Logistics & Policies

Printer-friendly versionPDF version

Travel and Meeting Planning Documents

Principal investigators (PIs) of SESYNC-funded projects wishing to request a meeting at our Center should email scheduling@sesync.org early in the planning process to request meeting dates and to ensure availability of meeting space. Meeting requests must contain the following information:

  • Group name
  • Number of attendees
  • Length of meeting
  • Preferred dates

Our scheduling office will work with PIs to identify two date options and will hold them for up to one week.

Once the meeting date is confirmed, SESYNC will open the online meeting planner and send a notification to the PIs. PIs must complete this online meeting planner, including the finalized participant list, at least eight weeks prior to the start of the meeting. The online meeting planner, which enables SESYNC to initiate the participant and hotel booking process, will be available to PIs only after meeting dates are approved.

Once PIs have received the notification email that the online meeting planner is available, they can access it by:

  1. Going to https://seadmin.sesync.org/
  2. Selecting Event Management
  3. Entering the SESYNC username and password provided by SESYNC IT staff prior to the online meeting planner confirmation email

Please note that you can save your changes and return to edit them later, up until you have submitted the form by checking the “submit meeting planner” box and saving it for the final time.

Please email scheduling@sesync.org if you have any questions or run into any difficulties.

Approximately six weeks prior to the meeting, all participants will receive a copy SESYNC’s travel policies and an e-mail containing a link to use our online travel system. These policies outline allowable expenses, how to book your travel, and the reimbursement process.

All participants must complete the online travel worksheet using the link in the e-mail they receive from our travel office. This must be submitted to SESYNC before booking any travel and a minimum of four weeks prior to the event start date.

After submitting the online travel worksheet, participants may contact Globetrotter, SESYNC’s travel agent, to complete their travel arrangements. SESYNC will reserve accommodations at one of our contracted hotels for all participants. Please see SESYNC's travel policies for detailed information on how to make your travel arrangements.

During the meeting, all participants will be provided with expense reimbursement forms. The completed form, along with original receipts, must be returned to SESYNC’s travel coordinator for processing. A full explanation of this process is found in our travel policies.

All participants are required to read and confirm the travel policies prior to booking travel.

Cyberinfrastructure Documents

Request a SESYNC research account