Travel Information

Booking travel

Pre-approved delegates are invited to attend BC Links to Learning November 19-21, 2018. One Economic Development Officer (EDO) plus one Land Management Officer (LMO) from each First Nation in BC may apply to have their travel and participation reimbursed. Where an EDO or LMO is not available to attend, the First Nation may designate an alternate community delegate, subject to approval.

Individuals are responsible for making their own travel and accommodation arrangements - delegates approved by their First Nation must book with The Westin Bayshore for accommodations - including any changes or cancellations.

To book your flights to Vancouver, please contact Carmen Pahl or Rami Itani at The Travel Group:

Phone: (604) 681-6345 
Toll Free: 1-800-665-6345

Accommodations

Only accommodations at the The Westin Bayshore will be covered.  Guest rooms for up to three (3) nights (single or double occupancy) per delegate for lodging the two designated First Nation representatives will be paid for by the Links to Learning master bill. Additional room charges as well as incidental charges must be paid directly by the delegates. Where travel logistics dictate, an additional night may be reimbursed based on need. If your band has approved more than two delegates, the additional delegates are responsible for their own hotel costs.

Please note, the Westin Bayshore does not have an airport shuttle. Use of the Canada Line to and from the airport then a taxicab to the hotel is less expensive than using a taxicab. The Canada Line (YVR Airport to Waterfront) runs every six - seven minutes - just follow the “Canada Line” directional signs at the airport to get to the train station.

Who makes my travel arrangements?

You are responsible for making your accommodation arrangements at:

The Westin Bayshore
1601 Bayshore Drive Vancouver, BC V6G 2V4 Canada
Toll Free: 1-800-WESTIN-1
Phone: (604) 682-3377
Website: www.westinbayshore.com

Group Rate - $139 / night plus applicable taxes
Check-in: 3:00 pm & Check-out: 12:00 pm

When making your reservations, please identify yourself as part of the Links to Learning 2018 Conference to take advantage of the discounted rate. You can also reserve your room online by following this link - Links To Learning 2018.

Please note, you will be required to guarantee your reservation with one night’s pre-paid room & tax or with a major credit card. The deadline to reserve your room is October 25, 2018.

Note: a block of rooms at the Westin Bayshore is now full. 
You can book your accommodations at one of the nearby hotels.  Note, you will only be reimbursed up to the comparable amount of accommodions at the Westin Bayshore.
 
EXPENSES

Please refer to “Links to Learning Travel Expense Policy” for more information on reimbursement of your travel expenses by clicking here.

A copy of the Expense Claim form is available here.

How do I submit an expense claim?

Expense claim forms will be available online and distributed during the symposium. Participants must submit an “Expense Claim Form” with original receipts. Please refer to the Expense Claim form for standard rates for travel claims.

Which receipts are required and eligible claims?

Receipts are not required for meal allowances or incidentals. The cost of the meals below is covered by the event hosts, therefore, no one is eligible to claim expenses for these meals, whether you choose to be present or not.

  • Lunch on Monday, November 19th
  • Breakfast and lunch on Tuesday, November 20th
  • Breakfast and lunch on Wednesday, November 21st

Parking Costs?

  • The two attendees designated by their First Nation can request reimbursement for NON-valet parking during the event dates. Receipts are required. Valet parking charges will not be eligible for reimbursement.
  • Vehicle rental and associated parking charges are ineligible if you fly in to Vancouver and rent a vehicle.

The following parking rates are available at the Westin:

  • Daily rate (until 6pm) $15.00
  • Overnight self-parking $25.00

What does the daily incidental rate cover?

The daily incidental allowance is intended to cover the cost of items such as gratuities, dry cleaning, bottled water, telephone calls, and other needed services while traveling, for which no other provision is made.

When must I submit my expense claim?

The deadline to submit expense claims to be eligible for reimbursement is Friday, December 7, 2018. Any expense claims received after this date will not be processed.

How do I submit my expense claim form?

Please submit expense claims via email or fax to:

Questions? Please contact Svitlana Konoval at 1-800-463-9300 ext. 231or via email at skonoval@edo.ca.