2023 Users Committee meeting

September 5^th – Last day to register for the event

September 5^th – Last day to book a room using the group rate

September 18^th – User Workshop

September 18^th evening till September 20 – User Committee meeting

October 9^th – Last day to submit original receipts for reimbursement (Only UC members and workshop presenters).

MagLab User Workshop - Residence Inn Tallahassee Universities at the Capitol

The MagLab User Workshop will take place at the Residence Inn, which is located between Florida State University and Florida A&M University. It is five miles from the regional airport.

The event will be held in the Seminole and Rattler rooms, which totals to about 4,000 sq feet meeting space.

Address: 600 W Gaines St Tallahassee, Florida 32304-4308

User Committee Meeting - MagLab in Tallahassee (1800 E Paul Dirac Drive)

About the MagLab

The only facility of its kind in the United States, the National High Magnetic Field Laboratory (less formally known as the Magnet Lab) is the largest and highest-powered magnet laboratory in the world, headquartered in a sprawling 370,000-square-foot complex near Florida State University in Tallahassee. The lab also includes sites at the Los Alamos National Laboratory in New Mexico and the University of Florida in Gainesville. Together these three institutions operate the lab, collaborating in a unique, interdisciplinary way to advance basic science, engineering and technology in the 21st century.

The Magnet Lab

Established by the National Science Foundation in 1990, the lab is a national resource open to both curious visitors and world-renowned scientists. Centralizing the country's greatest magnet-related tools, resources and expertise is not only efficient and cost-effective, but also encourages fruitful, collaborative research at the highest level. Every year, more than 900 visiting scientists and engineers from across the world conduct experiments using our state-of-the-art equipment. Our magnets are far larger, far more powerful and far more complex than the everyday magnets most people are familiar with. Many were designed, developed and built by our magnet engineering and design team, widely recognized as the finest in the world.

Please Note: All User Committee (UC) members and workshop presenters will be reimbursed for their expenses – including registration fees - for attending the UC Meeting as well as the User Workshop.

Access to 2023 Users Committee meeting and "New Frontiers" User workshop registration page. Please make sure to register by September 5th, 2023.

• User workshop – $90
• User Committee Meeting – $110
• Both events – $200

Residence Inn Tallahassee Universities at the Capitol

Reservations can be made by calling Marriott directly at 850-329-9080 or 1800-231-3131

OR

You can also use the reservation link at this link Book your group rate for MagLab User Workshop and User Committee Meeting

Please make sure to book by September 5^th, 2023.

All User Committee (UC) members and User Workshop presenters will be reimbursed for their expenses attending the UC meeting and User Workshop by receiving a paper check after all receipts have been submitted and processed.

Prior to the meeting:

If you have never been reimbursed from the Mag Lab (Tallahassee branch), you need to be added to FSU's travel system, Concur, as a guest traveler. For that, please email: travel@magnet.fsu.edu, and our Travel Team will assist you.

After the meeting:

The information below provides details about travel reimbursement policies and procedures for the State of Florida. When your travel has been completed, please collect your original receipts, scan them, and submit original receipts for reimbursement on this link by October 9^th. We cannot reimburse travel that is paid through another institution's Tcard.

Allowable expenses not requiring original receipts but if you have a receipt, please include it:

• TAXI FARES under $30 per occasion
• PARKING CHARGES under $30 per occasion
• MEALS not provided by the Lab (reimbursed at FL state-mandated rate: Breakfast: $6, Lunch: $11, Dinner: $19)

Allowable expenses requiring original receipts or other documentation:

• TAXI FARES in excess of $30 per occasion; please indicate any tips paid (limited to 15% of the fare)
• PARKING CHARGES in excess of $30 per occasion
• RENTAL CAR (Avis/Budget/Hertz/Enterprise/National) of compact size (no additional insurance) and fuel receipts. View Florida State University Vehicle Rental Matrix document.
• HOTEL - itemized receipt showing the actual amount paid, or $0 balance due. Method of payment must accompany that; meals, drinks, and other extra expenses from a hotel are not reimbursable.
• AIR FARE
  • Please purchase your own airfare ticket or use the travel agency (see below).
  • Please submit a full detailed flight itinerary showing the passenger’s name, total amount paid, form of payment, ticket number, destinations, date, time, and class of fare.
  • The receipt should also show proof of Payment. We will only reimburse for main cabin economy class, non-refundable tickets. Should you upgrade for better airfare seat, the upgrade fee will either need to be shown on the receipt or you will need to provide a comparison taken at the time of purchase. This extra charge is not reimbursable.
  • Checked baggage will need a receipt.
  • Travelers should take the most direct route. Any deviations from either the most direct route or travel dates must have a comparison attached for reimbursement. Travelers won't be reimbursed for the difference in price due to these deviations.

We cannot reimburse travel that is paid through another institution's Tcard.

Travel Agency

Collegiate Travel Planners info: For changes to existing reservations or agent assistance, please call 888-862-2947/ 402-252-4745 OR email cua@ctptravelservices.com during normal business hours (Monday – Friday, 8:00 am – 6:00 pm ET)

For Online Booking Support, please contact Helpdesk at 1-877-208-1396 OR email na.online@travelctm.com (Monday-Friday: 8:00 am – 7:00 pm CT)

Your Travel Team phone numbers will pass through to the after-hours service, outside of normal business hours.

Visa information for travel to the U.S.

Transportation

• Transportation (Astro Shuttle) will be provided on both meeting days between the Residence Inn Tallahassee Universities at the Capitol and the lab. Details on times can be found below. Please gather in the lobby of the Residence Inn for pick up.
• For transportation between the airport and the hotel, please use a taxi.
• Should you need a rental car, please make your reservation with Avis, Budget, Hertz, Enterprise or National.

Astro Shuttle Pickup/Dropoff Times

September 19

8:00am - Shuttle departs from Residence Inn Tallahassee Universities at the Capitol to the MagLab

6:00pm - Shuttle departs from MagLab to Residence Inn Tallahassee Universities at the Capitol

September 20

8:00am - Shuttle departs from Residence Inn Tallahassee Universities at the Capitol to the MagLab

1:00pm - Shuttle departs from MagLab to airport and then Residence Inn Tallahassee Universities at the Capitol if needed

Parking

Parking is available at the Residence Inn Tallahassee Universities at the Capitol. For additional parking, please see parking around Residence Inn map. Parking at the MagLab does not require a pass.

The National High Magnetic Field Laboratory is dedicated to fostering a safe, inclusive, diverse, and equitable atmosphere for everyone visiting or using the educational and research facilities. All participants, attendees, vendors, staff, volunteers, and all other stakeholders are required to conduct themselves in a professional manner that is welcoming to all participants and free from any form of discrimination, harassment, or retaliation. Participants will treat each other with respect and consideration to create a collegial, inclusive, and professional environment. At any time during this meeting, if any concerns or issues arise, please reach out to any of the organizers.

The MagLab is funded by the National Science Foundation and State of Florida and operated by Florida State University, the University of Florida, and Los Alamos National Laboratory.

The Florida State University is An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer. View FSU's Equal Opportunity Statement.

The University of Florida strives to foster a diverse, equitable, and inclusive environment for all students, employees, partners, and visitors, and is an equal opportunity institution. View UF's Equal Opportunity Resources and visit the webpage of the UF Office of the Chief Diversity Officer.

Los Alamos National Laboratory believes diversity fuels the innovative, agile, and principled workforce that is essential to solving problems of global importance. LANL is an Equal Employment Opportunity and Affirmative Action Employer. View LANL's Inclusion and Diversity Resources.