Example of Initial Logistics Letter

Hello,

We are pleased to announce that registration for MEETING NAME is now open. The summit will be held in LOCATION on DATE. Please read the important information below, including registration and hotel reservation deadlines.

General Information
•    Event registration and hotel reservations will close on DEADLINE.
•    Attendees are requested to arrive at the hotel on ARRIVAL DATE AND TIME.
•    The meeting will begin on DATE AND TIME.
•    The meeting will conclude on DATE AND TIME.
•    The MEETING WEBSITE will provide up-to-date information, including the agenda. We recommend that you bookmark the website for easy access and reference.

Venue and Hotel Accommodations
VENUE/HOTEL ADDRESS

Registration & Hotel Reservations
Please click on the link below to complete your registration as well as your hotel reservations. The deadline to complete this form is on DEADLINE.

MEETING REGISTRATION LINK

NBDF will make hotel reservations based on the information provided on your registration form. NBDF will cover hotel stays for a maximum of X (X) nights only within the meeting dates.  Early arrivals/extended stays/extra nights are subject to the availability of the hotel and are not covered by NBDF, unless otherwise approved ahead of time.   

Travel By Air
Air tickets must be booked using Egencia. Please make sure that your Egencia profile matches the name on your valid government-issued ID. Travel arrangements that are made outside of Egencia will NOT be reimbursed.    

•    Arrival Date/Time: DATE, arrive at the hotel on or before TIME.
•    Departure Date/Time:  Flights must not leave earlier than TIME on DATE.
•    Flights must be booked no later than DEADLINE.
•    Please note that round trip flights ideally must be under $480. If your flight does not meet this criterion, it will be considered “out of policy” and will require approval before your booking can be finalized. We encourage you to proceed to check out and follow the additional steps so that your flight can be considered for approval.
•    BUDGET CODE MANDATORY FIELD IN EGENCIA: Please select MEETING BUDGET CODE from the dropdown menu.

MEETING EGENCIA LINK

Travel by Train
Please contact C&TS PROJECT MANAGER to book rail tickets. 

Travel by Car
NBDF will reimburse mileage at the government standard rate of 67 cents per mile, up to a maximum of $480. Directions using MapQuest or Google Maps should be provided when submitting mileage for reimbursement. You must submit your mileage reimbursement to MEETING BUDGET OWNER/NON-C&TS TEAM MEMBER by DEADLINE.

If you have any questions regarding your registration, accommodations, or travel, please do not hesitate to contact C&TS PROJECT MANAGER.

Sincerely,
C&TS PROJECT MANAGER
National Bleeding Disorders Foundation