National Meeting Logistics Packet January 20 th January 22 nd, 2017 #HSEYIEC

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National Meeting Logistics Packet January 20 th January 22 nd, 2017 #HSEYIEC We are thrilled to kick-off our annual National Meeting in Denver, Colorado!

1 National Meeting Logistics Packet January 20 th January 22 nd, 2017 #HSEYIEC We are thrilled to kick-off our annual National Meeting in Denver, Colorado! As opening day approaches, we wanted to share our excitement with you as we send some important details for the weekend. We recommend that you print or save this document for your travels. Below you will find arrival details, schedules, and logistical information in order to help you prepare for the meeting. We can t wait to see you there! As always, please do not hesitate to let us know if you have any further questions or concerns. Please us at Exchangeyear.Events@ef.com, or call and ask to speak to Alyssa Sands, Melissa Holleran, or a member of the Events Team. PRE-DEPARTURE INFORMATION Climate: Temperatures in Denver typically range from 40-50⁰F during the day and around 15-25⁰F during the evening at this time of year. Denver is sunny 300+ days of the year. While days will likely be sunny, be prepared for rain and/or snow. Packing Information: Dress is as follows: o Thursday (RCs Only): Casual o Friday: Casual o Friday evening: Region colors and/or region spirit California: Yellow Frontier: MT, WY, UT, AZ, ND, SD, CO, NM, OK, TX Purple Midwest: NE, KS, MN, IA, MO, WI Red Northeast: ME, NH, VT, MA, RI, CT, NY, NJ, PA, DE, MD, VA, WV, OH, MI, IN, IL Navy Northwest: WA, OR, ID, NV Blue Southeast: AR, LA, KY, TN, MS, AL, NC, SC, GA, FL Orange o Saturday: Business Casual Includes slacks or khakis, dress shirt or blouse, open-collar or polo shirt, dress, skirt, blazer, sweater, and comfortable shoes. o Saturday evening: Après Ski Go casual with a sweater and boots; get cozy with flannel and a hat; or go retro with a jumpsuit and windbreaker. See attire ideas at the end of this document. o Sunday: EF Gear We will be running a World Placement & Technology Spectacular throughout the weekend. Bring your laptops, tablets, smart phones or other devices to learn more tips and tricks for the Hub from an IT or Placement team member. In addition to completing a group service project on Sunday, we are asking all IECs to bring a donation of new or gently used hats, mittens, gloves, and/or scarves for the Denver community in need. Donations should be dropped off at the EF Welcome Desk. 1

2 TRAVEL INFORMATION *We recognize that IECs will be arriving in Denver at different times. The below information details how to meet up with EF staff either at the airport or at the hotel. Transportation to and from the hotel /Denver airport (DEN) is provided for on Thursday 1/19 & Friday 1/20 and departing on Sunday 1/22. See shuttle times and information below. IECs traveling on other dates and to other gateways need to provide their own transportation to the hotel. Luggage: Generally, one carry-on bag is sufficient for this duration of travel. Typically, airlines will charge you a fee for checking a bag. o Airlines have varying size and weight restrictions on checked luggage. Some airlines may impose additional charges if you choose to check any luggage. Please contact your airline or refer to its website for detailed information regarding checked luggage. As a reminder, EF does not reimburse for bag fees. o Generally one carry-on bag is permitted, provided that it does not exceed 45 inches (length + width + height). For the latest rules and regulations on what you can or can t bring on the airplane, visit Important items necessary for travel: Driver s License. All passengers checking in at the airport will need their Driver s License or government issued photo identification with their name as it is listed on their ticket. o IECs who are driving or taking a train to the meeting should also bring a government issued ID as they will need identification to check into the hotel and for certain portions of the weekend. Flight tickets. Please see your e-ticket receipt for your ticket number and confirmation number, which was sent to you via if you booked your flight through EF. We recommend that you print it for reference. Should you need another copy of your e-ticket sent, please exchangeyear.events@ef.com. Remember to label your baggage and carry your valuables, medication and important documents with you. Important information for IECs who are driving to the National Meeting Please note that there is a fee to park on property, which IECs will pay at the hotel. IECs should select the self-park option ($29/day) and will need to pay for this fee upfront. IECs who do not have any additional modes of transportation to the meeting (flight/train) will receive a reimbursement for their parking and mileage up to their budgeted amount. IECs who are driving will receive an from the Events Team following the meeting with details about how to submit their mileage and parking receipts. All driving reimbursements will be completed online. o Please note, IECs who are flying/taking a train, then renting a car and parking at the hotel will be responsible for their own parking fees. Timing: We recommend arriving at the airport at least two hours before your departure time for domestic flights. ARRIVAL IN COLORADO Flight Arrival Proceedings: When your plane lands in Denver, proceed through the concourse to the intra-airport train to transfer to the main baggage terminal. All IECs should proceed to the main baggage terminal, regardless of whether you have checked a bag (not covered by EF) or not. Collect your luggage, if applicable. Once in the main baggage terminal, locate DOOR 506 (adjacent to baggage claim 16 on the West side). There you will find a Destination Services coordinator attired in a lime green polo shirt, black trousers, and holding an EF sign. He/she will assist you to your vehicle. 2

Destination Services will provide shuttle transportation between the DEN airport and the hotel f on Thursday, January 19 th and Friday, January 20 th during certain hours.

3 Destination Services will provide shuttle transportation between the DEN airport and the hotel f on Thursday, January 19 th and Friday, January 20 th during certain hours. They have received your specific flight information. Please see shuttle information below for details on timing of shuttles. *Please note: EF staff will be at the airport on Thursday, January 19 th from 12:30 p.m. to 8:00 p.m. and Friday, January 20 th from 8:00 a.m. to 6:00 p.m. to assist with pick-up. EF staff will be located in the main baggage terminal wearing pink t-shirts. Drivers Please select to self-park at the hotel. There is an additional charge for valet service. See Travel Information above. Airport Map: Shuttle Departures from the Denver Airport to Hyatt Regency Denver: Main Arrival Days: o Thursday: Shuttles will depart every 30 minutes from the airport between 9:30 a.m. 8:00 p.m. o Friday: Shuttles will depart every 30 minutes from the airport between 8:30 a.m. 6:30 p.m. Anyone arriving outside of Thursday and Friday will need to arrange their own transportation to the hotel. See suggestions below. Any guests not registered on your registration form do not have transportation arranged. Guests who wish to use the shuttle must be registered and pay the $75 registration fee. Airport shuttles will drop off at the main entrance of the hotel. IECs will receive shuttle departure information onsite at the National Meeting. o IECs with flights prior to 2pm will have specific shuttle times. o IECs with flights at 2pm or later will have suggested shuttle times. Shuttles will run every 30 minutes from 11:30am to 5:30pm. Alternate Transportation Options If you need to make your own travel arrangements to the hotel or are traveling to Denver on alternate arrival/departure dates there are a couple transportation options. RTD Light Rail Service: The light rail runs between the Denver Airport and downtown Denver for $9.00 one way. o Light Rail Service runs all day/night, with the exception of between the hours 1:30 a.m. 3:30 a.m. Frequency is every 15 minutes from 5:00 a.m. - 7:00 p.m. and every 30 minutes at all other times. o Disembark at Union Station. You can then access the free 16 th Street Shuttle (see details below) or take a cab/uber to the hotel. 3

4 Cab/Uber 16 th Street Mall Ride Shuttle: If you are already downtown and need to get to the Hyatt Regency Denver, the hotel is located 2 blocks from the free 16 th Street Mall Ride Shuttle at the California Street stop. Hotel Information: Address: Hyatt Regency Denver at Colorado Convention Center th Street Denver, Colorado Phone number: Website: Check-In Time: 3:00 p.m. Check-Out Time: 11:00 a.m. Per hotel protocol, IECs will be asked to put a credit card down for incidentals. IECs will not be charged for room or tax fees. Altitude Sickness Denver sits 5,280 feet above sea level. Shortness of breath, headaches, and fatigue are symptoms of altitude sickness. Be sure to keep yourself hydrated and take some extra time to rest and allow your body to adjust to the elevation. EMERGENCY FLIGHT INFORMATION Flight Delays or Cancellations: If your flight is delayed or cancelled, please take the following steps: Go to the airline counter and get yourself rebooked on the next available flight. Do not call EF first the airline is in a better position to help you immediately and will have better access to more flights! o If you booked your own flight, please update EF once you have arranged a new flight. Once your flight is rebooked, call the EF office and ask to speak to a member of the Travel Support team at They will be on site in Denver and will then be able to relay your information to the logistics team in Colorado. o If you are unable to reach a member of the Travel Support Team, please contact Alyssa Sands at If applicable, EF will inform Destination Services of your new flight information to adjust your shuttle time. IMPORTANT NUMBERS: Event Team Number: Flight Emergencies: Hyatt Regency Denver: MEETING INFORMATION EF Welcome Desk Hours & Location Thursday, January 19 th : 12:00 p.m. 8:00 p.m. Location: Mineral Foyer Friday, January 20 th : 9:00 a.m. 6:00 p.m. Location: Mineral Foyer Saturday, January 21 st : 7:00 a.m. 6:00 p.m. Location: Centennial Foyer Sunday, January 22 nd : 7:30 a.m. 12:45 p.m. Location: Centennial Foyer 4

5 EF Welcome Desk Information: You will check in at the EF Welcome Desk separately from checking into the hotel. From the EF Welcome Desk, you will be directed to pick up the following materials: o 2017 National Meeting Guide o Nametags that should be worn at all times throughout the conference o EF Shirt o EF Bag EF Store: HSEY materials will be available to browse and purchase during the Expo Extravaganza on Saturday afternoon. Thursday, January 19 th EVENT SCHEDULE 12:00 8:00 p.m. Registration Desk Mineral Foyer 5:00 6:30 p.m. RC Welcome Drinks & Appetizers Mineral Hall BC 6:45 p.m. Bus Boarding for RC Dinner & Fun Front of Hotel 7:00 10:00 p.m. RC Dinner Rhein Haus Friday, January 20 th 9:00 1:00 p.m. Red Rocks & Buffalo Bill Museum Optional Excursion Meet in Lobby 9:00 6:00 p.m. Welcome Desk Open! Mineral Foyer 2:00 2:45 p.m. Welcome 1 st Year Meeting Attendees! Capitol Ballroom Orientation Session 2:00 5:30 p.m. Worldwide Placement & Technology Spectacular Mineral Hall B-G 3:00 4:00 p.m. The World of a Teenager: A Panel Discussion Centennial A-C 4:15 5:15 p.m. Promoting Inclusion: Sexual Identity & Orientation Centennial A-C 7:15 8:30 p.m. It s the Little Things: Welcome to Denver! Centennial D-H Dinner & Toasting! 8:30 10:00 p.m. A Taste of Thailand: Desserts & Dancing! Capitol Ballroom Saturday, January 21 st 7:00 6:00 p.m. HSEY Information Desk Centennial Foyer 7:15 8:45 a.m. Welcome Breakfast Capitol Ballroom 9:00 12:00 p.m. Region Time with built-in break California Centennial A Frontier Centennial D Northwest Centennial F Midwest Centennial BC 5

6 Southeast Centennial GH Northeast & Great Lakes Centennial E 12:00 1:15 p.m. Lunch Capitol Ballroom **Choose Your National Meeting Journey throughout the course of the afternoon! Choose 1 of the 3 workshops offered for Networking & Recruiting and similarly for Supporting & Counseling Students. Pay a visit to as many booths as you can during the Expo Extravaganza and be sure to match a student!** 1:30 2:30 p.m. Hit the Slopes: Workshop #1: Networking & Recruiting Green Circle: Developing Your Network Blue Square: Leveraging Your Network Black Diamond: Branding HSEY in Your Network Centennial F-H Centennial D Centennial E 2:30 6:00 p.m. Expo Extravaganza! Mineral Hall, Spotlights in Mineral Foyer Agate & Granite 3:30 4:30 p.m. Coffee Break Available Centennial Foyer Hit the Slopes: Workshop #2: Supporting & Counseling Students 2:45 3:30 p.m. Green Circle: The Art of the Family Meeting Centennial F-H 3:45 4:30 p.m. Blue Square: A Proactive Approach to Student Moves Centennial F-H 4:45 5:30 p.m. Black Diamond: Triumphing in Tough Times Centennial F-H Repairing Relationships 7:15 10:00 p.m. Après Ski at the EF Ski Lodge Centennial Ballroom Sunday, January 22 nd 7:30 8:45 a.m. Breakfast Capitol Ballroom 7:30 12:45 p.m. HSEY Information Desk Centennial Foyer 9:00 10:15 a.m. Cultural Workshops: Your Choice Breakout Rooms Sweden Centennial A Korea Centennial D Italy Centennial F Austria Centennial BC Norway Centennial GH The Netherlands Centennial E 10:15 10:45 a.m. Coffee Break Centennial Foyer 10:45 11:15 a.m. Congratulations & Looking Ahead Centennial DE 11:15 11:45 a.m. Service Project Fun! Centennial DE to Capitol Ballroom 1:00 5:00 p.m. Red Rocks & Buffalo Bill Museum Optional Excursion Meet in Lobby 6

MEALS & EVENTS *Any dietary restrictions noted in your IEC registration will be accommodated throughout the weekend. All buffets should be labeled with dietary info.

7 MEALS & EVENTS *Any dietary restrictions noted in your IEC registration will be accommodated throughout the weekend. All buffets should be labeled with dietary info. On Friday night, please inform your server of any dietary restrictions. Breakfast Breakfast will be provided for all meeting participants and guests who have paid for the meal plan on Saturday and Sunday mornings. See your agenda details on the time and location. Lunch Lunch will be provided for all meeting participants and guests who have paid for the meal plan on Saturday. See your agenda details on the time and location. Friday Dinner It s the Little Things: Welcome to Denver! Join us for dinner and a welcome from staff in Centennial Ballroom. See suggested region seating below for your reference. After dinner we will journey to Thailand for desserts and dancing. Bring your region spirit, and get ready to kick off the National Meeting! Note: Friday s drink tickets can be used throughout the evening. There will be wine available on the dinner tables. 7

Saturday Dinner Après Ski at the EF Ski Lodge Kick up your feet and keep out of

Wear a comfy winter flannel or sweater and enjoy a night of dinner and dancing.

Come together for a service project benefiting local Denver charities.

8 Saturday Dinner Après Ski at the EF Ski Lodge Kick up your feet and keep out of the cold at the EF Ski Lodge! Wear a comfy winter flannel or sweater and enjoy a night of dinner and dancing. Sunday Service Project Supporting Denver! Come together for a service project benefiting local Denver charities. Hear from local leaders in the Denver community as we work together to make an impact. In addition to completing a group service project on Sunday, we are asking all IECs to bring a donation of new or gently used hats, mittens, gloves, and/or scarves for the Denver community in need. Donations should be dropped off at the EF Welcome Desk. 8

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