Workshop Logistics

Workshop Timing

All participants should plan to bring a LAPTOP to the workshop. Windows operating system is preferable.

The main workshop program will begin on Tuesday July 7 at 8:00 am on the Colorado School of Mines campus. The workshop will conclude at 5:30 pm on Thursday July 9.

Participant Checklist

Pre-Workshop Meetings

Preparatory 1-hour webinars/meetings will be held in the week of June 22. There will be one each, for GPS/GNSS and the three near-surface geophysical methods (ground penetrating radar, seismic refraction, and electrical resistivity). You should plan to attend the one related to the method you will be focusing on more during the workshop and GPS/GNSS, but you are encouraged to attend all if you would like to learn more about more methods. Real-time attendance is preferable, but the sessions will be recorded for people who cannot attend at the offered times. Meetings times will be listed on the Program page.

Travel*

Colorado School of Mines is located in Golden, CO on the western side of the Denver metropolitan area. The workshop will provide hotel accommodation during the workshop and reimburse up to $750 towards travel expenses (flights and ground transportation) and $192 for lunch and dinner per diem during workshop days (total reimbursement up to $942).

EarthScope will not reimburse incurred travel expenses should the workshop be canceled for reasons outside EarthScope's control ("Force Majeure")**

Travel by Air

Denver International Airport (DEN) is the closest airport to Golden, CO. You should plan to arrive by evening Monday July 6 and depart campus no sooner than 5:30 pm on Thursday July 9. For people coming from outside the Denver area, we anticipate that most participants will stay at the hotel for the nights of July 6-9.

Participants flying into the Denver area should plan to:

Purchase their own flights and be reimbursed after the workshop

Show information on requirements for booking your own flight.

Check with the workshop organizers, Beth Pratt-Sitaula (beth.pratt-sitaula@earthscope.org) and DeeDee Okamoto (deedee.okamoto@earthscope.org), before purchasing any flights that do not follow the guidance below.

Flights should be in/out of Denver International Airport - arrive by Monday July 6; depart Friday July 10 (July 9 is also possible but departing flight should be 8:30 pm or later)
Fine to arrive/depart on different dates if the cost is similar. Please document the equivalent flight for July 6-10 travel in case our finance team asks. Typically, no additional nights of housing can be provided, but check with workshop leaders if an additional night is needed to manage your travel logistics.
Must be economy/coach class ticket (not premium economy; although basic seat selection is allowable)
Must be US air carrier
Be prudent and responsible with the ticket price you select so that grant resources are conserved
The maximum reimbursement is $750 for combined flights and ground transportation, so if you go above that, you will be responsible for the difference

OR Work with the EarthScope approved travel agent

Show information on working with EarthScope's travel agent to book flights.

Contact Janet Venard - 303 386 8592 (janet.venard@travelctm.com; us.travelctm.com)
Be ready to tell her:
- The event you are part of: EarthScope Consortium's July 7-9, 2026 Teaching Near-surface Geophysics Workshop (07_2026_TNSG)
- Your name (as it appears on government-issued ID)
- Date of birth
- Viable origin airport/s
- Travel dates if different than July 6-10 (using different dates is allowable if costs are similar; typically, no additional nights of housing can be provided by the project, but Janet will notify us if this is needed in order to attend the entire Workshop from your particular origin)
- Frequent flyer membership numbers (if any)
- Known traveler or redress numbers (if applicable; ex. TSA Precheck)

Ground Transportation to/from Denver Airport

The primary modes:

Rideshare from the airport - we will provide information about other people's arrival times in case participants are interested to carpool
Light rail to JeffCO Govt Center-Golden Station and rideshare to the hotel

Travel by Rail

There are Amtrak routes that serve the Denver region. If you choose to come via rail, follow the same basic guidance as for purchasing plane tickets (above).
RTD light rail Line W can be taken from Union Station in downtown Denver to JeffCO Govt Center-Golden Station.

Travel by Car

Travel by personal car may be used instead of common carrier options if it is comparable or cheaper in price or notably more convenient. Approved drivers will be compensated for mileage driven, plus tolls, up to the cost of comparable average airfare for an identical trip.*

If a participant prefers to travel by car, even though it is more expensive, they can only be reimbursed up to the amount of a typical economy plane ticket for the same itinerary. In order to receive approval for this option, participants must send the following to the program leads, before May 27:

A Google Maps or similar showing the mileage to be driven with a personal automobile.
A quote from Travelocity.com, or another flight search site, showing multiple comparable flight options. The average of the flight options will be used to determine the maximum mileage reimbursement amount.

One you arrive to Golden, CO:

Navigate to Hampton Inn Denver-West/Golden - 17150 W Colfax Ave, Golden, CO 80401
Our group receives complimentary parking. Since the parking lot is monitored, all guests with vehicles will need to scan the QR code on the signs in the parking lot and register their vehicle using the promotional code: hamon

Show *EarthScope travel policy on carrier selection

EarthScope travel policy states that "the most economical mode of transportation that reasonably meets business travel needs should be used. Travel by common carrier (air, rail, bus) is considered the most advantageous method. Other EarthScope methods of transportation may be advantageous only when the use of common carrier transportation would interfere with the performance of business or impose an undue hardship upon the traveler, or when the total cost by common carrier exceeds the cost by another method of transportation."

If you have any questions about your choice of travel mode, please contact Beth Pratt-Sitaula (beth.pratt-sitaula@earthscope.org) and DeeDee Okamoto (deedee.okamoto@earthscope.org) before making purchases.

Show **Force Majeure definition

The term Force Majeure shall include, without limitation, acts of God, plague, epidemic, pandemic, outbreaks of infectious disease, or any other public health crisis, including quarantine or other employee restrictions, fire, explosion, vandalism, storm or other similar occurrence, orders or acts of military or civil authority, or by national emergencies, insurrections, riots, wars, strikes, lock-outs, work stoppages or other labor disputes, supplier failures, United States federal government shutdown, or other loss or loss of access to United States federal government funds.

Lodging

Participants will stay at Hampton Inn Denver-West/Golden. Each person will have a private bedroom. Bookings will be made for participants for the nights of July 6-9 (four nights). You will be asked to provide a credit card for incidentals, but the primary hotel bill will be paid for by the project.

Communications

Hampton Inn and Mines campus offers free wireless internet access.

Getting to/from campus

All participants who are staying at the hotel will have morning and evening shuttles to/from campus. See the Program page for details on campus shuttle times.

Meals

Due to recent changes in federal regulations, the workshop will not be providing meals, snacks, or beverages. The hotel provides breakfast and participants will be given per diem reimbursement for lunches and dinners during workshop days. We will also provide guidance on local dining options and a long enough lunch break to access them.

Participants should bring their own snacks and water bottles. Travel day meals are the responsibility of the participant.

Venue

The workshop will be held in the Geophysics Department on the Colorado School of Mines campus.

Primary meeting room: East Classroom Building (ECB) 250
Other breakout rooms will include: ECB 240, 220, 210

Weather

Typical weather in the Denver area in late July has highs of ~85F and lows ~55F with a possible range of 45-100F. Usually it is sunny, but rain is possible -- particularly afternoon thunderstorms.

Packing

LAPTOP (ideally Windows OS, but some onsite Windows machines will be available)
Sturdy close-toed outdoor shoes (we will actually not be "hiking" or going long distances, but there could be some uneven ground; be sure to let us know if you have any mobility issues)
Outdoor clothes for sun, rain, heat, and cold (field sites will be on or adjacent to campus)
Field supplies that you like to use (notebook, tablet, pens, pencils, etc.)
Sunscreen, sunglasses, sunhat
Toiletries
Day pack
Water bottle (to minimize use of disposables and because beverages can not be provided by the workshop)
Snacks (opt.)
Coffee mug (opt.) (to minimize use of disposables)

Contact

Contact Beth Pratt-Sitaula (beth.pratt-sitaula@earthscope.org) and DeeDee Okamoto (deedee.okamoto@earthscope.org) with questions or if your travel is delayed.

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