2024 Simons Collaboration on Ultra Quantum Matter Annual Meeting

Participation in the meeting falls into the following four categories. An individual’s participation category is communicated via their letter of invitation.

Group A – PIs and Speakers
The foundation will arrange and pay for all air and train travel to the conference 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.

Group B – Out-of-town Participants
The foundation will arrange and pay for all air and train travel to the conference as well as hotel accommodations and reimbursement of local expenses. Economy-class airfare will be booked for all flights.

Group C – Local Participants
Individuals in Group C are considered local and will not receive financial support, but are encouraged to enjoy all conference-hosted meals.

Group D – Remote Participants
Individuals in Group D will participate in the meeting remotely. Please register at the link above and a remote participation link will be sent to you approximately two weeks prior to the meeting.

Air and Rail
For individuals in Groups A and B the foundation will arrange and pay for round-trip travel from their home city to the conference.

All travel and hotel arrangements must be booked through the Simons Foundation’s preferred travel agency.

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

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.

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

Rental cars must be pre-approved by the Simons Foundation.

The James NoMad Hotel offers valet parking. Please note there are no in-and-out privileges when using the hotel’s garage, therefore it is encouraged that participants walk or take public transportation to the Simons Foundation.

Hotel
Participants in Groups A & B who require accommodations are hosted by the foundation for a maximum of three nights at The James NoMad Hotel. Any additional nights are at the attendee’s own expense. To arrange accommodations, please register at the link above.

The James NoMad Hotel
22 E 29th St
New York, NY 10016
(between 28th and 29th Streets)
https://www.jameshotels.com/new-york-nomad/

For driving directions to The James NoMad, please click here.

Overview
Individuals in Groups A & B 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 (a satellite collaboration meeting held at another institution, for example) 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 daily meal limit 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.

Attendance
In-person participants and speakers are expected to attend all meeting days. Partial participation is permitted so long as the individual fully attends the first day, which is typically Thursday for two-day meetings. Participants receiving hotel and travel support wishing to arrive on meeting days which conclude at 2:00 PM will be asked to attend remotely.

COVID-19 Vaccination
Individuals accessing Simons Foundation and Flatiron Institute buildings must be fully vaccinated against COVID-19.

Entry & Building Access
Upon arrival, guests will be required to show their photo ID to enter the Simons Foundation and Flatiron Institute buildings. After checking-in at the meeting reception desk, guests will be able to show their meeting name badge to re-enter the building. If you forget your name badge, you will need to provide your photo ID.

The Simons Foundation and Flatiron Institute buildings are not considered “open campuses” and meeting participants will only have access to the spaces in which the meeting will take place. All other areas are off limits without prior approval.

If you require a private space to conduct a phone call or remote meeting, please contact your meeting manager at least 48-hours ahead of time so that they may book a space for you within the foundation’s room reservation system.

Guests & Children
Meeting participants are required to give 24 hour advance notice of any guests meeting them at the Simons Foundation either before or after the meeting. Outside guests are discouraged from joining meeting activities, including meals.

With the exception of Simons Foundation and Flatiron Institute staff, ad hoc meeting participants who did not receive a meeting invitation directly from the Simons Foundation are not permitted.

Children under the age of 18 are not permitted to attend meetings at the Simons Foundation. Furthermore, the Simons Foundation does not provide childcare facilities or support of any kind. Special accommodations will be made for nursing parents.

Registration and Travel Assistance
Ovation Travel Group
sfnevents@ovationtravel.com
(917) 408-8384 (24-Hours)
www.ovationtravel.com

Meeting Questions and Assistance
Meghan Fazzi
Manager, Events and Administration, MPS, Simons Foundation
mfazzi@simonsfoundation.org
(212) 524-6080