Dear Professor Berg,
The European Studies Council at Yale University is looking forward to your participation in the upcoming Mellon ConferenceonMay 3 and 4, 2013. We are sending this important information in advance to facilitate the details of your visit and travel reimbursement.
The conference will cover your hotel charges and economy travel expenses to and from New Haven. Below are the Council's policies on travel reimbursement and travel/hotel information. Should you have any questions or need additional assistance, please do not hesitate to contact Marianne Lyden or Dana Brown by phone at 203-432-3423 or by email to
MEETING LOCATION AND PROGRAM
The Conference will be held at Luce Hall, The MacMillan Center, 34 Hillhouse Ave., New Haven, CT, which is between Sachem and Trumbull Streets.
HOTEL ACCOMMODATIONS AND CONTACT INFORMATION
Hotel rooms have been reserved for you atThe Omni Hotel, 155 Temple Street. The hotel is within walking distance from campus. The Council will pay the hotel directly for your room, local calls, and parking. All other incidentals are the responsibility of guests. Please complete the attached Visitor Information Form and return it by email as soon as possible but no later than April to or or fax to 203-432-3425 so that we can confirm your arrival and departure dates.
TRAVEL TO NEW HAVEN – International travelers please see below
Please make your travel arrangements as soon as possible and send your itinerary to Marianne Lyden on the attached Visitor Information Form.
Most of our air travelers fly into one of the New York airports (JFK, LaGuardia, Newark) or Hartford (Bradley) then take either Metro North railroad or a shuttle to New Haven. Reservations for ground transportation can be made and purchased on line. For a shuttle from the New York airports we recommend Prime Time Shuttle (1-800-377-8745 or Connecticut Limousine also operates out of New York, and is the only shuttle from Hartford ( or phone 1-800-472-5466).
For travelers from New York: Metro North Railroad ( is the easiest, least expensive service to Union Station in New Haven. For travelers from Boston, Providence, Philadelphia, Washington, Maryland or Virginia: Amtrak ( provides service directly to New Haven.
For driving directions to the University and maps of Yale campus, please visit or
TRAVEL REIMBURSEMENT – International travelers please see below
ALL REIMBURSEMENTS FROM THIS CONFERENCE MUST BE COMPLETE BEFORE JUNE 15, 2013 BECAUSE OF THE END-DATE OF THE FUNDING. PLEASE MAIL RECEIPTS PROMPTLY, THERE CAN BE NO EXCEPTIONS.
The conference will cover your hotel charges and your economy travel expenses to and from New Haven. In all cases you will need to submit all ORIGINAL RECEIPTS, appropriately dated, to the Council in order to receive a travel reimbursement. Receipts must provide proof of payment. If you use a credit card, please verify that this is indicated on your receipt. The council will also reimburse printed e-tickets and travel agent booking confirmations that include payment method or a note from travel agent.
If your travel receipts do not provide payment information, you may submit your credit card statement. Please cross out all personal information except name, last 4 digits of credit card number, and payment being reimbursed.
If you are driving your own car to and from New Haven, no need to provide gas receipts. Yale calculates mileage at $.56.5/mile.
The council will not reimburse photocopied, scanned, or faxed receipts.
Receipts may be mailed after you return home to Marianne Lyden at the Council address (below.)
SPECIAL AUDIO-VISUAL REQUESTS FOR CONFERENCE PANELS
Luce Hall is equipped for overhead projector or PowerPoint if needed. Please note on the Visitor Info Form if you need a laptop, or if you are bringing your own Windows or Mac laptop.
DIETARY RESTRICTIONS AND FOOD ALLERGIES
Please note on the Visitor Info Form if you have any dietary restrictions or severe food allergies. We will do our best to accommodate any special needs.
INTERNATIONAL TRAVELERS including US citizens traveling from outside the US ADDITIONAL INSTRUCTIONS
VISA INFORMATION
If you are NOT a U.S. Citizen or Permanent Resident you may need to obtain an appropriate visa. If you have any question regarding the correct visa type, please contact the nearest consulate in your area to answer your questions. Please let us know as soon as possible if you will need a signed formal letter of invitation in order to obtain your visa.
When you arrive at Yale, we will need to make a copy of your passport and I-94 (visa) card if any, or visa stamp page in your passport. If you currently hold a J-1 visa, please obtain a letter from the appropriate office at your sponsoring institution giving you permission to come to Yale to participate in a conference and receive reimbursement for travel, if applicable. Depending on your visa type, there may be some additional paperwork that will require your signature while you are here.
Thank you in advance for your patience and cooperation.
We look forward to welcoming you to Yale.
Marianne Lyden
European Studies Council
Luce Hall, Room 342
MacMillan Center for International and Area Studies
Yale University
PO Box 208206
34 Hillhouse Ave.
New Haven, CT 06520-8206
(203) 432-3423
Dana Brown
European Studies Council
Luce Hall, Room 332
MacMillan Center for International and Area Studies
Yale University
PO Box 208206
34 Hillhouse Ave.
New Haven, CT 06520-8206
(203) 432-3107