FAQ2017-06-13T15:20:02-07:00

Frequently Asked Questions

Who is responsible for booking travel?2017-06-19T14:14:09-07:00

Flights can be arranged by the guest or by our office. (Faculty cannot pay for travel on the guest’s behalf without an exceptional approval from the Dean’s office.)

If the guest books their own flight…

…we can reimburse them after the event. UC policy limits us to reimbursing for the most economical and direct flights on U.S. Flag Carrier airlines. Unless an upgrade is required for medical reasons or unusual circumstance, we can reimburse non-economy flights at a comparable economy rate and the guest will be responsible for the difference in fare. Guests should avoid purchasing bundled fares (flights + rental cars, for example), unless they have prior approval to be reimbursed for all items in the bundle or can document the costs for each individual item in the bundle. Online travel providers typically do not itemize bundled tickets after the sale.

After the flight is booked, guests should forward the itinerary and receipt to Jessica so that she can book hotel rooms and set up airport shuttles (if these are being provided to your guest.)

If our office books the flight…

…Jessica will put guests in touch with our travel agent who will work with the guest to set up the flight. The travel agent forwards the invoice to our office for payment. The travel agency charges about $25 per ticket for this service.

Other travel expenses:

Hotel rooms are booked at the Mission Inn at the current UCR rate. Rooms + taxes and fees are charged directly to our account and guests are responsible for miscellaneous charges and parking. If the Mission Inn is full, we book rooms at the Hyatt or Marriott downtown. These are also billed directly to our office.

Supershuttle shared-ride service from airports to Riverside can be booked by our office and charged to our accounts. If circumstances require more expensive private cars or point-to-point service (rather than to/from the airport), we can also book and cover the costs for these services. Guests who prefer to use local ride-sharing apps can be reimbursed after their trip.

Let your guest and Jessica know if you will cover additional expenses such as rental cars, parking, meals, ground transportation to/from their local airports, etc.

What do I need to know about budgets?2017-06-13T08:27:49-07:00

For each event, forecast what you are likely to need and how much travel support you hope to provide. Will you want refreshments? Will you host the guest at lunch and/or dinner? Do you plan to cover airfare, hotel, ground transportation, honorarium, etc? Once we know what type of service you want to offer, we can help you estimate the costs for the event.

If you will host multiple events throughout the year, you may want to establish event baselines for us to follow. For example, “Always (or never) order catering.”; “We prefer to use a particular room/time.”; or “Pay each guest a $250 honorarium.” Baselines can help streamline the event planning and keep your project on budget. You can also request periodic budget updates or other information, as much or as little as you need.

What are Team Leads?2017-06-13T08:26:53-07:00

Establish one or two people who will take the lead, either for all events in a series or for each individual event. Leads should have authority to make planning and financial decisions for the group and be available by email for questions as they arise. The Lead also serves as the main host of the event and the primary contact/handler for the incoming guest.

How do I request event support for projects funded by CIS?2017-06-13T08:25:35-07:00

To start planning an event or put a future event ‘on our radar,’ use the following form:

Event Request Form: https://ideasandsociety.wufoo.com/forms/event-support-form/

Planning ahead helps ensure that rooms and staffing are available and that travel expenses are as low as possible. The ideal lead time is 10-12 weeks before the event. This year, we have noticed that the prime campus rooms are booked even further ahead, so advance planning is crucial.

If you will host multiple events throughout the year, you may want to establish event baselines for us to follow. For example, “Always (or never) order catering.”; “We prefer to use a particular room/time.”; or “Pay each guest a $250 honorarium.” Baselines can help streamline the event planning and keep your project on budget. You can also request periodic budget updates or other information, as much or as little as you need.

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