This section is intended for use only by those who have been invited to attend the 2025 Summer Workshop for free, and will have expenses covered or reimbursed. These attendees include:
The Hertz Foundation provides financial support for eligible attendees, covering registration, lodging, meals, and travel-related reimbursements within the guidelines specified below.
Expenses will be reimbursed upon the presentation of properly prepared reimbursement requests signed by the claimant and approved by the Hertz Foundation after the conclusion of the summer workshop. All expense reimbursement requests must be accompanied by receipts, and requests without a receipt will not be honored. Receipts are detailed documents issued by the vendor, and credit card statements are not acceptable.
Instructions for submitting electronic reimbursement requests will be sent after the event.
To assist as you incur travel expenses, attendees should aim to stay within a total reimbursement cap of $1,000 for all travel-related expenses, inclusive of airfare, mileage, local transportation, and meals, with flexibility for individual circumstances.
REGISTRATION: A code to access the free conference ticket will be emailed to qualifying attendees. If you have any issues with accessing your ticket, contact sherine@eventspired.com.
FLIGHTS: Attendees should book flights and submit receipts for reimbursement post-event. The maximum reimbursable amount is $700, covering the lowest possible excursion rate (economy class) at an advanced purchase rate or equivalent, as well as checked bag fees. Lowest airfares may require stopovers and upgrades will not be reimbursed. Expenses associated with changing travel arrangements after the initial reservations have been made will not be reimbursed unless the change is a result of program rescheduling. Any exceptions require prior approval by emailing aleza@hertzfoundation.org.
GROUND TRANSPORTATION & MILEAGE: Reasonable expenses for ground transportation (cabs, buses, Uber, Lyft, shuttles, etc.) associated with the activity will be reimbursed to the traveler at actual cost, including transportation to and from the airport and the free registrant's home or airport parking. Attendees flying into COS airport should use the shuttle provided to/from the airport and Cheyenne Resort where possible. Other transportation expenses incurred during the meeting will not be reimbursed. Personal automobile mileage will be reimbursed at the current standard rate but cannot exceed airfare reimbursement limits.
LODGING: When registering, you will be asked to enter your check-in and check-out dates for the hotel reservation that we will make for you. Please note that recommended check-in is Thursday (7/17), but exceptions can be made to check-in on Wednesday (7/16), if needed. The recommended check-out date is Sunday (7/20) and will be the latest provided option. Once you complete the event registration, we will reserve a room for you at no cost at the Cheyenne Resort. Fellows will have a private bed in a shared hotel room or suite. If you require special accommodations, please contact Aleza Stein at aleza@hertzfoundation.org prior to May 15th for approval. Lodging beyond the provided accommodations will not be reimbursed.
MEALS: Catered meals, snacks, and beverages will be provided during workshop hours. Meal expenses on travel days may be reimbursed up to $70 per day with receipts (not a per diem). Alcohol expenses will not be reimbursed.
GUESTS: A discount code will be shared with you via email to allow (1) non-Fellow guest (“Accompanying Person”) to register and attend the workshop at a reduced ticket cost. Please reach out to sherine@eventspired.com if you did not receive the discount code.
OTHER: Personal expenses such as tips, laundry, valet, travel insurance, entertainment, internet charges, etc., will not be reimbursed.
For any questions or special circumstances, please contact aleza@hertzfoundation.org before making travel arrangements.
To cancel your registration, please contact Sherine Mani (sherine@eventspired.com). If you need to cancel, we kindly request that you do so before our hotel booking deadline of June 27, 2025, to ensure we do not incur additional charges on your behalf.