Amplitudes Meet Cosmology (2024)

*Participants may explore the hotel property and its surrounding areas as well as engage in informal discussion with other participants.

Participants will have access to a projector and screen for computer-based talks and blackboards for those who prefer to give board-based talks.

High-speed Internet access is available.

Funding
The foundation will arrange and pay for all air and train travel to the Simons Symposium as well as hotel accommodations and reimbursement of local expenses. Business-class or premium economy airfare will be booked for all flights over five hours.

Participation
The Simons Symposium only accommodates full in-person participation. By accepting, you agree to participate fully in the scientific program, arriving on Sunday prior to the welcome dinner and departing on the following Saturday. No accommodations will be made for partial or remote attendance.

Guests & Children
It is against Simons Foundation policy for guests, including children, to accompany participants during the meeting week. Guests are welcome to join prior to or at the conclusion of the symposium at their own expense.

Air & Rail
The foundation will arrange and pay for round-trip travel from a participant’s home city to the symposium. All travel and hotel arrangements must be booked through the Simons Foundation’s preferred travel agency. Travel arrangements not booked through the preferred agency, including triangle trips and routing/preferred airlines outside budget, must be pre-approved by the Simons Foundation and a reimbursement quote must be obtained through the foundation’s travel agency.

Travel specifications, including preferred airline, will be accommodated provided that these specifications are reasonable and within budget.

All costs related to changes made to ticketed travel are to be paid for by the participant and are not reimbursable. Please contact the foundation’s travel agency for further assistance.

Personal & Rental Cars
Personal car and rental car trips over 250 miles each way require prior approval from the Simons Foundation via email.

Regardless of distance, rental cars must be pre-approved by the Simons Foundation.

The Simons Foundation will directly arrange roundtrip ground transportation between the arriving airport and the symposium hotel.

Expenses for ground transportation outside the above arrangements will be reimbursed for travel days (i.e. traveling to/from the airport) as well as local transportation.

Overview
Individuals will be reimbursed for meals and local expenses including ground transportation. Expenses should be submitted through the foundation’s online expense reimbursement platform after the meeting’s conclusion.

Expenses accrued as a result of meetings not directly related to the Simons Foundation-hosted meeting will not be reimbursed by the Simons Foundation and should be paid by other sources.

Below are key reimbursement takeaways; a full policy will be provided with the final logistics email circulated approximately 2 weeks prior to the meeting’s start.

Meals
The Simons Foundation will coordinate all meals during the symposium weeks. The daily meal limit for all other meals (i.e. those taken on travel days) is $125 and itemized receipts are required for expenses over $24 USD. The foundation DOES NOT provide a meal per diem and only reimburses actual meal expenses.

• Meals taken on travel days are reimbursable.
• Meals taken outside those provided by the foundation (breakfast, lunch, breaks and/or dinner) are not reimbursable.
• If a meal was not provided on a meeting day, dinner for example, that expense is reimbursable.
• Meals taken on days not associated with Simons Foundation-coordinated events are not reimbursable.
• Minibar expenses are not reimbursable.
• Meal expenses for a non-foundation guest are not reimbursable.

Group meals consisting of fellow meeting participants paid by a single person will be reimbursed up to $65 per person per meal and the amount will count towards each individual’s $125 daily meal limit.

Ground Transportation
Expenses for ground transportation will be reimbursed for travel days (i.e. traveling to/from the airport) as well as local transportation. While in NYC, individuals are encouraged to use public transportation and not use taxi, Uber or Lyft services.

Meeting & Policy Questions

Meghan Fazzi
Senior Manager, Events & Administration, MPS
[email protected]

Travel & Hotel Support

FCM Travel Meetings & Events
[email protected]
Hours: M-F, 8:30 AM-5:00 PM ET
+1-888-789-6639