CHAPLAINS' CONFERENCE: June 6-8, 2013
Prince Conference Center, Grand Rapids, MI
StudentRegistration Form
NAME _______ATTENDING? YES ____NO ____
SPOUSE ______ATTENDING? YES ____NO ____
ADDRESS ______
TELEPHONE (HOME)______(CELL) ______
Home E-mail ______
Is this your first Conference? Yes/No
Do you have a mentor? Yes/No If yes, state mentor name______
PLEASE READ THE RESERVATION AND TRAVEL GUIDELINES
Pleasemake your reservation by April 26, or an additional $25.00 must be added to each reservation
made after April26. Please pay for your meals beforeMay 29.
Daily Registration(Thur, Fri, Sat) per person -$25.00. Studentx ____days,Spouse x ____ days WAIVED
Lodging Fee(Wed, - Sat.) $75.60 per room Student x ____ days,Spouse x ____ days = $______
Student Spouse
Wednesday___Wednesday___ (Lodging Wed –Sat $75.60 )
Thursday___Thursday___
Friday___Friday___
Meals: please total the cost of all meals you plan to attend ……………………………………. = $______
You are responsible to pay for your own meals in advance or eat off site at a local restaurant.
Student Spouse
Thursday Lunch______$12.00
Supper______$22.00
Friday Breakfast______$ 7.00
Lunch______$12.00
Banquet______$20.00
Saturday Breakfast______$ 7.00
Lunch______$12.00
Banquet meal:Hazelnut Crusted Chicken-chicken breast encrusted with savory hazelnuts, topped with rosemary raspberry sauce and served with three-potato hash, fresh vegetables, salad & roll.
Late fee $25.00 $______
Make check payable to: Chaplaincy & Care Ministry Check #______Total Conference Fee $ ______
Transportation: You are responsible for your own transportation costs.
You may email or fax your reservation to Virginia Mauchmar at
Fax # 616-224-0834 Phone # 616-224-0844
Or send the form to:
Chaplaincy & Care Ministry, 2850 Kalamazoo Ave SE, Grand Rapids, MI 49560
Travel & Reimbursement Guidelines for the Chaplains Conference
The Chaplains Conference is June 6-8, 2013 at the Prince Conference Center in Grand Rapids, Michigan. Please plan on arriving before 1:00 p.m. on Thursday, June 6 and staying through noon on Saturday, June 8. If you fly into Grand Rapids, the Prince Center offers shuttle service. Chaplaincy will not pay for car rentals. Please make your travel arrangements 4 weeks in advance or you may be required to reimburse the extra cost.
Chaplaincy authorizes the payment of travel expenses for:
Full time Chaplains pay the regular registration fee and lodging (lodging is at the Prince Center). Chaplaincy will reimburse travel expenses for endorsed full time chaplains, according to the following simple rule. Reimbursement will be based on the lower amount of either the cost of air fare for one round trip verses the cost of driving with the reimbursement rate established by the Ministry Council (the IRS or Canadian Customs and Revenue Agency standard mileage reimbursement rate). Carpooling is encouraged.
Part time Chaplains pay the regular registration fee and lodging (lodging is at the Prince Center). Chaplaincy will reimburse travel expenses pro-rated upon the number of hours they currently work per week (vs. 40 hour work week). Reimbursement will be based on the lower amount of either the cost of air fare for one round trip verses the cost of driving with the reimbursement rate established by the Ministry Council (the IRS or Canadian Customs and Revenue Agency standard mileage reimbursement rate). Carpooling is encouraged.
Retired Chaplains pay for their own registration fee, lodging and their travel expenses. (Lodging is available at the Prince Center.)
Provisional Chaplains pay the regular registration fee and lodging (lodging is at the Prince Center). Travel expenses must be approved, in advance, by the director of Chaplaincy and Care Ministry. Reimbursement will be based on the lower amount of either the cost of air fare for one round trip verses the cost of driving with the reimbursement rate established by the Ministry Council (the IRS or Canadian Customs and Revenue Agency standard mileage reimbursement rate). Carpooling is encouraged.
Prospective Chaplains or non-CRC endorsed pay the regular registration fee and lodging. Travel at your own expense. Some travel grants may be available upon request to the director of Chaplaincy and Care Ministry.
Students – the registration fee is waived for students. All other expenses: meals, lodging and travel will not be reimbursed. See the registration form for meal cost. Meals may be purchased in advance or off site at a local restaurant. If you need lodging, get with Virginia.
Spouses of chaplains pay the regular registration fee and lodging; and travel expenses are not reimbursable. If flying, please pay the travel agency directly for your spouse’s ticket.
Shuttle Service - The Prince Conference Center offers shuttle service from the airport and back to the airport. Please let Virginia know if you need shuttle service.
Please note: We would like everyone to attend the conference and we are working to try and make this possible. In cases of hardship, please contact Ron Klimp at 616-224-0733 or .
Registrations are due April 26. We are asking that you pay the registration fee prior to May 17.
TRAVEL POLICY
For Chaplains and Advisory Board
A.Air Reservations- Please make your reservations 4 weeks prior to the conference to help keep our expenses down. If you make your reservation later, you may be required to reimburse the extra cost.
For U.S.-based travelers, all air travel arrangements must be made through Activa Travel, LLC in Grand Rapids, Michigan (Contact person is Nikki Helms at or or 1-800-555-2184 ext 339).
For Canada-based travelers, all air travel arrangements must be made through T.H.E. Travel Centre American Express in Canada (Contact persons is still Marcia Faber at or 866-203-8745). Be sure to identify yourself as a CRC Chaplain or Advisory Board member. These agencies will assist you in booking your flight at the lowest rate available and they will bill the CRCNA direct for payment.
Please make your reservations as far in advance as possible (a minimum of four weeks prior to departure). You will probably have an e-ticket, but your itinerary will be mailed to you.
B.Personal Vehicles
Travelers are encouraged to use a rental car when they are driving more than 200 miles/kilometers per day. Personal vehicles used under 200 miles/kilometers per day, will be reimbursed at the prevailing Internal Revenue Service rate for travelers originating in the U.S. and the per kilometer rate advised by Revenue Canada for travelers originating in Canada. Travelers are not reimbursed for car repairs, parking tickets, traffic violations, fuel cost or insurance claims.
C.Car Rental
If you fly into Grand Rapids, the Prince Center offers shuttle service. Chaplaincy will not pay for your personal car rentals. If you are renting a car and driving to Grand Rapids, the CRCNA has contracted with Enterprise Rent-A-Car (616-475-1300) for Grand Rapids discounted rates. It is recommended that reservations for non-local auto rentals be arranged through Activa Travel or Advantage Meadowvale Travel. The travel agency will check with other national agencies for rates that are lower than the Avis contract rates and will secure a reservation at the lowest possible rate, but there must be a minimum difference of $10.00 per day. If you wish to have a car during the days of the conference, you will be responsible for the expense.
D.Lodging at the Prince Center
Wednesday (for those traveling long distances and need to arrive on Wed night), Thursday and Friday, lodging is $20.00 per person, per night. Chaplaincy will pick up the balance of your lodging fee, but if your employer will pay for your total lodging cost, please call Virginia to calculate the total lodging cost. Saturday and Sunday night lodging is $75.60 per room, unless, you are conducting a church service in one of the Grand Rapids area churches. Then Chaplaincy will pay for Saturday night only.
E.Meals
Please mark the meals you will be attending as accurately as possible. (We have to pay for the meal count I give the Prince Center, even if you decide not to eat a meal.) Meals are provided from Thursday noon through Saturday noon.