2026 Solar Radiation Management Annual Meeting

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

The Simons Foundation will never ask for credit card information or require payment for registration to our events.

Group A – Speakers & Organizers

Individuals in Group A receive travel and hotel coordination within the following parameters:

Travel
Economy Class: For flights that are three hours or less to your destination, the maximum allowable class of service is Economy class.
Premium Economy Class: For flights where the total air travel time (excluding connection time) is more than three hours and less than seven hours per segment to your destination, the maximum allowable class of service is premium economy.
Business Class: When traveling internationally (or to Hawaii/Alaska) travelers are permitted to travel in Business Class on those segments that are seven hours or more. If the routing is over budget, a premium economy or mixed-class ticket will be booked.

Hotel
Up to 3 nights at the conference hotel, arriving on Wednesday, April 8, 2026, and departing on Saturday, April 11, 2026.

Group A2 – Speakers & Organizers

Individuals in Group A2 will receive travel and hotel coordination within the following parameters:

Travel
Economy Class: For flights that are three hours or less to your destination, the maximum allowable class of service is Economy class.

Premium Economy Class: When traveling internationally, the maximum allowable class of service is premium economy.

Hotel
Up to 3 nights at the conference hotel, arriving on Wednesday, April 8, 2026, and departing on Saturday, April 11, 2026.6.

Group B – Funded Participants

Individuals in Group B receive travel and hotel coordination within the following parameters:

Travel
Economy class travel will be booked regardless of flight length.

Hotel
Up to 3 nights at the conference hotel, arriving on Wednesday, April 8, 2026, and departing on Saturday, April 11, 2025.

Group C – Unfunded Participants

Individuals in Group C 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.

Air and Rail

For funded individuals, the foundation will arrange and pay for round-trip travel from their home city to the conference city. All travel and hotel arrangements must be booked through the Simons Foundation’s preferred travel agency.

Travel Deviations

The following travel specifications are considered deviations and will only be accommodated if the cost is less than or equal to the amount the Simons Foundation would pay for a standard round-trip ticket from your home city to the conference city:

• Preferred airline
• Preferred travel class
• Specific flights/flight times
• Travel dates outside those associated with the conference
• Arriving or departing from an airport other than your home city or conference city airports, i.e. multi-segment or triangle trips.

All deviations must be reviewed and approved by the Simons Foundation and, if the cost is more than what would normally be paid, a reimbursement quote must be obtained through the foundation’s travel agency before proceeding to booking and paying for travel out of pocket. All reimbursements for travel booked directly will be paid after the conclusion of the meeting.

Changes After Ticketing

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 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 Royalton Park Avenue 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

Funded individuals who require hotel accommodations are hosted by the foundation for a maximum of 3 nights at the conference hotel, arriving on Wednesday, April 8, 2026 and departing on Saturday, April 11, 2026.

Any additional nights are at the attendee’s own expense. To arrange accommodations, please register at the link included in your invitation.

Royalton Park Avenue
420 Park Ave S.
New York, NY 10016
https://www.royaltonparkavenue.com/

For driving directions to the Royalton Park Avenue, please click here.

Overview

In-person participants 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 because of meetings not directly related to the Simons Foundation-hosted meeting (a satellite meeting or 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; itemized receipts are required for expenses over $24 USD. The foundation DOES NOT provide a meal per diem and only reimburses actual meal expenses up the following amounts.

• Breakfast $20
• Lunch $30
• Dinner $75

Allowable Meal Expenses

• Meals taken on travel days (when you traveled by air or train).
• Meals not provided on a meeting day, dinner on Friday for example.
• Group dinners consisting of fellow meeting participants paid by a single person will be reimbursed up to $75 per person and the amount will count towards the $125 daily meal limit.

Unallowable Meal Expenses

• Meals taken outside those provided by the foundation (breakfast, lunch, breaks and/or dinner).
• Meals taken on days not associated with Simons Foundation-coordinated events.
• Minibar expenses.
• Meal expenses for a non-foundation guest.

• Ubers, Lyfts, taxis, etc., taken to and from restaurants in Manhattan.

  • Accommodations will be made for those with mobility restrictions.

Ground Transportation

Expenses for ground transportation will be reimbursed for travel days (i.e. traveling to/from the airport or train station) as well as subway and bus fares while in Manhattan are reimbursable.

Transportation to/from satellite meetings are not reimbursable.

Meeting & Policy Questions

Christina Darras
Events Manager
[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