Speakers

Registration
Travel Arrangements
Hotel Accommodations
Speaker Guidelines

Registration Information for Speakers

Online registration for Speakers is closed.

Travel Arrangements for Speakers

The Thirteenth Annual Welfare Research and Evaluation Conference begins promptly at 8:30 am on Wednesday, June 2, 2010 and adjourns at 12:30 pm on Friday, June 4, 2010. The conference will be held in the heart of Washington, DC at the Capital Hilton Hotel.

Air/Rail Travel

Designated Travel Agent
All sponsored Speakers are required to make their travel arrangements through the designated travel agency, Executive Services International Travel, Inc. (ESIT). ESIT will coordinate your airline or rail reservations and tickets. Bridget Hanafin is the designated agent at ESIT for this event.

Please remember that this event is sponsored and funded by a Federal Government agency; thus, ESIT is required to follow Federal Government Travel Regulations.

Guidelines that ESIT is Required to Follow
ESIT is authorized to book your round trip travel from your designated origin to Washington, DC and back ONLY. ESIT is not authorized to book travel itineraries that include special routing accommodations (e.g., a layover in another city for business or personal purposes, additional nights stay, or return flights to a city other than your home/departure city). If your travel needs require special routing accommodations, please immediately contact Brooke McQuade, Meeting Planner at ESI, at (240) 744-7093 or via e-mail at brookem@esi-dc.com.

ESIT is required to book you on the most economical, coach-class flight in order to comply with Federal Government Travel Regulations. Airline preferences to accommodate frequent-flyer benefits or airport preference cannot override price considerations.

Electronic tickets (e-tickets) will be issued to persons requiring air travel. Travelers will need to show a valid form of identification at the check-in counter. Participants traveling by train, and those for whom e-tickets are not an option, will receive paper tickets. ESIT will e-mail or fax you a copy of your itinerary after booking your ticket so that you will have it available for reference.

How to Make Your Travel Reservations

1. Click on the registration link above and follow the instructions provided for submitting your travel and accommodation requests as part of the online conference registration process.



2. Once ESI staff process your registration and approve your travel requests, your travel information will be forwarded to ESIT.



3. Based on your requests, the designated ESIT agent will develop a tentative itinerary that will be e-mailed to you.



4. Upon receiving the tentative itinerary, please contact the ESIT agent within 24 hours to confirm your itinerary, so that she can finalize your travel plans and issue your ticket. This is necessary so that we can obtain the most economical airfare.



5. The ESIT agent will send you a final itinerary via e-mail or fax after she issues an air e-ticket. If your itinerary requires rail or paper air tickets, the ESIT agent will e-mail you a final itinerary and will send your paper documents to you via overnight delivery.

Note: If you need to make any changes to your itinerary after you have been ticketed, you will need to contact the airline or train directly. All additional costs incurred from changes will be at your own expense.

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Automobile Travel

If a sponsored Speaker elects to drive to the conference, mileage reimbursement cannot exceed roundtrip coach class or discounted rate air or rail fare. Mileage is reimbursable at 50 cents per mile for a person using his/her personal vehicle to travel to and from the conference location. Tolls for highways and bridges are reimbursable, and as with other expenses, receipts must be submitted in order to be considered for reimbursement. For specific driving directions, refer to the Hotel Accommodations section below or visit Mapquest.

Ground Transportation

Washington, DC is served by a variety of ground transportation options. Below is a listing of several options for traveling from the airport or train station to the hotel. All estimated fares are one-way and per person unless otherwise specified.

SuperShuttle
Shuttle service is available to the hotel for approximately $14 from Reagan National Airport (DCA), $29 from Dulles International Airport (IAD), and $36 from Baltimore/Washington International Airport (BWI) using the SuperShuttle service. Shuttle reservations can be made by calling (800) BLUE-VAN or via the Internet at SuperShuttle. Reservations are required at least 12 hours in advance.

Taxi
Taxi stands are located at the baggage claim area of all local airports and at the front entrance of Union Station. Approximate fares are as follows: Reagan National - $13; Dulles - $56; BWI - $70; and Union Station - $10.

Metro
The Capital Hilton is accessible via Washington, DC's Blue Line Metro service and is located near the Farragut West Station stop. You can access the Reagan National Airport Metro station on the main level of the airport. Board the Blue Line Rail towards Largo Town Center. Upon arriving at the Farragut West stop, exit using the 17th & I Streets exit. Walk one block north on 17th Street, then take a right onto K Street. Walk one block east on K Street and take a left on 16th Street. Walk a short distance north to the hotel at 1001 16th Street. Complete Metro Rail System map.

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Hotel Accommodations for Speakers

The conference will be held in the heart of Washington, DC at the:

Capital Hilton
1001 16th Street, NW
Washington, DC 20036
Phone: (202) 393-1000
Fax: (202) 639-5784

ESI will reserve a room for sponsored Speakers requiring overnight accommodations at the Capital Hilton. Reservations will be made based on the information provided to ESI as part of the online conference registration process. Your hotel confirmation will be e-mailed to you before May 21, 2010.

Your room costs (room and tax ONLY) for the approved duration of your stay will be billed to ESI's master account. Participants should note that incidental charges including room service, telephone, movies, laundry, etc., are not reimbursable and are the responsibility of the individual guest. Participants will be asked to leave a credit card imprint at check-in to cover the cost of such incidental expenses.

Check-in time at the hotel is 3:00 pm and check-out time is 12:00 noon. Should you arrive early, the hotel will make every attempt to accommodate your check-in. However, if there are no rooms available upon your early arrival, your luggage will be stored until your room is ready.

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Driving Directions to the Hotel

From Route 50 West:
Take Route 50 to Route 66 East, following the signs to Washington, DC. Take the Theodore Roosevelt Bridge (Route 50), staying in the center lanes. Route 50 then becomes Constitution Avenue. Continue East on Constitution Avenue for about 6 blocks and then turn left on 18th Street. Go 7 blocks to H Street and make a right. Go 2 blocks to 16th Street and make a left. The hotel is 2 blocks up on the left.

From Richmond and I-95 North:
Take I-95 North to 395 North, following the signs for Washington, DC and Route 1 (the 14th Street Bridge). Cross the 14th Street Bridge over the Potomac staying in the left lanes. Take 14th Street North until you reach K Street, (about 14 blocks). Make a left on K Street and go 2 blocks to 16th Street. Make a right; the Capital Hilton will be on the left.

From Baltimore and I-95 South:
Take I-95 South following signs to Washington, DC. About 25 miles south of Baltimore, I-95 will merge with I-495 (The Beltway). Head towards Virginia on I-495 West, following signs for College Park and Silver Spring. Get off on Exit 31 (Georgia Avenue/Silver Spring), and make a left on Georgia Avenue Southbound. Stay on Georgia Avenue for ½ a mile and then veer right onto 16th Street. Stay on 16th Street for approximately 6 miles. The Capital Hilton Hotel is on 16th Street between L and K Streets on the left hand side.

Should you require more detailed driving directions, please visit Mapquest.

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Speaker Guidelines

Thank you for agreeing to present at the Administration for Children and Families' Thirteenth Annual Welfare Research and Evaluation Conference. We are honored to have such a distinguished group of experts participating in this event and thank you for the time and effort you have agreed to put forth. In order to prepare participant materials for the conference, all speakers are required to submit the following items by the deadlines set forth below.

All presentations and handouts should be submitted by May 7, 2010 to:

Brooke McQuade
Meeting Planner
ESI
4350 East West Highway, Suite 1100
Bethesda, MD 20814
Phone: (240) 744-7093
E-mail: brookem@esi-dc.com

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Important Things to Note

Each meeting room will be set with a head table and will be equipped with a tabletop podium and microphone, laptop computer (PC) with CD drive and USB ports, LCD projector, and screen. To confirm additional audiovisual requirements, please complete the audiovisual request section of the online conference registration form no later than May 7, 2010.

ESI will accept presentation and handout materials in any of the following formats: Microsoft PowerPoint (Office 2003 only), Word, or Excel, and Adobe PDF. Please note that we do not accept MAC files.

All presentations submitted in advance will be pre-loaded onto the computer in the session room. Because technology can be unreliable, however, it is strongly recommended that you bring a copy of your presentation with you on CD-ROM or USB flash drive on the day of the presentation as a back-up.

Copies of all presentations and handouts submitted prior to May 7, 2010 will be provided for your session room. If you do not submit a copy of your presentation and/or handouts in advance, please plan to provide your own copies on the day of the session*. Due to limited duplication capabilities we are unable to provide copies onsite; there will be no exceptions.

*350 copies minimum for plenary session speakers and 100 copies minimum for breakout session speakers.

If you have questions or need additional information, please feel free to contact Brooke McQuade at (240) 744-7093 or brookem@esi-dc.com.

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