This form is for all Officer Travel Grant recipients, accompanying chapter members, and facilitators who are planning on staying at the Four Points by Sheraton San Diego Downtown Hotel during the 2018 SPIE Optics + Photonics Conference. More information on the hotel is located here:
http://spie.org/x7060.xml#OPT_4Please fill in this form completely and submit it by 21 June. If your arrival/departure details change after you have completed the form, please send an email to
mega@spie.org with your new travel information.
The way this works:
For Officer Travel Grant winners:
You will receive up to 6 nights of shared lodging. Each room that we reserve for our Officer Travel Grant winners has two queen beds. We will pair Officer Travel Grant winners 2 per room based on same-sex gender and our wonderful matchmaking skills. Keep in mind that you can add your preferences to this form and we will try to accommodate them, but we won't always be able to make your dream match come true. Because all Officer Travel Grant winners are amazing, we expect that you will have fun getting to know your roommate.
For Accompanying chapter members:
The accompanying chapter member or members will be responsible for completing this form as well and for paying the other half of the room cost. Please indicate if you desire to room with your Officer Travel Grant winner in the "Special Requests" section.
For Facilitators:
You will receive 3 nights of shared accommodation. Same as above, we will try to match you based on same-sex gender and our amazing matchmaking skills.
Room Cost:
We receive a discount for booking a large block of rooms. Each room in our block is $156 per night after tax. Therefore, 6 nights costs $936. SPIE pays half of that room cost ($468) for *each* Officer Travel Grant Winner.
Frequently Asked Questions:
Q - What are the best dates for check-in/check-out?
A - We recommend checking in on Friday, 9 August (after 3 pm) in order to rest and be ready for the Student Chapter Leadership Workshop the next day. We recommend a check-out date of Thursday, 15 August (by 10 am) as this is the last day of the conference.
Q - Can my accompanying chapter member stay in the same room as me?
A - Yes, but he or she will need to pay the other half of the room cost. For six nights, that cost will be $468. This will need to be paid in full during check-out and it is eligible for reimbursement under the Officer Travel Grant travel expense reimbursement portion. Please have each accompanying chapter member complete this Hotel Sign-up Form.
Q - If I am an Officer Travel Grant recipient and I do not have an accompanying chapter member, do I need to worry about paying anything additional?
A - Only if you plan on staying more than six nights at the hotel. If you plan on staying for more than six nights, you will be responsible for the room costs associated with the additional nights and need to pay for them upon check-out. If you are only staying the six nights covered by the grant, you don't have to worry about additional fees (just don't use room service!).
Q - I will have additional room costs. How do I pay?
A - You will need to bring a credit card and upon check-in, it will be put on file for your room. Upon check-out, only the charges associated with the additional room costs will be charged to the card.
In early July, we will send out a list of all hotel arrangements to all who have completed this form.
For additional questions, please reference our Frequently Asked Questions page:
http://spie.org/x7060.xml#OPT_4If you still need help, please email Meg All at
mega@spie.org