Travel / Lodging / Needs

Once you have been accepted, please call Town and Country Travel (1-800-747-2850 or 585-381-2850) to make your airline reservations. For air travel to be paid by the University, you must make your airline reservations by May 1, 2008. Hotel reservations must be made by May 12, 2008.

Airline Reservations

When calling, please provide Town and Country Travel with the following information:

  • Departing City or Airport
  • Arrival Date is June 8, 2008 (if flying from the west coast, you may arrive on 6/7)
  • Preferred Time to Depart (must arrive in Rochester by 2:30 PM on 6/8/08)
  • Preferred Airline*
  • Frequent Flyer #
  • Return Flight from Rochester to _______ (please indicate the city you will return to if different from departing city/airport)
  • Return Date: June 14, 2008
  • Preferred time to depart
  • Preferred Seating (Aisle or Window)

A credit card is not required to make your airline reservations.
*If you have a preferred airline, every effort will be made to accommodate this preference, but the travel agent may have to use discretion given budget limits.

Hotel Accommodations: Hyatt Hotel

  • The Hyatt is a non-smoking facility.
  • The Hyatt has reserved a block of rooms and the Institute will pay the hotel directly for only your room - incidentals will not be reimbursed.
  • When calling for reservations, please mention the name of the event: University of Rochester Summer Research Institute to receive the group rate.
  • The Hyatt will assign confirmation numbers for each participant and send the confirmation number to you.
  • Upon arrival at the Hyatt, please have your confirmation number available.
  • You will be asked for a credit card at check-in and are responsible for any incidental charges incurred. The University of Rochester Medical Center will not cover any of these charges. Please note that there are no exceptions.
  • If you are arriving from the west coast, you may arrive on Saturday, June 7. Please call Sue Diesel at 585-275-3571 and she will authorize the extra night at the hotel.

 Click here for the Hyatt's online reservation page. 

Shuttle Service

A shuttle bus from the Hyatt will be available for participants at the Greater Rochester International Airport for both your arrival and departure. The hotel will have your arrival time, airline and flight number.

During the Institute, transportation arrangements have been made for dinners and transportation to and from the University. Please gather in the lobby 10 minutes prior to the departure times listed on the agenda. The bus will leave on time – you will need to take a taxi if you miss the bus.

If you have any questions or concerns regarding airline, hotel or transportation, please contact Sue Diesel at 585-275-3571 or by email at sue_diesel@urmc.rochester.edu.

Reimbursements

The University of Rochester will reimburse you for your travel-related expenses.

Please note the following:

  • Original receipts must be submitted for reimbursement – there are no exceptions.
  • Automobile travel – submit a mileage log that outlines the trip, the destination and miles traveled and your expenses will be reimbursed.
  • Parking — an original paid receipt must be provided for airport parking fees.
  • Taxi — if for some reason, the hotel shuttle is not available, an original receipt must be submitted.

As this is a federally funded project, if for any reason you should need to decline participation or cancel your reservations after they have been confirmed, you will be responsible for all costs that have been assumed on your behalf. We will work with you to make the best arrangements possible, however, we cannot, as stewards of grant funds, be responsible for expenses incurred if you do not attend the institute.