Family Members to Travel to Meetings
accurate timely information for families about how they can be contacted
during the meeting in case of an emergency.
family members that they will need a photo identification card to
get through security at the airport.
who have not traveled before may need additional information and support
about what to expect. Other families may be able to provide this.
to travel, review allowable expenses and voucher procedure with family
members and give clear information about what documentation will be
required, e.g., receipts.
a cash advance that includes:
to be incurred while that family member is on travel (unless the
travel is part of the family member's paid employment);
transportation and parking expenses;
to be incurred during travel and on site.
families will not have credit cards, or available cash to cover
the expenses they will incur while traveling. You can preserve
their dignity and help to lower the stress of traveling by providing
expense money prior to travel. Be aware that some families may
be able to receive an advance in check form, but others may
a credit card guarantee hotel/lodging.
will not give admission to anyone who does not have a credit card
to cover incidentals. Many times families have been left sitting
in the lobby with their luggage until someone could be contacted
to provide a credit card and some have been required by the hotel
to write checks for as much as $800 to cover potential incidental
charges to their room.
long distance access for at least one call home per day. Some
families will have emergencies, or need to call more than once a day.
is most easily done by providing prepaid calling card for family
all, consider the dignity of the family members who are traveling.