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»Register for the Mid-Year Meeting
»Draft Agenda
Headings (click to jump)
Mid-Year Meeting Participation
Meeting Agenda
Meeting Registration
Reimbursement Opportunities
Special Note: Luncheon Reservation
Hotel Accomodations and Rates
Airport Transportation
Green Meeting
Special Accomodations
Mid-Year Meeting Participation
ASTSWMO is pleased to invite State and Territorial (State) staff from the Hazardous Waste, Superfund, Brownfields, Tanks (UST, LUST, State Fund), Federal Facilities, Sustainability and Solid Waste programs, EPA Headquarters and Regional staff, DOD officials, and other invited guests to the April 25-26, 2012, ASTSWMO Mid-Year Meeting in Montgomery, AL. Because of limitations on hotel meeting space capacity and accommodations availability, priority attendance will be accorded to our State members, federal officials and invited guests.
Meeting Agenda
This year’s Mid-Year Meeting will feature the theme “Emergency Preparedness,” with speakers discussing national trends and program issues regarding this important topic from the perspectives of State, EPA and other attendees on Wednesday, April 25, 2012.
Program-specific sessions will focus on the meeting theme as well as examine relevant topics of interest to State and Territorial waste managers. Program-specific public policy forums will be conducted with federal officials on Thursday, April 26 to discuss current and evolving issues of mutual interest and concern. A detailed agenda will be available on our website, astswmo.org, and will be updated as new information is received.
Click here for the most current draft agenda.
Meeting Registration
ASTSWMO is NOT charging a registration fee for any Mid-Year Meeting attendee. However, all attendees, including speakers must register for the meeting. The last day to register with ASTSWMO is Monday, March 26, 2012. We have a new registration process which does require some additional information from each registrant. As you complete the registration form, we ask that you:
- please do not use all uppercase or all lowercase letters in typing your contact information (correct example – Dania Rodriguez); and
- please use dash marks when entering your phone number (i.e., 202-624-5828).
Due to size limitations, ASTSWMO reserves the right to close registration prior to the March 26, 2012, deadline.
Please click here for the online registration form. A confirmation e-mail will be forwarded to you upon receipt of your completed registration form. If you need additional assistance, please contact Allison Goldberg in the ASTSWMO office at 202-624-7883.
Reimbursement Opportunities
ASTSWMO has funding available to reimburse a limited number of State Hazardous Waste, Solid Waste, Superfund, Brownfields, Federal Facilities, Tanks (UST, LUST, and State Fund) and Sustainability program attendees for their travel expenses, lodging, and meals on a first-come, first-serve basis.
ASTSWMO’s current travel procedures and reimbursement policies are located on our website’s Travel and Reimbursement page. Please review these policies as they may be different from others you are used to using. For example, ASTSWMO does not pay for rental cars or phone/internet charges. For more information regarding ASTSWMO travel procedures and allowable expenses, please contact Dania Rodriguez (202-624-5973 or daniar@astswmo.org) or Allison Goldberg in the ASTSWMO office (202-624-7883 or allisong@astswmo.org).
ASTSWMO strongly suggests that attendees make their hotel reservations in advance of receiving out-of-State travel approval and/or funding confirmation from ASTSWMO in order to ensure room availability at the contracted rate. You can cancel your hotel reservations later, if necessary.
Additional night stay-overs must be pre-approved by ASTSWMO prior to travel. ASTSWMO does not reimburse travelers for hotel or meal expenses associated with additional stay-over days before or after the meeting. If you plan to travel earlier than April 24 (April 23 for the Board members or select Task Force/Focus Group members attending their respective meetings on April 24) or return home later than April 26, you must submit a completed Travel Exception Form and the supporting documentation to Dania Rodriguez in the ASTSWMO office (fax: 202-624-7875 or email: daniar@astswmo.org) prior to finalizing your travel plans.
The Special Travel Request forms are located on our website’s Travel and Reimbursement page. Should you have any questions regarding reimbursement or special travel, please contact Dania Rodriguez in the ASTSWMO office (202-624-5973 or daniar@astswmo.org). Please note: we will not approve any extended stay forms retroactively. You must submit them prior to traveling to the Mid-Year Meeting. ASTSWMO reserves the right to not reimburse the attendee for their extended stay airfare if the extended stay forms are not submitted and approved prior to the Mid-Year.
Also, please note: For those who will be reimbursed by ASTSWMO, please submit your reimbursement claim as soon as you return from the meeting. ASTSWMO’s policy is that all reimbursements must be postmarked within 30 days of travel. Therefore, all Annual Meeting reimbursements must be received by ASTSWMO and postmarked no later than Wednesday, May 30, 2012.
Special Note: Luncheon Reservation
Please indicate on the registration form if you plan to attend the ASTSWMO-provided luncheon meal on Wednesday, April 25, 2012. If you do not inform us of your plans, you will not receive a luncheon ticket or be included in the luncheon count. If you plan to attend the luncheon and must cancel, please contact Allison Goldberg in the ASTSWMO office (202-624-7883 or allisong@astswmo.org) to cancel your lunch reservation by Friday, April 6, 2012.
For those seeking reimbursement please note that claims for meals should not be made when a meal is provided by ASTSWMO and the traveler had the opportunity to consume that meal. When a meal is provided at the sponsored event (i.e., a lunch with a speaker), ASTSWMO retains the right to deduct up to the actual cost for that specific meal from the total allowable daily maximum meals and incidentals rate available to the individual and/or mark that meal as “provided” on the reimbursement form so that travelers cannot claim expenses for that meal.
Hotel Accomations and Rates
The 2012 ASTSWMO Mid-Year Meeting will be held at the Renaissance Montgomery Hotel, 201 Tallapoosa Street, Montgomery, AL. The hotel is located in historic downtown Montgomery and is within walking distance to a variety of activities.
A block of sleeping rooms has been reserved at the government rate of $80 for single and double occupancy, plus 12.5% State and local taxes and a service fee of $1.50 for an inclusive rate of $91.50. Room reservations will be accepted through Monday, March 26, 2012; reservations made after that date will be subject to room and date availability. Attendees should contact the hotel at 1-800-266-9432 and must specify the “ASTSWMO Meeting” when making reservations over the phone with the hotel.
For online booking, click on the following link: https://resweb.passkey.com/Resweb.do?mode=welcome_ei_new&eventID=4031475
Renaissance Montgomery Hotel
201 Tallapoosa St.,
Montgomery, AL
Reservations Toll Free: 800-266-9432 Reservations Local Phone: 506-474-2009
Website: http://www.marriott.com/hotels/travel/mgmbr-renaissance-montgomery-hotel-and-spa-at-the-convention-center/
All reservations must be accompanied by a first night’s room deposit or guaranteed with a major credit card. Failure to cancel a guaranteed reservation will result in a charge of one night’s room and tax applied to the credit card or forfeiture of the deposit. The deposit will be forfeited for all no-shows and for all reservations canceled within 24 hours prior to arrival.
The federal per diem rate for Montgomery, AL is $51/day for meals and incidental costs. However, note that ASTSWMO reimburses actual expenses, not a flat per diem, for these items. We require original receipts for expenses over $75.
Airport Transportation
Montgomery is serviced by the Montgomery Regional Airport (MGM), located about 25 miles from the hotel. The Airport website: http://iflymontgomery.com/us/en/index.php
TAXIS/SHUTTLES
For comparative purposes, the minimum taxicab fares are about $20 from the Airport. If taking a cab, please try and share a cab to the hotel. The hotel does not offer shuttle service. The following independent shuttle services are available and one can pre-arrange pick-up service:
DRIVING TO THE MEETING
Members seeking reimbursement who wish to drive to the Mid-Year Meeting may do so provided that the total roundtrip mileage is less than or equal to 500 miles and the total cost of driving does not exceed the cost of regular roundtrip airfare. If more than 500 miles, then members must obtain prior approval from ASTSWMO by completing the Special Travel Form and Work Sheet B prior to travel as well as the supporting documentation (download this form from the ASTSWMO website’s Travel and Reimbursement page or call the ASTSWMO office to obtain these forms). Costs are calculated at the current federal mileage rate of $0.51 per mile, plus tolls. Please Note: ASTSWMO does not reimburse for on-road hotel and meal costs.
If you travel by car, ASTSWMO will reimburse for the onsite hotel self-parking fee, which is $12 a day. Since self-parking is available, we will not reimburse valet parking. A receipt is required when the total cost of the parking exceeds $75, regardless of the daily rate.
For driving directions to the hotel please visit the hotel website or visit Google maps to download accurate directions.
Green Meeting
ASTSWMO is always committed to minimizing the environmental impact of our meetings through decreasing the amount of solid waste produced by the event and disposing of solid and liquid wastes generated at the event in an environmentally responsible manner. As such, ASTSWMO has evaluated how best to distribute information on the meeting prior to and following the event.
Please note that paper copies of presentations will not be provided at the meeting. Instead, we encourage all speakers to provide their presentations in electronic format for posting on the ASTSWMO website by April 12, 2012, so that attendees can download and/or print their own copies in advance. We suggest that all attendees and speakers print any materials on recycled paper stock using both sides of the paper. Should you wish to distribute informational materials at the meeting, please bring only what is needed and take back with you everything that you don’t hand out. The hotel will provide on-site recycling of paper, plastic, and glass at the meeting.
Special Accomodations
Please contact Dania Rodriguez in the ASTSWMO office (daniar@astswmo.org or 202-624-5973) with any special accommodation needs. You should also enter the information in the appropriate textbox on the registration form.
DEADLINES TO REMEMBER
Make your Hotel Reservations and Register with ASTSWMO by: Monday, March 26, 2012
If you must change your lunch reservation, please do so by: Friday, April 6, 2012
More Information
www.weather.com
www.adem.state.al.us
www.iflymontgomery.com
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