Southern HIV Impact Fund 2020

Welcome to the Southern HIV Impact Fund Registration Site!

The full-grantee convening will take place from Monday, April 20th through Wednesday, April 22 at The Hotel Derek in Houston, Texas.

Hotel Information

Hotel Derek

2525 West Loop South

Houston, TX 77027

COVID-19

We would like you to know that we are closely monitoring COVID-19 (coronavirus) updates, especially as it relates to domestic travel. We will continue to follow the recommendations of the Centers for Disease Control and Prevention and World Health Organization.

We are still continuing with planning the grantee convening, but we will take necessary steps and caution in the interest of maintaining everyone's health and safety.

Room Arrangements

We will arrange hotel accommodations for approved attendees who are traveling from outside the Houston area. We expect that you will participate in all planned convening activities. Attendees are expected to arrive by the afternoon of Monday, April 20th.

Please do not contact the hotel directly. We will confirm your hotel reservations for the nights of April 20 and 21. Additional night requests are based on availability and at the expense of the attendee.

Cancellation/Early Checkout

Please note that all attendees are required to adhere to the hotel's cancellation policy 72 hours prior to arrival. Attendees who do not notify AIDS United of their intent to cancel their reservation 72 hours before check-in will be responsible for all penalties incurred.

**Any changes to your registration should be communicated to Debbie Cooke (debbie.cooke@meetingmasters.biz) and Bianca Carrillo (bcarrillo@aidsunited.org) as soon as possible.**

In the event that an attendee checks out prior to their reserved checkout date, an early departure fee will be charged to the guest, and the attendee will be responsible for this fee. Attendees wishing to avoid this fee must advise Debbie Cooke prior to check-in.

Travel Information

AIDS United will also cover round trip coach airfare and certain ground transportation costs.

**AIDS United will not cover or reimburse airline luggage fees should you decide to check your bag for your flights in and out of Houston.

Air Ticketing: Upon completion of your REGISTRATION, you will be contacted by our travel agent concerning your travel to and from Houston. Meeting Masters, Inc. has been instructed to arrange for the least expensive flight possible without causing undue hardship to the traveler.

**Registration should be completed no later than 5 PM on Friday, March 13, 2020 and travel arrangements should be completed between Wednesday, April 1, 2020 - Friday, April 3, 2020.

All travel fees are non-refundable. Airline tickets may only be used by the person for whom it was purchased. If an individual is unable to use the purchased ticket for the meeting, the grantee organization will be expected to reimburse AIDS United.

You are expected to arrive by the afternoon of Monday, April 20 and should not plan to have your return flight prior to 4:00pm on Wednesday, April 22.

**Please note that if you wish to travel outside of the convening travel dates, AIDS United will cover the cost of travel as long as it does not exceed the cost of travel over the approved dates.

Ground Transportation

If your agency is located two hundred and fifty (250) miles or less from the meeting location, you are expected to travel via automobile (unless instructed otherwise) and will receive mileage reimbursement for ONE vehicle AFTER traveling to the meeting. The distance will be determined by AIDS United staff using Google Maps or another mapping website and will include roundtrip mileage from your organization's address to the convening hotel in Houston. Please note that AIDS United will not cover the cost of a vehicle rental.

If you will be parking at the hotel, AIDS United will make specific arrangements with the hotel so that you will not be expected to pay out-of-pocket for parking on site. Instructions about parking will be sent to those who indicated they will be parking on site, so we ask that you please be sure to carefully follow those instructions. Therefore, we will not be reimbursing you for any costs associated with parking.

**If you have indicated that you will be traveling by automobile and your organization is further than 250 miles, you will be reimbursed based on the government reimbursement rate for mileage up to the amount of what an airline ticket would be. Again, please note that AIDS United will not cover the cost of a vehicle rental.

Meeting Stipend

AIDS United will provide conference attendees who are not local to Houston with a travel per diem following the meeting, to help offset the out of pocket expenses associated with local transportation, off-site meals, and other expenses. Per diem amounts are calculated using federally-approved rmeal and incidentals expense rate (M&IE) for Houston, Texas, and the amount of your per diem check will be based on the number of days in attendance. Per diems will be made out to your grantee organization and the distribution of the per diem to individuals is based upon the organization's policy on such matters.

While we are confident that your per diem amounts will cover all reasonable travel costs, please note that attendees are responsible for managing their out-of-pocket expenses. AIDS United will not reimburse attendees for related costs that are above and beyond what is covered by your per diem payment.

Since checks will be distributed to the grantee organization after the meeting, we strongly encourage grantee organizations to provide per diem and local transportation prior to the meeting to offset any out of pocket costs that may occur, especially for the meals that AIDS United will not be providing.

Per diem and local transportation costs for this meeting are calculated in the chart below:

X = Meal provided by AIDS United

Day	Breakfast	Lunch	Dinner	Incidentals	Sub Total	Ground	Total
4/20 (travel day)	$10.50	$12.00	X	$3.75	$26.25	$40.00	$66.25
4/21	X	X	$26.00	$5.00	$31.00	N/A	$31.00
4/22 (travel day)	X	X	$19.50	$3.75	$23.25	$40.00	$63.25
Total							$160.50