Please refrain from booking travel at this time. The Summer Program teams will notify registrants by May 1, 2020 if it is okay to proceed, as updates on COVID-19 continue to unfold.
Please do research before booking your airfare to ensure that you've found the best price and flight option to and from your city. Thank you for helping us keep our travel costs down!
ARRIVAL & DEPARTURE INFO
Plan to arrive at the Madison airport (MSN) no later than 3:00 pm on June 24th.
Plan to depart from the airport no earlier than 2:00 pm on June 27th.
BOOKING YOUR FLIGHT
Deadline to book flights: May 13
You are responsible for making your own airline reservations for your Catalyze course. Please book your flights using your PCard. If flights are booked after the deadline, Catalyze will cover a maximum of $400. The remainder will be billed to your staff account.
The Park Hotel offers complimentary hotel shuttle service to and from the Madison airport. When you arrive at the airport, go to the Baggage Claim area. An advertisement board listing local hotels is located on the right, just beyond Baggage Claim 3. The Park Hotel is listed as “Best Western Premier Park Hotel” on the board. Pick up the phone and dial the hotel’s 2 digit code. You will be connected to the hotel’s Bell Station. A van from the Park Hotel will pick you up at the gray bus stop, located near the airport parking deck. Exit the baggage claim area from door 5 or 6 and look across the street and to the left. You will see a bus stop shelter. Once the van arrives, it may not depart immediately for the hotel, as they may meet several different flights that are arriving at the same time.
CONSIDER LOWERING YOUR FLIGHT COSTS BY ADDING A BUS OR CAR TRIP
If you are willing to fly to Chicago or Milwaukee and take a bus to Madison to save InterVarsity money, we encourage you to do so, particularly if your flight to Madison will cost over $450 or if the difference in airfare to Madison is $100 or more. If it is more than $100 cheaper for you to fly in the day before your Catalyze course begins, contact the Operations Team (firstname.lastname@example.org) to discuss this option.
From Chicago's O'Hare Airport, we recommend Van Galder Bus Company for service to Madison (up to $30 one-way or $60 round trip, per person).
From Chicago's Midway Airport, we recommend Van Galder Bus Company (up to $32 one-way or $64 round trip, per person).
From Milwaukee's Mitchell airport, we recommend Badger Bus for service to Madison (up to $23 one-way or $46 round trip, per person).
Additionally, if you live near Chicago or Minneapolis, check Megabus for service from Chicago's Union Station or Minneapolis' Metrodome to Madison, U of Wisc. Megabus tickets to Madison can be as low as $1 or as high as $29, depending on how far in advance you buy them.
Travel time by bus to Madison is about 2 hours and 15 minutes from Milwaukee's Mitchell Airport, 3 hours from Chicago's Union Station or O'Hare, 4 hours from Midway Airport, and 5 hours from Minneapolis' Metrodome. When you disembark from the bus at the Chazen Museum of Art on the UW Madison campus, you will be about a 15-20 minute walk via State Street to the Inn on the Park hotel.
You will be reimbursed the cost of your bus travel as well as your flight costs. Bus tickets purchased online or at Mitchell or O'Hare Airports may be paid for with a credit card. Bus tickets purchased on the bus must be paid for with cash.
EXPENSING TRAVEL IN WORKDAY
REMEMBER: Please submit all expenses for travel within 60 days of the date the expense was incurred (per expense reporting guidelines) in order to be reimbursed. That's 60 days after you have made your purchase - not 60 days from your date of travel.
Submit your expenses in Workday to Cost Center account #753531.
Best Western Premier Park Hotel
22 South Carroll Street
Madison, WI 53703
NOTE: The Park Hotel is on the corner of South Carroll and West Main Streets on the Capitol Square. If you need more detailed directions, please contact the Operations Team (email@example.com).
You will be reimbursed the standard mileage rate up to the cost of airfare from your location (including any related travel expenses like meals and tolls). You may submit expense reports during or after Catalyze.
There is valet parking available at the hotel for guests or commuters. If you are staying at the hotel as a guest, let the valet know when you first arrive that you are checking in as a hotel guest and you are with InterVarsity. They will park your car and the cost will be covered by Catalyze. If you are commuting to the hotel, let the valet know that you are commuting and you are with InterVarsity. As a commuter, you may incur a parking fee after Catalyze. Tips for the valet are not reimbursable, but encouraged.