If a participant needs to cancel, change or misses the transportation to the event booked by Mobilize.org, the traveler will be responsible for all costs incurred. In the case of cancellation, Mobilize.org will seek maximum refund for the ticket and the traveler will be responsible for any cancellation fees, service charges or loss of monies. Due to varying airline/train/bus cancellation policies, Mobilize.org will not attempt to exchange fares or change travel dates for the ticket holder unless extenuating circumstances apply.
Mobilize.org will act in accordance with airline/train/bus policy to seek refund for cancellations made due to extenuating circumstances. Chief among these is a death in the family, which most transportation companies will give a full refund for upon proof of death. Other extenuating circumstances include a terrorist attack, political unrest, military activation of an immediate family member, jury duty or a subpoena of the traveler, or involuntary job loss of the traveler. The ticket holder must provide all necessary documentation required by the transportation company in order for Mobilize.org to receive full refund.
Mobilize.org will reimburse ground travel to the airport/train station/bus station in your hometown up to $50 each way. The participant is responsible for providing proof of purchase in the form of a receipt or debit/credit card statement indicating expenses for public transportation, shuttle or taxi service, parking and toll fees. As of 2012, transportation by car will be reimbursed at .55/mile in accordance with the federal standard. Any additional expenses incurred are the responsibility of the participant. Mobilize.org will make transportation arrangements on behalf of the participant in the destination city to the hotel and/or event site.
If the participant would like to make travel arrangements that deviate from the specified departure and arrival dates and times, they will be responsible for any additional costs incurred. Mobilize.org will bill the participant for the difference in cost of traveling on the participant’s preferred departure and arrival dates and times in comparison to the Mobilize.org specified departure and arrival dates and times. Participants must outline their deviation request in the registration form and approve any additional expenses prior to Mobilize.org making the reservation.
Mobilize.org will not cover the cost of checked bag fees for programs. Participants who would like to extend their stay and require additional baggage must make these arrangements with the airline on their own and all related costs will not be eligible for reimbursement.
Alternative Travel Arrangements
The participant reserves the right to book their own travel and should indicate this on their Registration Form if they plan to do so. If the participant wishes to seek reimbursement for expenses from Mobilize.org, the itinerary and travel costs must be submitted for approval prior to booking. In general, Mobilize.org will seek the most inexpensive form of travel available and will only reimburse up to the amount for which Mobilize.org would have paid if booking the travel directly.
Hotel Accommodations and Meals
In order to prevent any financial barriers to participating in Mobilize.org programs, Mobilize.org will provide shared hotel accommodations and meals for all summit participants for the duration of the event. Participants will share a hotel room with two double beds and will be paired with a roommate selected by Mobilize.org, unless a roommate request is made on the registration form, specifying another registered participant. A male and female participant may room together if they are both over the age of 18 and mutually agree to room together by requesting each other on their registration forms.
Participants who desire to have their own hotel room or to extend their stay will be responsible for all costs incurred. For example, the Millennial Civic Engagement Summit on August 24-26, 2012 in Charlotte, NC, the cost of a hotel room at the Hilton Charlotte City Center is $125 per a night, plus taxes and occupancy fees currently at 15.25%. Therefore, the cost of an individual hotel room will be $62.50 per an individual, per a night plus taxes and occupancy fees. Participants seeking an individual hotel room or to extend their stay should specify their request on their registration form. An invoice will be issued to the participant for any costs incurred and must be paid within 30 days of the event by cash or check only.
Any dietary restrictions such as food allergies, vegetarian, vegan, Kosher or gluten-free diets will be accommodated if specified on the registration form. Please note dietary preferences will not be accommodated; only dietary restrictions due to medical conditions, religious traditions or lifestyle reasons.
Proper submission of a reimbursement request form with proof of purchase must be provided within two weeks of the event date and all expenses are subject to approval.