FAQs: Counselor Fly-In Event 2020
October 16, 2019
What will Southwestern pay for?
SU will reimburse up to $250 in travel expenses. We will also be covering the cost of a double occupancy room at the Sheraton Austin Georgetown Hotel for Sunday night. In addition, we will provide dinner on Sunday, January 26th and breakfast and lunch on Monday, January 27th. We will also provide transportation to and from the airport, bus station, or provide parking on campus. Transportation to and from campus and off-campus locations will also be included.
How will I be reimbursed?
If not driving their own vehicle to campus, our guests must complete the required paperwork and book their ticket by our travel deadline to ensure timely reimbursement. If traveling by their own vehicle, there will be a mileage reimbursement form. If choosing to rent a car, Southwestern will cover gas and directly pay for the rental. Once guests check in for our program on campus, a reimbursement check will be mailed to the address they have requested. We will continue to work with you post program until we have successfully reimbursed your travel costs.
How will I get to Southwestern?
You are welcome to book a flight to the Austin Bergstrom International Airport; we will provide your transportation from the airport to the host hotel. If you drive your own car to campus, mileage reimbursement at the federal rate of $0.58 per mile will be given. You may also want to rent a car from Enterprise, and Southwestern will directly pay for the rental and cover gas charges. Or, if you’d like someone else to do the driving, you may want to explore options on Vonlane or other bus companies; in this case, transportation will be provided from the drop-off location to campus. If you are planning on extending your visit either before or after seeing Southwestern, let Rebecca Rother (firstname.lastname@example.org) know, and we will make appropriate arrangements.
How long is the program?
The tentative schedule runs from 3pm on Sunday until 1pm on Monday. If you are not driving yourself, we suggest planning to arrive in Austin no later than 12:00 p.m. on Sunday and leaving no earlier than 4:00 p.m. on Monday. Further details will be provided upon registration.
Will there be free time during the program?
There isn’t much free time scheduled into the program. We have a lot to show you and not a whole lot of time to do it! We are happy to work with you to think about the possibility of extending your visit either before or after our formal program. Central Texas and Austin are beautiful areas to explore and also home to many other wonderful colleges and universities. We will not be partnering with any other institutions while you are on our campus but are happy to help think through logistics if there are others you are considering visiting. We love the city of Georgetown and want to give you the opportunity to see where you students would be living; therefore, we will not be in the city of Austin for this event.
What should I pack?
Attire for the program is fairly casual, and participants should pack clothing in which they feel comfortable moving about campus. We suggest comfortable shoes, as you will be walking around campus throughout your visit. The weather here in January can be unpredictable, ranging from low 30s to high 60s, so please make sure to keep an eye on things as the event moves closer.
How does rooming work?
Southwestern has secured rooms at a local hotel in Georgetown. The rooms will be double occupancy (a select number of single occupancy are available for an additional cost), and a list will be sent out before the event of attendees. Roommate requests may be made then, or you will have the opportunity to meet a new colleague.
What if I can’t stay for the whole program?
Space is limited for this program, so please plan on attending all sessions and staying for the full duration of the program. If your schedule does not allow for this, we will be happy to add your name to the list for future programs or welcome you to campus should you find yourself in our area in the future.
May anyone (spouse, partner, colleague, etc.) accompany me?
Because this is an invitation-only event, we cannot include others during official program sessions. While you’re certainly welcome to explore Georgetown and Austin prior to and after the program with a traveling companion, we want to be clear that there will be no free time during the event to interact with those not invited to the program. Additionally, hotel rooms will be double occupancy.