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ARIN Meeting Fellowship Terms and Conditions

Transportation and Lodging

  1. Air travel will be booked by ARIN through its travel service provider. Fellows must adhere to ARIN's deadline for schedule confirmation to take advantage of reduced rate advance booking. All travel will be economy class. Acquisition of travel insurance is optional, and insurance fees are the sole responsibility of the Fellow.
  2. ARIN will not purchase any travel tickets for a Fellow traveling internationally until all necessary travel documents, including passport or visas, are in the Fellow's possession and ARIN has received PDF copies of these documents.
  3. Hotel accommodations will be made by ARIN in the meeting venue hotel. The cost of a
    standard room and applicable taxes will be billed to the ARIN Master Account. Fellows are responsible for any incidental room charges (including telephone calls, room service, Internet connectivity, etc.) and will be required to provide a credit card upon check in. Debit cards will be accepted at most hotels in lieu of a credit card. However, when using a debit card, be advised a hotel incidental authorization amount will be pulled out of your account immediately and can take anywhere from five to ten business days from check-out to go back in to your account. For questions or concerns, please email members@arin.net.

Inclement Weather and Flight Cancellations

In the event of inclement weather, ARIN cannot be held accountable for flight delays and/or cancellations. In the event an airline will not work with a Fellow to rebook a delayed or canceled flight and/or help to arrange for needed hotel accommodations then the Fellow should contact ARIN staff member Sarah Ba immediately for assistance. ARIN will work with the Fellow to make every attempt to arrange for necessary flight and/or hotel accommodations. Furthermore, ARIN cannot be held accountable for flight that have been canceled due to mechanical and/or for other foreseen issues. In these events, the Fellow should work directly with the airline for new flight and/or hotel accommodations.

Allowances

A stipend not to exceed $[AMOUNT TBD] USD for ARIN [MEETING NUMBER] will be provided to offset reasonable individual expenses (such as meals not covered by ARIN, ground transport, baggage fees, related expenses, etc.). Stipends will be issued by check or wired in US dollars in advance to each Fellow. The amount may vary based on meeting location. Please be aware that ARIN is charged for each wire transfer it attempts. Therefore, ARIN will make one attempt to wire a Fellow's stipend. A Fellow requiring a wire must re-verify with their bank the Beneficiary Account and Bank Information requested before submitting the Fellow Stipend form. If a wire is rejected than ARIN will work with the Fellow to make alternative arrangements, but cannot guarantee their stipend will arrive before their departure.

Please note, a Fellow may incur and be responsible for minimal expenses other than what may be covered by a stipend. ARIN does not claim to take responsibility for covering all expenses related to travel and attendance.

Required Travel Documents and Health Regulations

ARIN is not responsible for obtaining passports or visas for Fellows and is not responsible for any costs incurred by Fellows by applying for and obtaining a passport or visas. Upon request, ARIN will provide a form invitation letter in order to fulfill Visa requirements.

In cases of international travel, a Fellow acknowledges they are responsible for checking all requirements set-forth by a destination country to ensure they're in compliance with that country's requirements before planning travel with ARIN. Note that a country may require a traveler to have at least six-months remaining on their travel document(s) before it expires at the conclusion of the planned travel.

ARIN is not responsible for providing health regulations for any Fellow traveling, especially Fellows traveling internationally, however, ARIN advises that Fellows be aware of a country's Health Regulations, including vaccinations recommended or required by a country prior to traveling to there.  

Personal Safety and Health

ARIN is not responsible for the personal health, safety, or belongings of the Fellow.

Deferment

In the event a selected Fellow cannot attend the ARIN Meeting due to unforeseen, emergency circumstances, they may submit a written deferment request. ARIN will evaluate the request and may elect to resubmit the Fellowship application for consideration by the Meeting Fellowship Selection Committee for the next ARIN meeting.

Program Evaluation

Fellows are required to complete a post-meeting program evaluation. A link to the survey will be provided and Fellows agree to respond within the stated deadline of ten business days. Fellows who do not complete the program evaluation will be ineligible to reapply for a future fellowship.

Attendance

Fellows are expected to attend all public functions during the ARIN Meeting. This includes but is not limited to, the ARIN Newcomer Orientation, ARIN Social, Public Policy Meetings, and Members Meeting.

Mentor Program

Fellows agree to participate in the Mentor's program. Each fellow will be assigned a Mentor from the ARIN Advisory Council or a seasoned community member. The Advisory Council or community member will initiate contact prior to the meeting and provide contact and assistance to the Fellow on-site throughout the meeting. Details of this program can be found on the Mentor Program Guide.

Publicity

ARIN would appreciate a recent photo for use in meeting introductory slides. Fellows agree to have their name, affiliation, and place of origin announced on the ARIN website and e- mail list announcements.

Failure to Comply with Terms and Conditions

Please note that if a Fellow fails to comply with any one of the above-mentioned Terms and
Conditions of the ARIN Fellowship program, ARIN reserves the right to determine the appropriate course of action.

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