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All Hands Meeting 2015

Travel and Accommodations

Official hotel for the All-Hands Meeting:
Sheraton La Jolla
3299 Holiday Court, La Jolla, CA 92037

If you are traveling from out of town, please note the following information:

  • You should fly on an American carrier, economy class, or contact Kate Shanks (kshanks@ucsd.edu)
    if you are unable to do so.
  • If you plan to attend the Fellows Retreat, plan to arrive at UCSD before 3:00 pm on Feb. 26, and depart on Sunday, Feb. 9. TDLC will reimburse you for the nights of Feb. 25-28.
  • Hotel rooms are reserved and prepaid at the La Jolla Sheraton based on the nights you select in your registration.
  • Trainees are expected to share rooms. PIs and Advisory Board members will have their own accommodations. After you register, Kate Shanks will contact trainees to coordinate room sharing.

International Travelers
UCSD travel policy dictates that you must obtain an I-94 form from local customs before traveling to San Diego and must leave this form with TDLC staff before you depart.

Ground Transportation
You will be reimbursed up to $100 for ground transportation to and from your local airport and to and from the San Diego airport, for a maximum ground transportation allowance of $200. Rental cars will only be reimbursed in lieu of ground transportation and only up to $100 per city. Gasoline charges will not be reimbursed. Taxi charges should not exceed $50 each way between the airport and hotel. We encourage you to share cabs with other attendees to save money. There are also local shuttle services (for example Super Shuttle, that are available).
We will provide a complimentary shuttle between the hotel and the meeting venue.

UCSD visitors must purchase and display a parking permit on weekdays, $8 daily. Parking is free on weekends. Please note we will not reimburse for parking citations or parking fees at the hotel. A properly dated 1 day permit lets you park until 11pm in "B" and "S" spaces only (S = look for painted yellow squares with a black S on the ground, and B = look for painted green squares with a white B on the ground).

Parking spaces are located at:

The Pangea Parking Structure: Use “B” & “S” spaces only
· NOTE: Pangea will have limited parking available on Friday. Permit machine is on the top level.
Walking directions from Pangea to the venue: https://goo.gl/maps/iOMqW.

The Hopkins Parking Structure: Use “B” & “S” spaces only. Permits are available at kiosks on each level. Walking directions from Hopkins to the venue: https://goo.gl/maps/Pwhlv.

Parking Lot 351: Use "B" & "S" spaces only. Permits are available at kiosks on each level.

Parking Lot 357: Use "B" & "S" spaces only. Permits are available at kiosks on each level.

Click here to view a map listing all four lots.

Meals will be provided at the All Hands Meeting. You will only be reimbursed for the following meals:

  1. Thursday: Total of $30 for breakfast and lunch depending on your departure time, and up to $64 for the day for non-trainees (trainees are expected to attend the trainee dinner).  TDLC will also cover travel, meal, and  lodging expenses for Trainees on the night of Wednesday, February 25, 2015 so they can attend the Fellows Retreat on Thursday, February 26, 2015.
  2. Sunday: Total of $30 for breakfast and lunch, depending on the time of your travel. 
  3. Alcohol will not be reimbursed.


TDLC All Hands 2015 Travel Expense Reimbursement Request Form

To download the TDLC All Hands 205 Travel Expense Reimbursement Request Form, please click here
In order to receive a reimbursement, you must submit your original ITEMIZED receipts for every purchase - credit card receipts will not be accepted.

Other Items
Other miscellaneous items not listed here will be reimbursed at the discretion of the TDLC Executive Committee. Exceptions to the above policy must be requested BEFORE the meeting begins.

For questions, comments, or concerns please contact Kate Shanks at (858) 822-2902 or kshanks@ucsd.edu