Embed Size (px)
Citation preview
District Governors-Elect Seminar
REGISTRATIONLOGISTICS PACKET
District Governors-Elect Seminar 1 Registration Logistics Packet
DGE Seminar Registration Logistics Packet It is our pleasure to send you information on the 2018 District Governors-Elect (DGE) Seminar and 101st International Convention in Las Vegas, Nevada USA.
In this booklet you will find information on how to:
• Register for the DGE Seminar and International Convention• Reserve your hotel room in Las Vegas, Nevada• Book your travel arrangements• Plan for your attire during the DGE Seminar
Carefully review the information in this booklet. Please refer to the Preliminary DGE Seminar schedule when making your plans. Be sure to return your registration and travel form to the LCI Registration and Housing Department by Friday, December 15, 2017 in order for LCI to secure your hotel and travel arrangements.
Please note, you will receive a second logistics mailing in May 2018 that will include your hotel confirmation, airport transfers, meal allowance payment (if qualified) and updated seminar information.
Questions regarding the 2018 DGE Seminar should be directed to:
Questions Regarding: Contact Telephone # Email
Registration/Hotel Arrangements
Penny SiwulaKathy Gorgan
+1 630-468-6731+1 630-468-6863
[email protected]@lionsclubs.org
Travel/Flight ArrangementsLynda RohrJan Uecker
+1 630-468-6832+1 630-468-6877
[email protected] [email protected]
Travel Reimbursement Laura Delgado +1 630-468-6846 [email protected]
Seminar Program Content/Meal Allowance Payment Qualification Requirements
Cynthia Bianchi +1 630-468-6770 [email protected]
Meal Allowance Payment Reimbursement
Linda Brzoska +1 630-468-6844 [email protected]
Up-to-date information is available on LCI’s official web site: www.lionsclubs.org (search “DGE”) OR you may check the DGE Facebook Page by searching 2018 DGE Las Vegas.
We look forward to welcoming you to Las Vegas!
District Governors-Elect Seminar 2 Registration Logistics Packet
Table of Contents:MARK YOUR CALENDAR ............................................................................................ 3
REGISTRATION - DGE SEMINAR AND CONVENTION .............................................. 4
HOTEL ACCOMMODATIONS ....................................................................................... 5
Special Needs............................................................................................................... 5
AIRPORT TRANSFERS IN LAS VEGAS ....................................................................... 6
TRAVEL POLICY AND PROCEDURES ........................................................................ 6
DGE Seminar Travel Reimbursement Policy .................................................................. 6
Adult Companion Travel Reimbursement Policy ............................................................ 7
Pre- or Post-Convention Travel ..................................................................................... 8
PRELIMINARY DGE SEMINAR SCHEDULE ............................................................... 9
MEAL ALLOWANCE ..................................................................................................... 9
GROUP MEALS ........................................................................................................... 10
TRANSLATION/INTERPRETATION ........................................................................... 10
Personal Language Assistance ................................................................................... 10
PASSPORTS AND VISAS ............................................................................................ 11
SUGGESTED ATTIRE .................................................................................................. 11
MAKING CHANGES .................................................................................................... 12
Venues:(Locations are subject to change)
All DGE Seminar events will take place at the MGM Grand Hotel.
District Governors-Elect Seminar 3 Registration Logistics Packet
MARK YOUR CALENDAR
Friday, December 15 �à Please submit your 2018 DGE Seminar & International Convention Registration & Travel Form by this date
Friday, December 29 �à Completion deadline for the DGE Assignments (required to receive DGE meal allowance payment)
Wednesday, January 31 ��à Deadline to book airline reservations for the 2018 DGE Seminar
May 2018 �à Logistics mailing with your hotel confirmation, airport transfers, meal allowance payment, and updated seminar information
Friday, May 11 �à Deadline for submission of companion airfare reimbursement request form
Monday, June 25 �à DGE Hotel Check-in date
Wednesday, July 4 �à DGE Hotel Check-out date
Friday, July 27 ��à Deadline to submit local transportation expense claims to LCI
District Governors-Elect Seminar 4 Registration Logistics Packet
REGISTRATION & HOUSING - DGE SEMINAR AND CONVENTIONLCI will process the DGEs registration and housing for the 2018 DGE Seminar and the International Convention. All DGEs are assigned to the MGM Grand Hotel. Click here for an informational sheet regarding the MGM Grand Hotel.
Let’s get started!
Step 1: Complete the 2018 DGE Seminar & International Convention Registration & Travel Form for yourself and your companion and return to [email protected] by Friday, December 15, 2017.
❑ Registration for the DGE is complimentary; the fee for your adult companion (US$150.00) will be deducted from your meal allowance payment, if applicable.
❑ To register children or other family members for the International Convention, please download the convention registration form and return to [email protected].
Step 2: You will receive an email from LCI confirming your registration and be given details to book your airline reservations. Please follow the detailed procedures for booking air travel to Las Vegas, Nevada. The detailed travel procedures will vary based upon your geographical location.
❑ All DGE airline reservations must be handled by LCI’s approved travel agency and booked by the deadline Wednesday, January 31, 2018.
❑ The approved DGE arrival date is Monday, June 25 and the approved DGE departure date is Wednesday, July 4.
Step 3:
❑ Review instructions to book your travel in ATTACHMENT #2 corresponding to the country you reside in.
❑ Correspond with the travel agency and book your travel.
❑ Changes made after the initial 24 hours may incur an additional fare difference plus penalty/change fees which are considered a personal expense.
❑ All tickets are electronic unless otherwise noted.
❑ Follow instructions on ATTACHMENT #2 regarding payment/reimbursement of your airfare.
District Governors-Elect Seminar 5 Registration Logistics Packet
HOTEL ACCOMMODATIONSUpon receipt of your completed Registration and Travel form, LCI will make a hotel reservation for you and your adult companion at the MGM Grand Hotel for the LCI approved arrival date of Monday, June 25 and the LCI approved departure date of Wednesday, July 4. You are required to stay at the DGE Hotel through the end of the convention.
❑ If you need additional nights, please note the additional dates on your Registration Form. Additional nights are subject to availability and are a personal expense, as is the Daily Resort Fee.
❑ LCI will pay for one room, double occupancy with either 1 bed or 2 beds for the LCI approved dates only. Requests for additional guests and/or rooms need to be booked through LCI. A hotel deposit of US$200 is required to book an additional room once your request is confirmed by LCI.
❑ LCI is managing the DGE Housing. In order to avoid confusion with the hotel, please do not contact the hotel directly. All requests should be directed to LCI at [email protected]. Your hotel confirmation will be mailed to you in May 2018 by LCI. Please bring it with you to Las Vegas and present it to the front desk at check-in.
Any balance due for additional nights, incidental charges, additional guests, Daily Resort Fee, and taxes associated with these charges, and the taxes associated with these charges, will be collected by the MGM Grand Hotel from the DGE at check-out.
Special Needs
❑ LCI will make every
effort to accommodate
guests with disabilities.
Please indicate your
detailed needs on the
Special Needs Form.
❑ LCI will forward special
requests to the hotel.
Room types, bedding
and special requests
are limited and subject
to the hotel’s availability
at time of check-in and
cannot be guaranteed
in advance.
District Governors-Elect Seminar 6 Registration Logistics Packet
AIRPORT/TRAIN TRANSFERS IN LAS VEGAS Round trip transportation from the airport to the MGM Grand Hotel for you and one (1) adult companion on the LCI approved travel dates will be provided at no cost to you by LCI. The airport transfer vouchers for the DGE and one (1) adult companion will be included in the May 2018 DGE mailing from LCI.
To purchase additional transportation vouchers for family members, please email LCI at [email protected].
TRAVEL POLICY AND PROCEDURES Airline Travel:Please note all DGE and adult companion’s flight arrangements must be made by Wednesday, January 31, 2018. Early bookings will allow for more direct routings, flight options, and availability.
PLEASE FOLLOW PROCEDURES FOR BOOKING AIRFARE UNDER ATTACHMENT #2.The procedures will vary based upon your geographical location.
DGE Seminar Travel Reimbursement Policy
Lions Clubs International will reimburse the following travel costs:
❑ One (1) economy class round-trip airline ticket by the most direct route for the DGE.• Ticket reimbursement will be based
upon the lowest logical standard or discounted economy class fare for the period of travel.
• You are required to abide by LCI’s travel policy to receive reimbursement.
❑ Round trip transportation between your home and home airport will be reimbursed with submission of Lions Clubs International DGE Local Transportation Form with receipts. The most up-to-date form can be found on the LCI website on the Finance Resources page.
❑ Parking at the airport will be reimbursed provided it is less than round trip mileage, taxi, bus, train or shuttle service.
❑ LCI will reimburse each DGE only for the first checked bag within the airline’s guidelines for size and weight.• Additional checked luggage or excess baggage fees are a personal expense.
Airline baggage policy varies by carrier, please check with the appropriate airline for more information.
• The expense for the first checked bag can be claimed along with your local transportation costs.
District Governors-Elect Seminar 7 Registration Logistics Packet
Adult Companion Travel Reimbursement Policy
Lions Clubs International will reimburse the following travel costs for your adult companion:
❑ Per board policy, LCI will pay up to US$500, if applicable, for your adult companion’s travel to the DGE Seminar and International Convention.• Reimbursement is for airfare only• Checked luggage fees are considered a personal expense for the adult companion
❑ Adult companions may make their flight arrangements with: • Carlson Wagonlit Travel• Travel agency of their choice• Directly with the airline• Online through a travel website
❑ All adult companions are responsible for paying for their own flight arrangements at time of ticketing.
❑ Airlines routinely change their flight schedules and operating times for various reasons. Once a schedule change happens, the airlines will revalidate the ticket and in some cases the airlines require that the ticket needs to be reissued by the travel agency which may result in a re-ticketing fee (per ticket).
CWT will monitor flight reservations booked directly by their office for the DGE Seminar.
Re-ticketing fees for the DGEs will be covered by LCI. If CWT is required to reissue a ticket for the adult companion, the re-ticketing fee must be paid by the DGE and will be applied towards the US$500 reimbursement for eligible adult companions. Should the re-ticketing fee and the cost of the adult companion air travel exceed US$500, the DGE is responsible for the difference as it is a personal expense.
❑ For reimbursement of up to US$500 the DGE must submit a completed DGE Adult Companion Travel Expense Claim form (Attachment #3) along with the following documents:• Copy of ticketed travel itinerary including all routings, airlines, flight numbers, class of
service, arrival/departure dates and times and airfare and ticket number.• Proof of purchase (a copy of your paid receipt or credit card statement).
Claims may be submitted immediately after tickets are booked and proof of payment is received. The above documentation must be submitted to LCI’s Accounting Department by Friday, May 11, 2018.
LCI offers and prefers to make payments electronically, providing that LCI’s bank permits electronic banking in your country. Please visit our Finance page to determine if you qualify for electronic reimbursements. If you qualify, please complete the appropriate direct deposit agreement form and submit to [email protected].
District Governors-Elect Seminar 8 Registration Logistics Packet
Other Modes of TransportationIf you choose to travel to Las Vegas, Nevada by car, train or bus, limited expenses will be reimbursed in accordance with the association’s Reimbursement Policy.
The maximum amount of reimbursement will be 1.5 times the lowest available airfare as of April 2, 2018 provided you are accompanied by an adult companion and the total cost for companion does not exceed US$500. If alone, single airfare will be reimbursed. If driving with another DGE, only one allowance will be reimbursed. This is all inclusive of hotel, meals, mileage or tolls en route and parking at the convention hotel. If you are considering driving to Las Vegas, please note that parking averages US$12.00/per day. Parking fees are subject to change. A DGE Driving claim form can be found on the DGE website page as well as on the LCI website under Finance Resources.
Please return the DGE Driving Claim form to LCI’s Accounting Department, along with receipts, by Friday, July 27, 2018 for reimbursement.
* LCI does not pay/reimburse travel for the adult companion of a provisional district or an established district which has been transitional for 24 or more consecutive months. (To request additional information regarding the status of your district, prior to proceeding with your travel arrangements, please send an email to: [email protected].)
At the end of your fiscal year as district governor, if your transitional/provisional district meets the required minimum of 35 clubs and 1250 members; or shows a net membership increase of one or more, your adult companion’s airfare will be reimbursed based on current policy. Please keep the receipts for your adult companion’s travel, until you are notified by LCI that you are eligible for reimbursement. Adult companion travel payment is non-transferable.
Pre- or Post-Convention Travel
If you are planning a pre- or post-convention tour, please make sure your travel dates do not conflict with the approved arrival date of June 25 and departure date of July 4 for the DGE Seminar and International Convention.
Your airfare will be reimbursed based upon the lowest logical standard or discounted economy class fare to/from Las Vegas that you would have received traveling on the approved travel dates. Should the airfare for your pre- or post-convention travel itinerary be more expensive, the fare differential will be considered a personal expense. Any additional hotel nights, meal charges, travel expenses for stays beyond the approved travel dates will be considered a personal expense.
District Governors-Elect Seminar 9 Registration Logistics Packet
DGE SEMINAR SCHEDULE Please visit The DGE Seminar website for the preliminary DGE Seminar schedule. The schedule is subject to change.
DGE ASSIGNMENT GUIDE/ MEAL ALLOWANCE You will receive an email containing information about your independent homework assignments. These include reading assignments and quizzes that address skills essential to your success as district governor. Timely completion is critical as all work assignments must be completed by the established due date in order to qualify to receive the DGE meal allowance payment for the 2018 DGE Seminar.
Your meal allowance payment, if applicable, will be sent to you in the May 2018 confirmation mailing. Districts set up for electronic payments will be processed prior to your departure.
Please note that LCI will not provide any check cashing or currency exchange services in Las Vegas. However, ATM terminals are plentiful in Las Vegas and currency exchange services are available at the airport and at the MGM Grand Hotel. We strongly encourage you to cash your check immediately upon receipt. LCI will be unable to issue checks onsite.
Adult companions do not receive a meal allowance payment.
District Governors-Elect Seminar 10 Registration Logistics Packet
GROUP MEALSThe following group meal functions are included in the DGE Seminar program:
For the District Governor-elect
• DGE Lunch – Wednesday, June 27• DGE Lunch – Thursday, June 28• DGE Lunch – Friday, June 29• DGE Seminar Celebration Banquet– Friday, June 29
For the Adult Companion
• DGE Seminar Celebration Banquet– Friday, June 29
Each DGE and one (1) adult companion will attend the DGE Celebration Banquet. Please contact Penny Siwula at [email protected] to register additional guests. Additional DGE Banquet admissions cost $150.00 per person, regardless of age, and are subject to availability.
TRANSLATION/ INTERPRETATION DGEs have been assigned to classroom groups based on the official district language as identified by the District and Club Administration Division at LCI. A group leader fluent in that language will facilitate the classroom portion of the seminar. Classroom group language changes must be requested in writing to Cynthia Bianchi at [email protected] no later than Tuesday, January 30, 2018. Changes are subject to space availability.
The Opening Ceremony and all General Sessions will be presented in English. LCI provides for language interpretation support in the following languages: Chinese, Finnish, French, German, Hindi, Italian, Japanese, Korean, Portuguese, Spanish and Swedish.
DGEs and companions who need translation will receive a translation headset in Las Vegas.
Personal Language Assistance
If you are bringing a personal interpreter (for a language other than those specified above), the interpreter must register in advance with LCI and adhere to LCI’s policy and procedures. Please contact Penny Siwula at [email protected] to request a “Personal Interpreter Registration Form.” The completed form and applicable fees must be returned to Penny Siwula by Tuesday, January 30, 2018. Approval is subject to classroom space availability.
District Governors-Elect Seminar 11 Registration Logistics Packet
PASSPORTS AND VISAS For international travelers to Las Vegas, Nevada, USA, a passport and/or visa may be required, depending on the traveler’s country of citizenship and length of stay. Passports must be signed and contain sufficient blank pages for any visa stamps. Passport expiration dates must be greater than six months beyond your stay. Please check with your local consulate for visa requirements.
Information can also be found at: www.travel.state.gov. Additional information regarding travel documents may be found on the LCICON page. DGE Invitation letters for international travelers are available upon request and requests should be directed to [email protected].
A passport, driver’s license or state photo identification card is required for U.S. citizens. See www.tsa.gov for more information.
SUGGESTED ATTIRE
Men Women
Business Business suit or sport coat and tieSuit or separates with skirt, slacks or dress
Formal White or Black dinner jacket Evening or cocktail attire
District/Multiple District Uniform Jacket and tie or scarf as determined by your district or multiple district
Suggested attire for events during the DGE Seminar:
Photo Session with First Vice President Gudrun Yngvadottir and Dr. Jon Bjarni Thorsteinsson
Business or District/Multiple District Uniform
Opening Ceremony, all General Sessions, and Classroom Sessions
Business or District/Multiple District Uniform
DGE Seminar Celebration Banquet Formal or National Dress
District Governors-Elect Seminar 12 Registration Logistics Packet
MAKING CHANGESIf you need to make a change after you have sent in your registration form, simply send an email to [email protected]. Please submit any changes by March 30, 2018.
➠➠ Hotel Reservation: Change your hotel arrival and/or departure dates. All changes are subject to hotel availability.
➠➠ Correct the Spelling of a Name: Submit a correction to the spelling of either your name or your adult companion’s name.
➠➠ Cancel: If you find that you or your adult companion cannot attend the DGE Seminar and/or convention, please notify LCI immediately.
See you in Las Vegas!
Convention Registration and HousingLions Clubs International 300 W 22ND STOak Brook IL 60523-8842 USAlionsclubs.orgemail: [email protected]: 630.468.6914 fax: 630.571.1689facebook.com/lionsclubslcicon.org
2018 DGE LM 1 EN 9/17
