Getting to Asilomar

• Directions
• Travel Reimbursement Procedure
• Hotel Information
• Accommodations
• Local Amenities, and Activities

Directions

Getting to Asilomar is easy. Please see detailed directions on the Asilomar site.

Accommodations are at Asilomar Conference Grounds.

Asilomar's address is 800 Asilomar Ave, Pacific Grove, CA 93950. Please DO NOT book your own room unless specifically directed to do so. Rooms will be booked by the retreat team for participants who register by Tuesday, May 21st, 2024.

Travel Reimbursement Procedure

IMPORTANT: ALL participants must submit a travel approval request ON THEIR OWN CAMPUS via Concur BEFORE attending the retreat. If your campus does not use Concur, please follow your campus's travel pre-authorization procedure. We cannot reimburse travel that has not been pre-approved.

The Asilomar hotel will be paid for directly; you will NOT have to pay for it up front or be reimbursed for hotel expenses if you register by the Tuesday, May 21st deadline. We cannot guarantee hotel payment if you register late.

We will also reimburse participants for actual travel expenses to a max of $750 Please see CSU policies for allowable travel expenses.

Pursuant to the Code of Federal Regulations 2 CFR §200, costs incurred by travelers shall be considered reasonable and allowable only to the extent that such costs do not exceed charges normally allowed by the University in its regular operations as a result of the University's travel policy and procedures, and the amounts claimed under sponsored agreements represent reasonable and allocable costs. The terms of an extramural funding agreement will govern only when such terms are more restrictive than the policy and procedures.

All meals will be provided during your stay.

Again, additional guests will not be paid by the conference and are the responsibility of the individual.

Notes on reimbursements, due to the fact that the retreat is supported by federal grant funding:

• Expenses without receipts will not be reimbursed
• ALCOHOL WILL NOT BE REIMBURSED UNDER ANY CIRCUMSTANCES. Meal receipts that include alcohol will not be reimbursed
• Expenses for entertainment and activities not directly related to retreat programming will not be reimbursed
• Expenses for guests, partners, family members, or others will not be reimbursed
• Reimbursement documentation must be submitted no later than by August 14, 2024.

Hotel Information

Asilomar hotel reservations will be made by the retreat team for retreat participants only who have completed the retreat registration by Tuesday, May 21st.

• See Lodging at Asilomar for detailed information about amenities and hotel policies.
• Parking is included.
• Lunch breakfast and dinner for AGEP participants are provided in the Asilomar Dining hall daily as part of your room reservation.
• Food and entertainment will be planned
• The entire Asilomar Conference Grounds is a non-smoking facility. This includes all buildings, public rooms and restrooms.

Accommodations

Special Requirements

• Participants with special needs or who require specific accommodations (medical, dietary, religious, etc.) will have the opportunity to provide the information during the registration process.
• Please contact the Retreat Team with questions or concerns about specific needs.
• Participants with specific accommodations will have the opportunity to provide the information during the registration process. Please contact the retreat team.

Family

• Participants are welcome to bring family (broadly defined) or guests. Participants are responsible for any extra costs incurred for travel, accommodation, or meals for family or guests.
• If needing to contact Asilomar, email both Dawn A. Fuller (dfulle02@calpoly.edu) from the Retreat Team AND Rosalie Castro | Aramark Destinations | Asilomar Conference Grounds Group Reservations Manager 800 Asilomar Avenue, Pacific Grove, California 93950 P 831.642.4268
• All retreat participants are expected to fully engage in meetings, discussion sessions, and activities. Participants are encouraged to engage in social activities. Family members may join social activities and are responsible to cover their expenses.
• Pets are not permitted in any building at Asilomar nor are they permitted to stay or sleep in any vehicle parked on the Asilomar Grounds. Service animals are permitted. Service Animals working at Asilomar must be recognizable as such by wearing an approved vest or harness at all times.

Local Amenities, and Activities

• Check out the local weather
• Check out things to do at Asilomar.