CfAO Fall Retreat 2007

Non-CfAO
Members/Industrial Participants
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For CfAO Members and Researchers:

The CfAO Fall Retreat, will be held at the UCLA Conference Center at Lake Arrowhead, California from November 1st to 4th, 2007. It provides Center members and invitees a forum for sharing their current research results and activities, planning collaborations, and for informal interactions. Topics on the agenda will be based on the Themes: Education, Extremely Large Telescopes, Extreme Adaptive Optics & Vision Science.

Draft Agenda for the Fall Retreat

DATE AND TIME:

Arrival: Thursday, 1 November:
Room registration begins at 3 PM
Put up posters
Late afternoon wine/beer reception
Dinner and the evening session
Departure: Sunday, 4 November after lunch
**Note: EAB Members stay for a working lunch meeting until about 3:00 PM.

REGISTRATION:
Registration is open through Sunday, September 30, 2007. Please register early; there are fewer spaces this year. This registration invitation and link is FOR YOU ONLY. If someone else uses YOUR registration link, due to the mechanics of the system, their registration will override and eliminate yours. If you feel someone was omitted from the invitation list, please contact us as soon as possible.

LOCATION & DRIVING DIRECTIONS:

UCLA Lake Arrowhead Conference Center

Driving Directions

AIRPORTS: You must fly with a US Carrier.
The closest airport is the Ontario Airport (ONT), a 90 minute drive from Lake Arrowhead. Southwest Airlines flies directly there from San Jose, Oakland, Los Angeles, Buffalo, NY and Houston, TX. You can see their flights at the following web address:

http://southwest.com/cgi-bin/buildItinerary2?ref=bktrvl_gn

An alternate Airport is the Orange County Airport (SNA), a 2 to 2 1/2 hour drive from Lake Arrowhead.

GROUND TRANSPORTATION TO UCLA LAKE ARROWHEAD CONFERENCE CENTER

SHUTTLE SERVICE:
You can take the Super Shuttle to the UCLA Conference Center from the Ontario or Orange County Airports. If possible, please book your shuttle with others, as the cost is much less with each person that travels on the Shuttle. For example, the cost is $94 each way for the first person from Ontario Airport to the UCLA Conference Center, and $9 for each person thereafter. You will need to make a reservation at:

Website: http://www.supershuttle.com/

Phone Number: 1-800-258- 3826

CAR RENTAL:
You may also drive to the UCLA Conference Center from the Airport. If possible, please schedule your flight so that you can share a ride. If you need assistance in finding a carpool partner, please email the CfAO Main Office at cfao@ucolick.org for a list of other attendees in your area.

CAR INSURANCE FOR RENTAL CARS:

Car Rental Instructions for University of California academics and staff:
The University of California will not reimburse for added car insurance when you rent a car, so if you don't personally have insurance that covers car rentals, the University has negotiated car rental agreements (for UC staff & students only) with several car rental companies that include insurance. University agreements cover any damage sustained by the rental vehicle and provide increased liability coverage. In order to be covered you must identify yourself as a University employee and provide the applicable UC ID#. Below is a list of approved rental companies & UC ID#'s.

Enterprise Rent-A-Car: 1-800-261-7331
Corporate Acct #UCSYST; Pin: UNI
Hertz Corporation: 1-800-654-3131
UCID#: 73528
National Car Rental: 1-800-227-7368
UCID#: 5007826
Advantage Rent-A-Car: 1-800-777-5500
Rate Code: STCAL
(Preferred rate for the University of California)

**Note: Only these agencies are approved for use by UC employees.

Car Rental Instructions for Non-University of California employees:
Check with your institution for their rental car rates and policies. Use your institution's rental car agreements if possible to ensure the best rates and coverage.

If your institution does not have a car rental agreement, and you do not have personal insurance that covers car rentals, non-UC employees should accept Liability (LDW) and Collision (CDW) Damage Waiver insurance ONLY when renting a vehicle. Please note that car rental companies will offer you many different types of insurance, which you should decline. We can only reimburse for Liability and Collision insurance.

POSTERS:
Poster registration is available through your personal registration web link.

ROOMS:
You will be assigned a room in a 2-bedroom, 2-bath apartment.

SPOUSES/PARTNERS:
We regret that there is no space for spouses/partners.

LATE ARRIVALS:
The Main Lodge of the UCLA Conference Center closes at Midnight.
IMPORTANT: Please email the CfAO Main Office at cfao@ucolick.org and let us know if you will arrive after Midnight. Late arrivals need to be noted on the rooming list so that a key and conference map can be provided. If you have notified us about your late arrival, your key and conference map will be waiting for you in an envelope, located to the right of the Main Lodge front door, in a black mailbox.

REIMBURSEMENT INFORMATION:
(USA Residents Only)

CfAO Post Travel Reimbursement Form & Instructions (pdf)

204 Form & Instructions (pdf)

Required for all CfAO Members who wish to be reimbursed for travel expenses:

You must always fill out and SIGN a POST TRAVEL EXPENSE FORM.
If you have not previously been reimbursed by UC Santa Cruz, have changed your mailing address or if you are not a US citizen, you will need to fill our a PAYMENT DATA RECORD form STD 204. This form allows the accounting system to cut a check to you. If you are in doubt, fill it out.
Resident Aliens (holders of Green Cards): You must attach a copy of your Green Card.
Foreign Visitors (holders of B-1, B-2, WB, WT, J-1, F-1 and H1B Visas) - Additional Requirements:
- A copy of the foreign visitor's I-94 record is required and signature page of passport.
- A CERTIFICATION OF ACADEMIC ACTIVITY form is required for B-1, B-2, WB and WT visas.
We will reimburse you for your travel costs. For those flying: we will reimburse round trip airfare and the cost of ground transportation from the airport to the UCLA Conference Center.
Flight ticket reimbursement requirements: You must fly on a US carrier. You are expected to find the most inexpensive flight.
Personal vehicle reimbursement requirements: If you use your own car, you will be reimbursed at the rate of $0.485 per mile, not to exceed the cost of same distance air travel.
Reimbursement forms will be available at the Retreat. Remember to include all original receipts when you turn in your reimbursement forms.

NO TRAVEL PACKAGE DEALS WILL BE ACCEPTED

YOU MUST PURCHASE AIRFARE, GROUND TRANSPORATION, HOTEL, ETC. SEPARATELY. Retain all required itemized receipts to submit with your travel reimbursement request.

Itemized receipts are required for reimbursement of airfare, lodging, rental cars, etc.
Electronic receipts are acceptable as long as the detail provided is sufficient to substantiate the expense.
Reimbursement of ticket-less or e-ticket airfare expenses require that the traveler submit a copy of the itinerary, a written receipt obtained at the airport, or a passenger receipt coupon.
A detailed lodging receipt (folio) must show itemized expenses in order to ensure that valid expenses are reimbursed. If lodging is purchased via the web, include supporting documentation obtained at the time of purchase.
Photocopies of receipts are not an acceptable substitute for original receipts.

If you have questions, please contact the CfAO Main Office at cfao@ucolick.org or 831-459-5592.

For Non-CfAO Members/Industrial Participants:

The Center for Adaptive Optics will hold its 8th annual Science and Technology Retreat from Thursday evening, November 1, through Sunday lunch, November 4, 2007 at the UCLA Conference Center in Lake Arrowhead, California. This year's program will feature a variety of sessions of potential interest to industry and government participants in the areas of astronomy, vision science and other applications of Adaptive Optics.

Draft Agenda for the Fall Retreat

Logistical details are provided below for area lodging and transportation.

NOTE: Unfortunately, the CfAO Fall Retreat is so popular that all 130 rooms at the UCLA Conference Center have been filled by CfAO members. Meals are provided by CfAO.

LOCATION & DRIVING DIRECTIONS:

UCLA Lake Arrowhead Conference Center

Driving Directions

AREA LODGING:
Lake Arrowhead Chamber of Commerce

Lake Arrowhead Resort
Highly Recommended
Reservations: 909-336-1511

Saddleback Inn
1-800-858-3334

Tree Top Lodge
1-800-358-8733

AIRPORTS:
The closest airport is the Ontario Airport (ONT), a 90 minute drive from Lake Arrowhead. Southwest Airlines flies directly there from San Jose, Oakland, Los Angeles, Buffalo, NY and Houston, TX. You can see their flights at the following web address:

http://southwest.com/cgi-bin/buildItinerary2?ref=bktrvl_gn

An alternate Airport is the Orange County Airport (SNA), a 2 to 2 1/2 hour drive from Lake Arrowhead.

GROUND TRANSPORTATION TO UCLA CONFERENCE CENTER

SHUTTLE SERVICE:
You can take the Super Shuttle to the UCLA Conference Center from the Ontario or Orange County Airports. You will need to make a reservation at:

http://www.supershuttle.com/

CAR RENTAL:
You may also drive to the UCLA Conference Center from the Airport.