IMPORTANT DATES
January 15, 2019 Registration, Airfare & Hotel Reservations Open
February 5, 2019 Ecosystem to Ecosystem Call for Proposals Closes 11:59 p.m. ET
February 27, 2019 Airfare Reservations Closes 11:59 p.m. ET
March 8, 2019  Registration and Hotel Reservations Closes 11:59 p.m. ET
 

WHO SHOULD ATTEND

As a member of the STEM Learning Ecosystems Community of Practice, travel, hotel and registration costs for two people will be covered by the STEM Learning Ecosystems Initiative. Additional STEM Learning Ecosystem members are encouraged to attend, as noted below. Additional attendees will be responsible for their travel, hotel and registrations costs.

We suggest your team include: 

The STEM Learning Ecosystem Lead should always plan to attend. Others that are strongly encouraged to attend include:

  • Local employer(s)
  • PK-12 leaders
  • Formal and informal educators including out-of-school time providers and STEM-rich institutions
  • Local funders
  • Local and state government leaders
  • Post-secondary leaders
  • VISTA Members
  • VISTA Supervisors
This Convening will focus on the key areas of family engagement and public awareness, so we also encourage you to invite community members leading or contributing in those areas. 

PUTTING YOUR TEAM TOGETHER

As you work to determine your team, please keep in mind:

  • Two members' registration, travel and hotel will be supported by the STEM Learning Ecosystems Initiative. Please talk with your STEM Learning Ecosystem Lead about registering as one of these two slots.
  • We have been able to lift restrictions on the number of team members. We encouarge ecosystems to bring at least 4-5 members, but more are permitted (as space allows). Additional members will be responsible for the costs of registration, travel and hotel.
  • At this Community of Practice Convening, we have invited communities to submit proposals for sessions. The speaker/presenter being proposed should be included as a member of your team.
  • VISTA Members and their Supervisors should also be included as members of your team. Please note that there will be a VISTA Supervisor meeting at the Convening. VISTA Members' (not their Supervisor) travel, hotel and registration is also supported by the STEM Learning Ecosystems Initiative.

TRAVEL AND HOTEL ARRANGEMENTS

How will hotel accommodations be arranged?
You will be responsible for reserving your hotel room. We will provide a reservation link as part of the registration process. We have negotiated a rate of $219 per night plus taxes during our convening.

How will travel be arranged?
For the two STEM Learning Ecosystems Community of Practice Members being supported by the Initiative, your airfare reservations will be arranged by our travel agent Manya Petropaki. She will contact you to arrange travel logistics once your online registration form is completed and submitted.

Every effort will be made to secure flights that are not too burdensome or restrictive.
NOTE: For the airfare supported by the STEM Learning Ecosystems Initiative, we will pay the 30 day prepay fare only. If you wish to change to a different flight or change dates, the additional costs will be your responsibility.
 
All other attendees are responsible for arranging their own travel.
 
What if I cannot get a flight in time to arrive for the start of the meeting or return flight after the meeting?
For a handful of people, where flights into and out of the New Orleans area may be challenging, we will cover your hotel room for a third night. However, we anticipate most participants will arrive on Wednesday, April 3, 2019 and depart following the meeting on Friday, April 5, 2019. Please make note of any foreseen challenges on the online registration form.

REGISTRATION DETAILS

How much does it cost to register?
Registration is $495 (members) and $695 (non-members) for attendees.  All major credit cards are accepted for payment during the registration process. Alternatively, let us know if you need an invoice sent to you for payment.

What costs are covered by the STEM Learning Ecosystems Initiative?
For two attendees from each Ecosystem, the STEM Learning Ecosystems Initiative will support:
  • Registration ($495 per person)
  • Airfare - 30 day prepaid coach fare at lowest possible rate
  • Hotel room and tax for two nights (incidentals will not be covered)

In addition, the STEM Learning Ecosystems Initiative will support the registration, travel, and hotel for STEM Ecosystem VISTA Members. All VISTA Members are required to register via this online form and work with the Afterschool Alliance for travel arrangements.

Each participating STEM Learning Ecosystem is encouraged to bring a team comprised of multiple members to the Convening. Two registrations for members of each participating STEM Learning Ecosystem are supported by the STEM Learning Ecosystems Initiative. Additional members are responsible for their own travel, registration and hotel costs.

CANCELLATION POLICY

  • Registration:  Cancellation or request for changes to convening registration must be made in writing and received no later than March 3, 2019 for refund. Any cancellations received after March 3, 2019 will not be refunded.
  • Airfare:  For airfare purchased by the STEM Learning Ecosystems Initiative, any costs associated with changing flight dates, etc. is the participant's responsibility. The STEM Learning Ecosystems Initiative will not assume any costs associated with flight changes once the purchased has been made. In addition, in cases where the participant is forced to cancel their airfare, he/she is responsible for notifying us in writing as soon as possible. The participant will be invoiced the airfare amount, and he/she will have the flight credit with the airline.
  • Hotel:  For hotel being supported by the STEM Learning Ecosystems Initiative, cancellation or request for changes to hotel reservations must be made in writing as soon as possible. If the hotel reservation is cancelled less than 24 hours prior to check-in, the participant will be invoiced the hotel rates plus taxes.

CONSENT TO USE OF PHOTOGRAPHIC/VIDEO IMAGES

The STEM Learning Ecosystems Community of Practice will build a photo and/or video library of the STEM Learning Ecosystems Global Community of Practice Convening for social media and website. As a participant in this event, you may be photographed in group shots. The STEM Learning Ecosystems Initiative has the right to use group images in photographs, videotapes, and electronic reproduction. In the event that we interview, film, and record your words, the STEM Learning Ecosystems Initiative will seek your expressed permission.

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For any questions, please contact us at info@stemecosystems.org.