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Headings (click to jump)
Annual Meeting Participation
Election of Officers
Special Note: Luncheon Reservation
Hotel Accommodations and Rates
Travel by Personal Auto
Annual Meeting Participation
ASTSWMO is pleased to invite State and Territorial Hazardous Waste, Superfund, Brownfields, Tanks (UST, LUST, and State Funds), Federal Facilities, and Materials Management managers, as well as EPA Headquarters and Regional staff, DOD officials, and other invited guests to the October 29-30, 2013, ASTSWMO Annual Meeting in Washington, DC. Due to limitations on hotel meeting space capacity and accommodations availability, priority attendance will be given to our members, federal officials, and invited guests.
This year’s Annual Meeting will feature the theme “Challenges with Groundwater: Protection of the Environment vs. Cost of Remediation.” During the morning plenary session, speakers will discuss the National Academy of Sciences’ recent paper “Alternatives for Managing the Nation’s Complex Contaminated Groundwater Sites,” the findings and implications therein, and State and federal groundwater cleanups.
Program-specific public policy forums will be conducted with federal officials on October 30 to discuss current and evolving issues of mutual interest and concern. A detailed agenda is available on our website, astswmo.org, and will be updated as new information is received.
Meeting Registration - REGISTRATION IS CLOSED
ASTSWMO is NOT charging a registration fee for any Annual Meeting attendee. However, all attendees must register for the meeting. The last day to register with ASTSWMO is Wednesday, October 2, 2013. ASTSWMO also reserves the right to close registration early if capacity is reached prior to October 2. There will be no on-site registration for the Annual Meeting.
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 (example – Dania Rodriguez); and
- please use dash marks when entering your phone and fax numbers (i.e., 202-624-5828).
Meeting registration is closed. A confirmation e-mail will be forwarded to you upon receipt of your completed registration form. Please note that confirmation of reimbursement will be sent separately by ASTSWMO staff. If you need additional assistance regarding registration, please contact Allison Goldberg in the ASTSWMO office (202-624-7883 or email@example.com).
Election of ASTSWMO Officers
Every October, the ASTSWMO membership elects a Vice-President and every two years a Secretary-Treasurer is elected per the Association’s bylaws. These officers are members of the ASTSWMO Executive Committee. The Annual Meeting is the venue for the State voting members to elect a candidate for either office. This year will feature a slate of candidates for Vice-President.
If the State voting member is unable to attend the Annual Meeting, please be sure that a proxy has been designated to vote on behalf of your State. For more information please contact Dania Rodriguez, ASTSWMO Executive Director (firstname.lastname@example.org or 202-624-5973).
ASTSWMO has funding available to reimburse a limited number of State Brownfields, Federal Facilities, Hazardous Waste, Materials Management, Superfund, and Tanks (UST, LUST and State Funds) managers for their travel expenses, lodging, and meals on a first-come, first-serve basis. Only one reimbursed attendee per State per funding source will be allowed, and ASTSWMO encourages State staff to predetermine which employees will travel with ASTSWMO funding.
ASTSWMO’s current travel and reimbursement policies and procedures are located on our website’s Travel and Reimbursement page. Please review these policies; they have changed recently and may be different from others you are used to using. For more information regarding ASTSWMO travel procedures and allowable expenses, please contact Allison Goldberg (202-624-7883 or email@example.com).
ASTSWMO strongly suggests that attendees make their hotel reservations in advance of receiving out-of-State travel approval and/or funding confirmation from ASTSWMO 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 October 28 (October 27 for the Board of Directors and Federal Facility Subcommittee members) or return home later than October 30, you must submit a completed Special Travel Request form and the supporting documentation to Charles Reyes in the ASTSWMO office (fax: 202-624-7875 or email to firstname.lastname@example.org) prior to finalizing your travel plans.
If the meeting attendee travels outside of the approved travel dates and does not receive approval prior to their travel, then ASTSWMO reserves the right not to reimburse the traveler for their airfare or mileage.
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 Charles Reyes in the ASTSWMO office (202-624-7882 or email@example.com).
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 postmarked no later than Monday, December 2, 2013.
Special Note: Luncheon Reservation
Please indicate on the registration form if you plan to attend the ASTSWMO-provided luncheon meal on Tuesday, October 29, 2013. 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 firstname.lastname@example.org) to cancel your lunch reservation by Wednesday, October 16, 2013.
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 meals and incidentals rate and/or mark that meal as “provided” on the reimbursement form so that travelers cannot claim expenses for that meal.
Hotel Accommodations and Rates
The 2013 ASTSWMO Annual Meeting will be held at the Washington Hilton in Washington, DC. The hotel is located in the Dupont Circle neighborhood of Northwest DC and is within walking distance to Metro’s Red Line, restaurants, shopping, sites, and more.
ASTSWMO reserved a block of sleeping rooms at the government rate of $219 for single and double, plus 14.5% State and local taxes. Room reservations will be accepted through Wednesday, October 2, 2013; reservations made after that date will be subject to room and date availability. Attendees should contact the hotel at 202-483-3000 and attendees must specify the code “ASTSWM” when making reservations over the phone with the hotel. To book your room:
1919 Connecticut Ave., NW
Washington, DC 20009
Hotel: 1-800-HILTONS or 202-483-3000
Group code: ASTSWM (for phone reservations only)
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. Hotel check-in is 4:00 PM and checkout is 11:00 AM. Please visit the hotel website for more information about their cancellation policies: http://www3.hilton.com/en/hotels/district-of-columbia/washington-hilton-DCAWHHH/about/policies.html.
If the room block at the Washington Hilton is full and they are sold out of government rate rooms, you may choose to stay at a nearby hotel. (ASTSWMO has no overflow hotel, and cannot reimburse for more than the contracted rate.) While this list is neither comprehensive nor meant as an endorsement, hotels near to the Washington Hilton include:
- Courtyard Washington, 1900 Connecticut Ave., NW, Washington, DC, 20009 - (800) 321-2211
- Hotel Palomar (A Kimpton Hotel), 2121 P St NW, Washington, DC 20037 - (202) 448-1800
- The Omni Shoreham, 2500 Calvert St NW, Washington, DC 20008 - (202) 234-0700
- The Washington Marriott Wardman Park, 2660 Woodley Rd NW, Washington, DC 20008 - (202) 328-2000
The federal per diem rate for Washington, DC is $71/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 and Transportation
The closest and most convenient airport is Ronald Reagan Washington National Airport (DCA), which is 7 miles from the hotel. Washington Dulles International Airport (IAD), located in suburban Virginia, is about 25 miles from the hotel. The Baltimore-Washington International Airport (BWI) is located about 35 miles away near Baltimore, MD.
If you are taking the Metro to the hotel from National Airport, please know that National Airport is serviced by the Yellow and Blue Lines. Therefore, one must take the Yellow into Gallery Place or the Blue into Metro Center to transfer to the Red Line towards Shady Grove and get off at Dupont Circle Station or Woodley Park – Zoo/Adams Morgan Station. For more information and to plan your Metro trip, visit www.wmata.com.
For comparative purposes, the minimum taxicab fares are about $25-35 from National Airport, about $50-60 from Dulles Airport, and approximately $75-85 from BWI Airport to the hotel. ASTSWMO does not reimburse for rental cars. All airports are serviced by Super Shuttle service and other group transportation modes, which are the most cost-effective options. Go to www.metwashairports.com or www.bwiairport.com for more detailed ground transportation information. If possible, please share a cab with fellow attendees.
Travel by Personal Auto
Members seeking reimbursement who wish to drive to the Annual 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 Request 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 $0.565 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. If self-park is not available, ASTSWMO will reimburse the full cost of valet parking. A receipt is required when the total cost of the parking exceeds $75, regardless of the daily rate.
Please visit the hotel website for detailed driving instructions: http://www3.hilton.com/en/hotels/district-of-columbia/washington-hilton-DCAWHHH/maps-directions/index.html.
ASTSWMO is committed to minimizing the environmental impact of this meeting 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 October 23, 2013, 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.
Please contact Allison Goldberg in the ASTSWMO office (email@example.com or 202-624-7883) with any special accommodation needs. You may also list them on the registration form, which has a text box in which to list ADA and other special needs.
Deadlines to Remember
Make your Hotel Reservations and Register with ASTSWMO by: October 2, 2013.
If you must change your lunch reservation, please do so by: October 16, 2013.