Information for Speakers/Chairs
Air/rail travel and hotel accommodations will be covered for speakers/chairs who are traveling from outside of the Baltimore/Washington metropolitan area.
The Baltimore/Washington International Thurgood Marshall Airport (BWI) is the closest airport to Baltimore. Passengers arriving at BWI may transfer to the hotel the following ways:
- Taxi (approximately $40)
- SuperShuttle (approximately $20)
- MTA Light Rail ($1.70)
- Charm City Circulator (Orange Route is free)
For travel in the Northeast Corridor: Baltimore Penn Station is located approximately two miles from the Four Seasons Hotel.
All speakers are requested to use the University travel vendor (Travel On) when arranging their air/rail travel accommodations:
Telephone: 301-403-4278 OR 800-333-2115
Email Address: firstname.lastname@example.org
Please reference the IHV Annual Meeting when contacting Travel-On.
Speakers should make their individual lodging reservations at the Four Seasons. Hotel costs will be paid directly by the Institute from October 2-4. However, credit card information will be requested during the booking process in order to hold the reservation and to cover personal incidentals during your stay.
IHV is not responsible for additional billing for travel companions.
Other Speaker Expenses
Please retain all original receipts for reimbursement of ground transportation. Original receipts may be submitted to:
Institute of Human Virology
Attn: Annual Meeting Reimbursement
University of Maryland School of Medicine
725 West Lombard Street
Baltimore, MD 21201
All receipts must be received no later than Friday, November 1, 2019.
The following information is required for processing of your expense statement:
- Home Address
- Social Security Number (domestic travelers)
- Visa Number (foreign travelers)
Wire transfers are no longer available as an option for receiving the travel reimbursement payment. All travel reimbursements will be issued via check payment.
The standard time for reimbursement processing is 8-10 weeks.