CONFERENCES & EVENTS - AquaNet V
Delegate Information

AquaNet encourages students to play an active role in the program. For each project funded in 2004-05 and continuing to be funded in 2005-06, AquaNet will sponsor delegates according to the following formula:

• Two delegates from each project with 1-3 Graduate Students (GS) / Post-Doctoral Fellows (PDF), with at least one being an AquaNet-sponsored Graduate Students (GS) / Post-Doctoral Fellow (PDF)
• Three delegates from each project with 4-6 Graduate Students(GS) / Post-Doctoral Fellow (PDF), with at least two being AquaNet-sponsored Graduate Students (GS) / Post-Doctoral Fellows(PDF)
• Four delegates for projects with 7-9 Graduate Students (GS) / Post-Doctoral Fellow (PDF), with at least three being AquaNet-sponsored Graduate Students (GS) / Post-Doctoral Fellows(PDF)

For each project newly funded in 2005-06, AquaNet will sponsor one delegate.

Each Graduate Student / Post-Doctoral Fellow is expected to make an oral and / or a poster presentation. Principal investigators are asked to submit the names of those they have chosen to be covered by the central budget by Monday, June 6, 2004.

AquaNet members not covered by the central budget are strongly encouraged to use other sources of funding, such as individual AquaNet research project funds or other sources to attend and participate. Invited speakers, members of the Board of Directors (BOD), Research Management Committee (RMC), Education and Training Advisory Committee (ETAC) and administrative staff will also be covered from the central budget.

Reimbursement Guidelines

Each research project will have the following expenses reimbursed by AquaNet’s central budget:

1. Network Investigators (Faculty)
   
   
   • Round-trip economy (discount) airfare booked at least 30 days in advance, or where appropriate, use of train, rental car or private car (based on expense claim guidelines as posted on AquaNet’s Website - Internal communications section)
     
   • Necessary associated travel costs (shuttle bus, taxi from airport, parking)
     
   • 1 hotel room for three nights starting Tuesday, October 18, check-out Friday, October 21.
     
   • Registration fees
     
   • Per diem meal allowances where meals are not otherwise provided
     
     
2. Graduate students and Post-doctoral fellows
   
   The Education and Training Committee (ETAC) is developing a comprehensive student component as part of the conference, including Distinguished Lectureship, oral and poster judging and presentation awards, networking breakfast, and a student night. With the student workshop scheduled for Tuesday, October 18, 2005, the AquaNet central budget will cover 4 nights hotel accommodation (starting Monday, October 17 check-out Friday, October 21 for its sponsored Graduate Students / Post-Doctoral Fellows.
   
   
   • Round-trip economy (discount) airfare booked at least 30 days in advance, or where appropriate, use of train, rental car or private car (based on expense claim guidelines posted on AquaNet’s Website - Internal communications section)
     
   • Necessary associated travel costs (shuttle bus, taxi from airport, parking)
     
   • 1 hotel room with 2 double beds from Monday, October 17 through Friday, October 21 (4 nights). Each Graduate Student / Post-Doctoral Fellow is expected to share a room with another Graduate Student / Post-Doctoral Fellow from his/her own or another project. AquaNet administrative staff will help to arrange room sharing.
     
   • AquaNet scientific conference registration fees, coverage of banquet dinner ticket and student night.
     
   • Per diem meal allowances where meals are not otherwise provided

All researchers located within reasonable driving distance are required to use surface transportation in order to be reimbursed by the central budget. Car pooling is encouraged.

Making accommodation and travel arrangements

• Each sponsored delegate must make his/her own hotel reservation directly with the hotel and pay for his/her stay upon check-out. Please contact the Hotel Grand Pacific at Tel. 1-800-663-7550 or reserve@hotelgrandpacific.com and indicate the special AquaNet conference rate of $139. Sponsored delegates will be reimbursed.
  
  
• Each sponsored delegate must make his/her own travel arrangements. AquaNet will only cover the cost of a direct discount (economy fare) flight from your home town to Victoria and return, booked at least one month in advance, or the equivalent thereof. Where feasible and more cost efficient, please use surface transportation. Car pooling is encouraged. If the airline ticket is combined with other personal/work travel arrangements, AquaNet will require a written estimate from a travel agent of the cost of a direct flight based on an advance discount purchase fare. This is standard policy at most universities and required by Memorial University of Newfoundland. Please submit the estimate with your travel claim.
  
  
• All delegates are required to complete a registration form. Registration fees are waived for delegates sponsored through the AquaNet central budget and for all AquaNet students and post-doctoral fellows.
  
  
• Banquet and student night tickets must be purchased separately and may be purchased at the time of submitting your registration form. AquaNet will cover the banquet and student night tickets for AquaNet Graduate Students / Post-Doctoral Fellows. Students have to indicate attendance at time of registration to have fees waived.
  

AquaNet cannot provide travel advances. Each university should be able to provide travel advances for its own faculty members and students who require an advance. If your university requires a letter from AquaNet confirming that your travel will be reimbursed by the Network, please contact Brenda Lye (blye@mun.ca).

Travel Claims

Travel claims must be submitted by December 31, 2005 using AquaNet’s travel expense claim form - provided at the conference, or available from AquaNet’s website at http://www.aquanet.ca/comm/AquaNetTravelClaim_nc.pdf

You must submit original receipts with your travel claims.