Argonne National Laboratory

Users Week 2007
May 7-12, 2007

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Deadlines
- April 9: poster abstracts
- April 10: non-U.S. registration
- April 22: housing
- April 23: registration

Elections
- APS
- CNM

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- 8.5 x 11
- 11 x 17

For Organizers

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Past Meetings

2006
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Please note: guidelines for air travel reimbursement were revised February 26, 2007.

Guidelines for Workshop and Plenary Session Speakers

  • Provide the title of your talk to your organizer by March 1.
  • Send your abstract to the workshop or session organizer by March 30, or by the date the organizer specifies.
  • For the abstract, use a standard journal format for authors and affiliations (see sample abstract).
  • You will receive a release form to give permission to publish the abstract in program book and on the web.
  • You must register at http://www.aps.anl.gov/Users/Meeting/2007/ by April 30 (April 10 for non-U.S. citizens).
  • See important reimbursement guidelines below.
  • U.S. citizens: bring a photo ID (driver's license or other Federal photo ID) to show at the visitor's center on arrival.
  • Non-U.S. citizens, see important access instructions below.
  • Send your  audiovisual/computer needs (electrical needs, laptops, LCD projectors, microphones, slide projectors) to the organizer.
  • When you arrive at the meeting, pick up your meeting packet immediately, before going  to the workshop. The packets contain expense report forms.
  • During your presentation, keep to your allotted time.
  • Return your expense report to your organizer as soon as possible.

Reimbursement

  • If the organizer says your registration fee will be reimbursed: On the registration form, you must check the option "pay at registration." Details will be handled at the meeting.
  • If the organizer says your air travel will be reimbursed:
    • You must use a U.S. carrier for air travel. If a foreign carrier is used, airfare cannot be reimbursed.
    • Before you buy a ticket, you must obtain a price quote through the User Office. (The purpose is to confirm that the lowest reasonable fare is chosen.) Contact Lori Moore, lmoore@aps.anl.gov, 630-252-8152, with your desired itinerary.
    • When you have a quote from Lori, you can buy your own ticket by whatever means you prefer.
    • Air travel will be reimbursed to the amount quoted by Lori, or to the reimbursement amount authorized by the organizer, whichever is lower. (If the authorized amount exceeds the airfare quote, the remainder can be applied to other authorized expenses.)
  • Expense reports: Original receipts are required. Return your expense report to your workshop organizer.
  • Honorarium: If an "honorarium" is given instead of reimbursement, the amount will be taxable.
  • Housing: Housing is reimbursable to the extent agreed with your organizer.
  • Car rentals: Rentals between Chicagoland airports and Argonne National Laboratory are reimbursable to the extent agreed with your organizer. You must use a compact car and obtain the most economical rate possible. You must prepurchase gasoline or return the vehicle full. For vehicles returned that require gasoline, the reimbursement will be limited to the pre-purchase rate.
  • Personal cars: Mileage, gasoline, and tolls are reimbursable to the extent agreed with your organizer.
  • Train: The expense of train travel is reimbursable to the extent agreed with your organizer.
  • Taxi: Taxi expenses are reimbursable provided they are reasonable.

Non-U.S. Citizens

Please register in advance.  Both new visits and returning visits need current/approved DOE paperwork before site access can be granted.

When you arrive at Argonne, you must show two forms of identification: a current passport plus the appropriate in-status INS documents, depending on your visa status:

Non-U.S. citizens who are Legal Permanent Residents (green card holders)
-- Permanent Resident Info (number begins with A#....)
-- Passport

Canadian citizens
-- Canadian Driver's License
-- Passport

Expired visa and visa extension requested
-- (Most recent) I-94 number, country of issue, and expiry date
-- Passport; show both at Visitor Reception Center on arrival at Argonne National Laboratory

Visa waiver countries
-- I-94W (visa waiver), stamped in passport
-- Passport; show both at Visitor Reception Center on arrival at Argonne National Laboratory

In-status visa
-- Passport
-- Appropriate alternate credentials; fax to 630/252-9250 at time of registration and show at Visitor Reception Center on arrival at Argonne National Laboratory

  • J-1 visa holder -- please submit DS-2019 (Certificate of Eligibility for J-1 Status)
  • F-1 visa holder -- please submit I-20 (Certificate of Eligibility for Nonimmigrant Student Status for Academic and Language Students)
  • Change of status -- please submit I-797 (Adjustment of Status Form) or I-485 (Application to Adjust to Lawful Permanent Resident, or adjust status)

 

 

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