Canadian Cancer Trials Group Bulletins

General


Spring Meeting Invitations

Additional Information Regarding Invitations and Travel for the Canadian Cancer Trials Group Spring Meeting 2010

As you have been previously informed, the Group faces important financial issues that require altering the conduct of the Annual Spring Meeting of Participants. We want to emphasize that it is our plan to maintain our robust scientific agenda, including the same scope and depth, while at the same time making the necessary changes that will permit us to be successful. While the 2010 Spring Meeting will be of a smaller scale than previous, the scope of our trial activities is unchanged. We anticipate that we will return to our more traditional format in 2011.

You will see from your invitation and attached travel policy that we have made changes to how the Group will be providing funding to attend Spring Meeting. The number of funded invitations has been reduced and some invitations, while associated with full coverage of hotel costs, include only partial funding for travel. In addition, we have placed a ceiling on travel costs that will be reimbursed. In our efforts to maximize participation while reining in costs, we will be offering the following funding:

1. Funded Invitation:
a) Full-Funded
-- Fund accommodation (room and tax)
-- Provide $50.00 per diem for meals, and
-- Provide a travel allotment. This allotment is based on location

b) Partial-Funded
-- Fund accommodation (room and tax)
-- Provide $50.00 per diem for meals, and
-- Provide a travel allotment (35% less than full-funded allotment). This allotment is based on location

2. Unfunded Invitation:
-- If an unfunded person shares accommodation with a full or partial funded attendee Canadian Cancer Trials Group will cover the $40 charge for extra person
-- The unfunded person must be eligible to attend Spring Meeting (i.e. is registered with the Group as an Investigator, CRA or Pharmacist)

3. Transfer of Travel from a full or partial funded attendee
-- A full or partial funded attendee can transfer his/her travel allotment (only) to an unfunded person. Funding for accommodation or meal per diem cannot be transferred
-- The transferee must be eligible to attend Spring Meeting (i.e. is registered with the Group as an Investigator, CRA or Pharmacist)
-- The full or partial funded attendee must contact Anne Biggar, Meetings Coordinator, to notify her of the travel funding transfer; she will send a separate invitation to the transferee.

N.B. There is a limited number of hotel rooms that can be allocated to additional individuals to whom funding is being transferred. Because these rooms are limited, we would greatly appreciate individuals consider sharing hotel rooms (i.e., double occupancy). Once our allocated hotel rooms are booked, we will secure a reduced rate at the Fairmont Queen Elizabeth or an adjacent hotel. However, as above, we will not be able to reimburse tranferees for these room costs.

Hotel Accommodation
a) We have a room block at the Fairmont Queen Elizabeth (see Travel / Hotel information). The rate is $169 / night. Please note that Canadian Cancer Trials Group will reimburse this full cost to all funded invitees (i.e. including those who are to receive partial funding for their travel costs).
b) PLEASE make your reservation by March 24 to ensure accommodation at the Fairmont Queen Elizabeth.
c) We will not be reimbursing accommodation above the negotiated rate of $169/night
d) If you are not offered this rate when making your reservation, contact Anne Biggar as soon as possible.
e) If our room block becomes full, we will secure a second block of rooms at a nearby hotel at a competitive rate and the additional hotel information will be posted on our website at www.ctg.queensu.ca.

We very much appreciate your understanding as we strive to maintain our important trial activities and all of the traditional strengths of the Annual Spring Meeting of P and our accomplishments and future directions.

Complete meeting information, including a DRAFT schedule of events and our invitation policy, is available at http://www.ctg.queensu.ca/public/meetings/Spring/default.html.

Any questions about this can be directed to Anne Biggar, Meetings Coordinator, at 613-533-6430 or abiggar@ctg.queensu.ca.