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Tip Sheet
Administrators Supporting
Family Members to Travel to Meetings


  • Provide accurate timely information for families about how they can be contacted during the meeting in case of an emergency.

  • Remind family members that they will need a photo identification card to get through security at the airport.

  • Families who have not traveled before may need additional information and support about what to expect. Other families may be able to provide this.

  • Prior to travel, review allowable expenses and voucher procedure with family members and give clear information about what documentation will be required, e.g., receipts.

  • Provide a cash advance that includes:
    1. child care expenses to be incurred while that family member is on travel (unless the travel is part of the family member's paid employment);
    2. ground transportation and parking expenses;
    3. meals to be incurred during travel and on site.

    Many 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 need cash.

  • Provide a credit card guarantee hotel/lodging.

    Hotels 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.

  • Provide 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.

    This is most easily done by providing prepaid calling card for family members.

  • Above all, consider the dignity of the family members who are traveling.



    Federation of Families for Children's Mental Health
    1021 Prince Street, Alexandria, VA 22314
    703-684-7710, fax 703-836-1040
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