Rose Rocketry Travel Guide

CampusGroups travel request should be submitted at least 2 weeks prior to travel date.

Travel advisor should be contacted before submission of travel request.

All drivers must be registered with PubSafe.

Event Coordinator: Vice President

Hobby & USLI Launch CampusGroups travel requests should be sent in as soon as possible within 2-3 weeks of the proposed event date. This should consist of both the primary launch date as well as a back up date to account for inclement weather. Primary launch dates will fall on Saturday, with backup launch dates the following day on Sunday.

The launch fields most used by the organization include Indiana Rocketry (IRI) in Pence, IN, ROCI in Muncie, IN, and CIA in central Illinois.

In the case that an emergency launch is needed for the NASA USLI team, the team will contact the Range Safety Officer (RSO) for the launch field and schedule a launch. Note that an extra fee is often needed to account for their troubles, and bringing something such as donuts would also be good to compensate for their troubles.

Event Coordinator: USLI Project Manager

Event Coordinator: SEDS Liaison

Planning should be done at least 2 months before the conference.
SpaceVision 2024 will be in Denver, Colorado sometime between Mid-October to Mid-November. This means that planning should be done in August.

For any special considerations that Lee should know about, let her know and be as clear as possible. For example, if Lee should reserve the hotel at the same time as a flight or the day after.

Travel Advisor Request

Contact Dr. K ahead of time and make sure that she is available for the conference as ahead of time as possible. If she is not available, talk to Tom or another BIC worker who may be is available.

Funding

With the phasing out of OTFRs, funding must be secured through other means. Sources can include dedicated funding, sponsorships, individual donations, and requiring attendees to pay partly out of pocket for costs like hotels, tickets, or flights.

SEDS typically has a sponsorship available for chapters to help pay for travel.

2022 Submission: (Insert Here) $2000

2023 Submission: Link $700

2023 Funding Breakdown:

Planned Amounts: https://docs.google.com/spreadsheets/d/1PTTHPNjPkDGX_KvXsFihVVU3YFd3muM8m60xMe12O34/edit?usp=sharing

Costs: SpaceVision 2023 Budgeting estimate - Google Sheets

Considerations:

• Funding is allocated to transport and meals for Dr. K.

• SEDS chapter registration fee ($50) should be paid before the conference.

Transport

Coordinate who the drivers and make sure that they are registered with PubSafe. Gas and parking at the airport are typically not reimbursed and is a cost shared among the attendees.

Transport for attendees while at the conference location is typically not covered (funding pending).

Uber/Lyft can get pretty expensive so try to use public transport when possible and take it into account when locating the airport and hotels.

Hotel

SEDS typically has discounts with local hotels for the conference nights. Check and see if they are available and close to the conference center, public transport, and restaurants. For an AirBNB, the above still applies.

Dr. K should get her own room, and typically 4 attendees are to a room, though call ahead and see if rooms could be overbooked to save on costs. If a flight leaves in the morning, the hotel must be reserved for that day too.

Lee can reserve the hotels as early as possible provided that the cancelation fee is low and/or funding has been secured.

Review the reservations Lee sends over and make sure that it is for the dates you planned for.

Flights

Try to schedule a flight early on the first day of the conference. If you get in early enough, there’s typically enough time to visit a museum or something else nearby.

Flights get incredibly expensive closer to the date, so, if at all possible, try to book these as soon as you can. However, this is only possible as soon as the funding is approved and Lee okays it.

No checked bags please. It makes things a little more complicated.

Review the reservations Lee sends over and make sure that it is for the dates you planned for.

Event Itinerary

After hotels and flights are planned, put together all the details into an itinerary. This itinerary is both for Lee, CampusGroups and all attendees.

2023 Itinerary: SEDS Spacevision 2023 Itinerary - Google Sheets

CampusGroups Submission

Lee will not approve the CampusGroups travel request unless funding is approved for the trip.

Have ready for submission:

• List of Attendees

• List of Drivers

• Hotel Details

• Flight Details

• Itinerary

Submit the travel request at least 3 weeks before travel, or immediately after Lee knows funding is approved.

Coordinating the Event

While at the conference do your best to split up and network with other students and speakers. Find interesting people and ask questions (also take notes).

If attendees plan to go to the hotel early or to another location, the event coordinator should be notified, and should not travel alone unless notified and approved as such.

Take time at the end of every day to debrief on the conference and talk about anything learned. Follow up as soon as possible for anything interesting.