Westover Consultants, Inc. will provide logistical support for the Dr. Lonnie E. Mitchell HBCU Behavioral Health Policy Academy in Orlando, FL.

March 14-17, 2010

Buena Vista Palace Hotel
1900 Buena Vista Drive
Lake Buena Vista, FL 32830

Westover will defray lodging expenses for March 14 to March 17 (arrival and departure dates) Check-in time at the hotel is 12 noon, and checkout time is 11 a.m. At checkout, you will be responsible for all incidental expenses (room service, room upgrades, additional nights, and other personal services). A credit card is not required at check-in if you anticipate that you will not be using any hotel services (e.g., telephones, room service). You will also be given the option to accept or decline participation in the Resort Program (see hotel page for details). If you accept, a daily charge of $14.95 plus tax will be added to your credit card.

Debit cards are not recommended. If you use a debit card, the hotel will debit your card account immediately for approximately $75 per day.

Travel agency: The Alamo Travel Group,
1-866-284-3160 or 1-800-692-5266
Hours: 9 a.m. – 4 p.m. e.s.t.
Travel Code: 1452-CO4

Travel authorization is required to make travel arrangements with the travel agency. (Your authorization number is included in your registration confirmation letter.) Your travel authorization will cover the lowest available, nonrefundable, direct roundtrip coach fare between the city listed in your address and Orlando, Florida. The meeting ends at 12 noon on March 17. Please schedule your departure after 2 p.m. Once your itinerary has been confirmed, an e-ticket confirmation will be e-mailed to you. Please contact Alamo Travel Group as soon as possible to take advantage of advance purchase pricing. If you do not receive your e-ticket confirmation by February 15th, please immediately call Sandra Thompson, Westover Consultants at 301-657-5832.

Once a ticket has been issued, you are responsible for any changes in your plans that involve an additional charge (change fees and cancellations). If you find that you cannot attend the meeting after the ticket is issued, please contact Westover immediately.

THERE WILL BE NO TICKET CHANGES ONCE TICKETS ARE ISSUED UNLESS YOU ARE WILLING TO PAY THE CHANGE FEE AND ANY ADDITIONAL COST OF THE TICKET. THE COST OF ANY CANCELED AIRLINE TICKETS WILL BE THE RESPONSIBILITY OF THE TRAVELER.

Upon arrival at the Orlando International Airport, please proceed to the baggage claim area where you will be met by an escort with the sign “LEM/HBCU Policy Academy.” After you identify yourself as an attendee of the Academy, you will be directed to a shuttle bus that will take you directly to the hotel. Westover will coordinate your departure from the hotel. When making travel arrangements, please bear in mind that you must leave the hotel 2 hours prior to your departure time.

From the north end of the airport, take SR-528 (Beeline Expressway toll road) heading west. Merge onto I-4 West. From I-4, take Exit 68, and then turn right onto SR-535. Turn left onto Hotel Plaza Boulevard, then right onto E. Buena Vista Drive. Hotel is on the right.

Take I-4 east to Exit 68 for State Highway 535 toward Lake Buena Vista. Turn left at S Apopka Vineland Road/Kissimmee Vineland Road/State Road. 535 and continue to follow S. Apopka Vineland Road/State Road 535. Turn left at Hotel Plaza Boulevard/Preview Boulevard and right at N. Buena Vista Drive. Hotel is on the right.

Self-parking is complimentary.

Maximum daily allowance for meals and incidentals is $56 per day; however, the cost of meals provided at the meeting will be deducted from your per diem.

A reimbursement form is available online. If you are unsure where an item should appear on the form, you may contact Sandra Thompson prior to submittal of the form. Once your concerns are addressed, you should complete and sign the form and attach all applicable receipts. Please return the form to Sandra within 2 weeks following the meeting. You will receive reimbursement 14 business days from receipt of a completed and signed expense form. Remember that all expense receipts must be submitted in their original form. We cannot accept photocopies.

Registration is by INVITATION ONLY. The deadline to register for the Academy is February 16, 2010. You will be given a confirmation number, which will allow you to navigate the Web site and to make your travel arrangements with the travel agent.