Workshop Logistics

Workshop Timing

All participants should plan to bring a LAPTOP to the workshop.

The main workshop program will begin on Sunday, June 2, at 4:00 pm in the Denver Tech Center in Greenwood Village, CO. The workshop will conclude at 12:00 pm on Thursday, June 6. If you are arriving by air, you should arrive at Denver International Airport by 2:00 pm Sunday June 2 in order to get to the venue before 4:00 pm. Departures should be booked 2:30 pm or later on Thursday June 6.

Participant Checklist

Pre-Workshop Meetings

Three pre-workshop meetings in April and May. Details and documents from pre-workshop meetings

Travel*

2024 TMYN-Majors Workshop groundtransport instructions and maps (Acrobat (PDF) 434kB May10 24)

Accepted participants will be provided reimbursement for reasonable travel costs as long as they attend the pre-workshop meetings and the workshop in its entirety.

See Reimbursement page (coming soon) for more information.

Travel by Air

Denver International Airport (DEN) is the closest airport to Denver Tech Center. We ask that you plan to arrive by 2:00 pm on Sunday, June 2, and depart no earlier than 2:30 pm June 6, so that you can attend the whole workshop.

Participants flying into the Denver area have two options for obtaining plane tickets:

1) Purchase their own flights and be reimbursed after the workshop

Show information on requirements for booking your own flight.

Check with the workshop organizer (beth.pratt-sitaula@earthscope.org) before purchasing any flights that do not follow the guidance below.

Flights should be in/out of Denver International Airport - arrive by 2:00 pm Sunday June 2; depart Thursday June 6 at 2:30 pm or later
Fine to arrive/depart on different dates if cost is similar (typically, no additional nights of housing can be provided by the project; check with organizers if an additional night is needed to manage your travel logistics)
Must be economy/coach class ticket
Must be US air carrier
Be prudent and responsible with the ticket price you select so that grant resources are conserved
Maximum airfare price of $750 without approval from workshop organizers

2) Work with the EarthScope travel agent to book the ticket

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 "Math Modules Workshop" in Colorado June 2-6
Your name (as it appears on government-issued ID)
Date of birth
Viable origin airport/s
Travel dates if different from June 2-6 (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

2024 TMYN-Majors Workshop groundtransport instructions and maps (Acrobat (PDF) 434kB May10 24)

Getting to the workshop from the Denver International Airport
- Arriving before June 2 - you are responsible for getting yourself to Wingate by Wyndham Greenwood Village/Denver Tech Center before the 4:00 pm program starts if you fly into Denver prior to June 2. Instructions below may still be helpful, depending on where you are coming from.
- Arriving on June 2 - participants may take whatever ground transportation mode they wish from the airport to the venue, but reimbursements will only be $10 each way, the cost of a rapid transit ticket to the hotel vicinity unless there are extenuating circumstances*. To use rapid transit, you can take an express bus (AT line) or light rail (lines A and R) to Arapahoe at Village Center station. From there, you can walk ~15 minutes to the hotel OR call the hotel (303-626-2641) to arrange a free shuttle pickup (shuttle available 12 pm and after). If you would like a pickup, you can call the hotel once you board your bus/train and let them know your expected arrival time (specify whether you are coming via bus or rail as the pick-up locations are different).
  - 2024 TMYN-Majors Workshop groundtransport instructions and maps (Acrobat (PDF) 434kB May10 24)
Returning to Denver International Airport June 6
- Participants can take an express bus (AT line) back to Denver International Airport. Departures times are 12:02, 1:02, 1:55, 2:55. You can walk (15 min) or get a ride from the hotel shuttle to the station (workshop conveners will request a hotel shuttle in time to catch the 12:02 and 1:02 bus departures if there are participants planning to leave at that time).

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 E can be taken from Union Station in downtown Denver to Arapahoe at Village Center 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.*
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 coach plane ticket for the same itinerary.
Navigate to Wingate by Wyndham Greenwood Village/Denver Tech Center - 8000 East Peakview Avenue, Greenwood Village, Colorado 80111. Parking is free.

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) before making purchases.

Accommodations

2024 TMYN-Majors Workshop hotel vicinity map (Acrobat (PDF) 5.8MB May9 24)

Participants will stay at Wingate by Wyndham Greenwood Village/Denver Tech Center. Each person will have a private bedroom. Bookings will be made for participants for the nights of June 2-5 (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 for module authors.

Communications

Wingate offers free wireless internet access throughout their building.

Meals

Workshop organizers will do their best to provide meals that match participants' dietary needs. Be sure to provide information about dietary needs in the Participant Travel Information form. Breakfasts will be available in the hotel breakfast area. Lunches, beverages, snacks, and some dinners will be part of the workshop program. Some evenings, participants will be free to choose their own dinner location (per diem reimbursed). A variety of restaurants are available within a few blocks of the hotel. Travel day meals and dinners not provided by the workshop will be reimbursed at per diem rates.

Weather

Typical weather in the Denver area in early June has highs of ~75F and lows ~55F with possible range of 45-85F. Usually it is sunny but rain is possible -- particularly afternoon thunderstorms.

Packing

LAPTOP
Early summer clothes
Rain jacket or umbrella
Toiletries
Coffee mug (to minimize use of disposables)
Water bottle (to minimize use of disposables)
(opt.) Walking shoes - we plan to offer an opportunity for a local hike
(opt.) Text books from your discipline with quantitative examples

Contact

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

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