2014 Annual Meeting
April 8-12, 2014
Tampa Convention Center ● Tampa, FL
Proposals should be submitted by December 1, 2013
PLEASE READ THE FOLLOWING GUIDELINES CAREFULLY BEFORE COMPLETING
ALL trips will depart from the host hotels, location to be determined.
Be specific in describing the route of the trip--this will be used
in determining the cost of transportation and will also be a
reference for AAG Conference Management.
Include information regarding special attire or gear requirements
(raingear, hiking boots, drinking water, etc.) and any strenuous
If lunch at a restaurant will be part of the trip, include the name,
address, phone number, and contact person of the establishment along
with the per person cost.
Box lunches provided by hotel should be estimated at $60 per person.
This price is fairly high, so you may want to consider asking participants
to bring money for lunch and stop at a local restaurant or deli.
If hotel or motel accommodations are required, the room rate provided
should be per person based on double occupancy. All participants will
have to share a room, or pay a single supplement.
Include as many expenses as possible in the basic fee. Trip descriptions
should be specific about what is and is not covered in the fee.
The trip will be budgeted to cover expenses for up to three leaders/organizers.
Additional leaders must pay for lodging, meals, etc. The AAG will not
reimburse for travel expenses related to meeting attendance, nor
the meeting registration fee. Travel and per diem for field trip
organizers are not allowable expenses. AAG will only reimburse for
expenses directly related to the field trip and during the trip dates.
Organizers are responsible for making all arrangements, including
hotel reservations, and providing registrants with all
materials needed on the field trip.
In order to obtain firm bids on costs, organizers should make
all initial contacts with restaurants, passenger
vessels, etc. (with the exception of bus and driver - the
AAG will contract bus transportation when required).
Reimbursement requests must be made in writing
to the AAG office and received no later than 30
days after the field trip or site visit is completed.
Original receipts for all expenditures are required for
AAG is unable to reimburse for expenses not
estimated and submitted in advance on the budget
The AAG office will coordinate field trip registration
and fee collection. Names and addresses of trip
registrants will be available one month before the
conference. Please note that if your field trip is not
filled at that time, on-site registrants may be added.
Please keep in mind that cost-effective trips usually have
higher attendance. AAG reserves the right to cancel a trip
if running it would result in a substantial financial loss to the AAG.
All contracts must be signed by the AAG.
Field Trip Title
As it will appear in all official publications.
Field Trip Description
Please provide a description (100 words or fewer) of the
field trip content and objectives. Your description will be used for all official
publications including the AAG web site and on-site conference
program (may be edited for space and content).
FIELD TRIP SPONSOR
DATE AND TIME
FIELD TRIP ORGANIZER(S)
FIELD TRIP LEADER(S)
If different from Organizers
Add Trip Leader
TRIP CAPACITY AND TRANSPORTATION
Please choose the maximum number of participants desired
(INCLUDING ALL LEADERS AND ORGANIZERS) from the following options
(based on the capacity of different types of transportation available).
Walking tours can be any capacity you choose.
Provide information for all overnight stops. Room rates provided should
be per person based on double occupancy. All participants will have to
share a room or pay a single supplement.
If meals are included in trip cost, please complete the following
for each meal that is included.
FIELD TRIP BUDGET WORKSHEET
Please be as thorough as possible.
AAG is unable to reimburse for expenses not estimated and submitted in advance.
PER-PERSON COSTS (include all taxes and gratuities in each line item)
The AAG reserves the right to revise and make final determination on all expenses, budgets and fees.
Contact Tara Livingston @ 703-964-1240