SINGLE-DAY
FIELD TRIP
FORM
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 physical activities.
  • 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.
  • 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.
  • Dry-run expenses are allowable budget items
  • Organizers are responsible for making all arrangements 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 reimbursement.
  • AAG is unable to reimburse for expenses not estimated and submitted in advance on the budget worksheet.
  • 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 tend to be the most popular, and low attendence may lead to cancellation.
  • 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
Preferred day and date of trip
Departure Time
Return Time
Total Time
Time of Day     
FIELD TRIP ORGANIZER(S)
Name
Organization
Address
Phone
Fax
Email
FIELD TRIP LEADER(S)
If different from Organizers
Name
Organization
Phone
Fax
Email
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.
Trip Capacity




   
What kind of transportation will this field trip require?

   
Please list all sites (including addresses) you expect to visit
1.
2.
3.
4.
5.
Approximate total mileage for entire trip
FIELD TRIP LUNCH WORKSHEET
Is lunch included in the trip cost?     
If yes, what type of lunch?     

Deposit needed, if any

$
Deposit Due Date

Payee contact information (where deposit should be sent):
Contact Name
Restaurant Name
Address
Phone Number
Email Address
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)
Box Lunch (est. $60) $
Other Meals (breakfast, lunch, dinner) $
Snacks/Refreshments $
Admission Fees $
Field Guide/Handouts $
Other (specify)  $
Total Per-Person Costs $
FIXED COSTS
Bus Transportation (to be determined by AAG)
Bus Driver Gratuity (to be determined by AAG)
Other Transportation (public, van rental, etc.) $
Highway Tolls $
Parking/Entrance Fees $
Speaker Honoraria $
Gratuities (tour guide, etc.) $
Dry Run Expenses (include mileage @ $0.585/mi) $
Other (specify)     $
Total Fixed Costs $
The AAG reserves the right to revise and make final determination on all expenses, budgets and fees.
Questions?
Contact Tara Livingston @ 703-964-1240
tlivingston@conferencemanagers.com