your online request form and attached documentation will be reviewed for completion and compliance with allowance guidelines. Any issues found that require further action will be communicated via email to the submitting party.
- Payment processing typically occurs within 2-3 weeks following
final submission of acceptable documentation. The period above does not include mail delivery/electronic transmission time. Reimbursement checks will be mailed to U.S. citizens and institutions. Reimbursements will be sent via wire transfer to foreign citizens or institutions. Please allow 5-7 business days for mail delivery or electronic transmission. No notifications are sent once internal processing at Washington University has been completed. - IMPORTANT NOTE ABOUT WIRE TRANSFERS: Washington University in St. Louis requests that all information submitted for wire transfer processing be verified for accuracy, but can in no way guarantee successful transmission. A maximum of 2 attempts to send a wire transfer will be made. Following the second unsuccessful transmission, a check will automatically be sent to the payee and address noted on the wire form.
IF REIMBURSEMENT SHOULD BE PAID TO AN INSTITUTION OR ORGANIZATION, the following documents are required:
U.S. institutions
- An invoice issued by the institution or organization with Washington University as the payee (view a sample invoice). The invoice MUST include the traveler’s name, an itemized list of expenses (description of expense type and cost) with total, the institution’s Taxpayer Identification Number (TIN).
- Invoice payee information: Invoice payee information: Washington University in St. Louis, One Brookings Drive, Campus Box 1173, St. Louis, MO 63130 U.S.A.
- Copies of all receipts for allowable expenses (airline travel receipts must be in the form of an itinerary from an airline, online booking source, or travel agent, and must include all flight segments and fares).
Foreign institutions
- An invoice issued by the institution or organization with Washington University as the payee (view a sample invoice). The invoice MUST include the traveler’s name, and an itemized list of expenses (description of expense type and cost) with total in local currency or USD.
- Invoice payee information: Washington University in St. Louis, One Brookings Drive, Campus Box 1173, St. Louis, MO 63130 U.S.A.
- A completed Wire Transfer Request Form
- Copies of all receipts for allowable expenses (airline travel receipts must be in the form of an itinerary from an airline, online booking source, or travel agent, and must include all flight segments and fares).
IF REIMBURSEMENT SHOULD BE PAID DIRECTLY TO THE SPEAKER, the following documents are required:
U.S. citizens
- Completed IRS W-9 form
- Signed Travel Expense Statement Form
- Copies of all receipts for allowable expenses (airline travel receipts must be in the form of an itinerary from an airline, online booking source, or travel agent, and must include all flight segments and fares).
Foreign citizens
- Completed Foreign Individual Information Request F
orm (sections 2, 3, 10, and Part III are mandatory, sections 4-9 should be completed only if applicable) - Signed Travel Expense Statement Form
- Copies of all receipts for allowable expenses (airline travel receipts must be in the form of an itinerary from an airline, online booking source, or travel agent, and must include all flight segments and fares).
- Completed Wire Transfer Request Form
- Passport I.D. page (with photo, passport number, etc.), U.S. Visa page, and passport page with U.S. entry stamp certifying the date of entry for this trip and the visa type are required.
LOCAL TRANSPORTATION, GETTING AROUND ST. LOUIS & CONFERENCE SHUTTLES
LOCAL TRANSPORTATION, GETTING AROUND ST. LOUIS & CONFERENCE SHUTTLES
Shuttle transportation has been arranged for speakers and some visiting guests accommodated at the Moonrise Hotel. Airport transfers and other local transportation will NOT be coordinated by conference organizers; information provided below is intended to assist visitors with independently planning for and arranging local transportation as needed. If you plan to rent a
Arriving and Departing Lambert – St. Louis International Airport
Local taxi services, the Metrolink (light rail), and Uber rides are available between the airport and locations such as the Moonrise Hotel and WashU’s Danforth Campus in University City.
- Taxis are readily available outside of the baggage claim areas at Terminals 1 and 2. To return to the airport via taxi, a local service must be contacted via phone or advance reservations must be made online. Taxi rides between the airport and University City area are approximately $40 each direction.
- MetroLink stations are also located at each airport terminal and are within very close walking distance to both the Moonrise Hotel and the Danforth Campus. The MetroLink is a very inexpensive and swift method of transport; however, checking the schedules for departure times and connection points is highly recommended. Important note: Taking the Metrolink between the airport and Danforth Campus will require a change in trains at a station nearby campus.
- Uber of Lyft rides can be requested via the Uber and Lyft apps; pick-up locations at the airport are typically outside of baggage claim areas at each terminal (1 or 2).
- For helpful information on taxi and MetroLink services, visit Fly STL.
Transportation to Campus for Conference Events & Sessions
Shuttle transportation has been arranged to make daily pick-ups at the Moonrise Hotel and Danforth Campus on May 23-25. The schedule below provides all scheduled pick-up and drop-off times, locations, and the corresponding conference events and sessions. The schedule is subject to change without notice. Please reference this information regularly during the conference, if needed.
Shuttles begin boarding 5-10 minutes prior to the scheduled departure time listed. The level of traffic may vary each trip; however transit time should take no more than 15 minutes. Anticipated arrival times are shown for each trip. For some arrivals on campus, shuttles will be met by conference staff who will direct speakers to venues. Important note regarding shuttle transportation: Please be on time for scheduled departures. If you miss a scheduled departure time or need transportation at time when no shuttles are scheduled, you are responsible for obtaining your own transportation. Generally, hotel staff at the Moonrise can provide assistance with local transportation. or while on campus, conference staff may be able to answer questions.
CONFERENCE SHUTTLE SCHEDULE (subject to change)
Thursday, May 23, 2019 (to/from opening events)
| 3:15pm – departure 3:20pm – arrival | Moonrise Hotel to Hillman Hall | Pick up at main entrance of |
| 6:10pm – departure 6:20pm – arrival | Hillman Hall to Moonrise Hotel | Drop-off at Hillman Hall west |
Friday, May 24, 2019 (to/from conference sessions and dinner)
| 7:30am – departure 7:40am – arrival | Moonrise Hotel to Hillman Hall | Pick up at main entrance of |
| 5:10pm – departure 5:20pm – arrival | Hillman Hall to Moonrise Hotel | Drop-off at Hillman Hall west drive Pick up at main entrance of hotel |
| 6:15pm – departure 6:25pm – arrival | Moonrise Hotel to Holmes Lounge | Pick up at main entrance of hotel Drop-off at Hillman Hall west drive, group escorted to Holmes Lounge |
| 9:10pm – departure 9:20pm – arrival | Holmes Lounge to Moonrise Hotel | Group escorted from Holmes Lounge to Hillman Hall west drive for pick-up Drop-off at main entrance of hotel |
Saturday, May 25, 2019
| 7:30am – departure 7:40am – arrival | Moonrise Hotel to Hillman Hall | Pick up at main entrance of hotel Drop-off at Hillman Hall west drive |
| 5:20pm – departure 5:30pm – arrival | Hillman Hall to Moonrise Hotel | Pick-up at Hillman Hall west drive Drop off at main entrance of hotel |
CONFERENCE DOCUMENTS
Conference Documents
Speakers will be provided with packets (program, name tag, briefing information) at the speaker check-in desk Hillman Hall outside of Clark-Fox Forum on May 23rd. Check-in begins at 3:00 pm. Packets will be available for pick-up at the registration desk outside of Hillman 60 on May 24thbeginning at 7:45 am.
Briefing documents to assist with planning for sessions will be sent approximately 2 weeks prior to the conference.
QUESTIONS?
Questions?
| Accommodations or Transportation & Visiting Campus Questions? Hotel bookings and hotel information – reservations@moonrisehotel.com All other inquiries – Kristin Williams, Global WashU – klwilliams@wustl.edu Phone: +01-314-935-6039 |
| Travel Reimbursement Processing Questions? Latonya Barnes, Global WashU – lnbarnes@wustl.edu Phone: 01-314-935-3541 |