The schedule of events for the visitation weekend is now available: March 9th & 10th Schedule.docx
Everyone in the Department of Chemistry and Biochemistry (CBC) is excited to welcome all of you to our prospective Chemistry PhD graduate student visitation weekend on March 9th & 10th! The information on this page should allow you to finalize your plans for your visit. Please review the information and contact Jennifer Hambach, Graduate Admissions Coordinator, at hambach.2@osu.edu of there are any questions.
LODGING
Visitors who requested lodging will be staying at the Hampton Inn & Suites at 501 N. High St. near downtown Columbus. Your reservation confirmation #s and roommate assignments will be sent by e-mail. When you receive the e-mail, please verify that the dates of your reservation are correct. Room charges have been paid by CBC, but please be prepared to provide a credit card when you check in to cover incidentals (e.g. room service). Any charges incurred for parking at the hotel between March 9th and 11th can be reimbursed by CBC.
TRANSPORTATION TO COLUMBUS
If OSU scheduled and pre-paid your flight reservation, you should have received a final itinerary from the travel agent Concur/Corporate Travel Partners. You can check in for your flight up to 24 hours in advance directly from your itinerary via the orange "Check In Now" buttons.
If you scheduled and paid for your own flight or if you are traveling by bus, please e-mail your receipt to Jennifer. The receipt must show either a $0 balance due or must show that the fare was charged to your credit card (the last 4 digits should be shown on the receipt).
If you rented a car, please pay the charges when you return the car and then e-mail the receipt to Jennifer. The receipt must show either a $0 balance due or must show that the fare was charged to your credit card (the last 4 digits should be shown on the receipt). If you plan to rent a car, but have not yet done so, please contact Jennifer first so that you can be provided with the information for OSU's contracted rental car vendors.
If you are driving your own vehicle, you will be reimbursed for round-trip mileage at the federal rate of $.545/mile. This rate is established to include the cost of gasoline and "wear and tear" on the vehicle.
TRANSPORTATION TO THE HOTEL FROM THE AIRPORT
If you are flying to Columbus, you will need to take a taxi/Uber/Lyft from the airport to the Hampton Inn. You can access ground transportation by exiting on that level of the airport terminal. More information about transportation options for getting to the hotel from the airport is available here: https://flycolumbus.com/getting-to-from/taxis-rideshare . To be reimbursed for these expenses, please obtain receipts from the drivers. Taxi drivers typically provide either a business card with the amount indicated on it or an e-mailed receipt. Uber and Lyft provide receipts by e-mail. Electronic receipts should be forward to Jennifer for reimbursement. Physical receipts can be submitted to Jennifer during the reimbursement discussion on the afternoon of March 10th.
TRANSPORTATION TO OSU FROM THE HOTEL
On March 9th, visitors are encouraged to check in at the hotel BEFORE coming to OSU for visitation weekend events. Although the hotel's check-in time is officially 3PM, you can arrive earlier and, if your room is not ready, you can leave your bags with the hotel receptionists until you return later that evening because a bus from Cardinal Transportation will depart from the Hampton Inn at 2:15PM to bring all of you to campus by 2:45PM in time for the first event. If your flight arrives late or you miss the bus and need transportation to campus, please take a taxi/Uber/Lyft to the Chemical and Biomolecular Engineering and Chemistry (CBEC) building at 151 W. Woodruff Ave. to join the group. A bus will return visitors to the Hampton Inn after the poster session and dinner on Friday evening.
If you are driving to Columbus, you are still encouraged to park your car and check in at the hotel and to take the bus to campus on Friday afternoon. However, if you are late or miss the bus, you can drive your car to OSU and park in the Tuttle Garage and walk to the Chemical and Biomolecular Engineering and Chemistry (CBEC) building at 151 W. Woodruff Ave. to join the group. You can retrieve your car at the end of the poster session and dinner on Friday evening to return to the hotel. Expenses for parking can be submitted for reimbursement.
On Saturday morning, a bus from Cardinal Transportation will depart from the Hampton Inn at 8:20AM and will arrive to the CBEC building by 8:45AM. A bus will depart from the CBEC building at 4:30PM in order to return to the Hampton Inn. Dinner will be held at a restaurant near the Hampton Inn and will start at 4:45PM.
If you will not be staying at the hotel, please arrange for transportation to and from campus on Friday and Saturday and home from dinner on Saturday night. Parking on Friday and Saturday is available in the Tuttle Garage.
SCHEDULE OF EVENTS
FRIDAY, MARCH 9th
2:15PM - Visiting students board the bus to OSU. Cardinal Transportation will pick up visiting students from the Hampton Inn at 2:15PM and will arrive at CBEC on OSU campus by 2:45PM.
2:45PM-3:00PM - Visiting students check in with Jennifer in room 130 in the CBEC building
3:00PM - Visiting students are matched with grad student hosts. Host assignments and contact information will be e-mailed by or on Thursday, March 8th.
3:00PM-4:00PM - Hosts take visiting students on various tours: labs, Chemistry/Biochemistry buildings, and OSU campus.
4:00PM - . Visitors can choose to visit either the Campus Chemical Instrument Center or the NMR Laboratory and the Center for Chemical and Biophysical Dynamics
5:30PM - Hosts will accompany visiting students to the Blackwell on OSU campus for a poster session (5:30PM-7PM) and dinner (7PM-~8:45PM)
8:45PM - Cardinal Transportation bus departs the Blackwell to return to the Hampton Inn
SATURDAY, MARCH 10th
8:20AM - Visiting students board the bus to OSU. Cardinal Transportation will pick up visiting students from the Hampton Inn at 8:20AM and will arrive at CBEC on OSU campus by 8:45AM.
8:45AM-9:00AM - A light breakfast is served in the lobby of the CBEC building.
9:00AM - Vice Chair's Welcome and Graduate Program Overview - CBEC 130
10:00AM-10:30AM - Divisional presentations: Analytical–CBEC 230; Chemical Biology–CBEC 430; Physical–CBEC 330; Inorganic–CBEC 130; Organic–CBEC 267
10:45AM-11:15AM - 1st Faculty Meeting
11:30AM-12:00PM - 2nd Faculty Meeting
12:00PM-1:30PM - Lunch - lobby of CBEC
1:30PM-2:00PM - 3rd Faculty Meeting
2:15PM-2:45PM - 4th Faculty Meeting
2:45PM-3:00PM - Break
3:00PM-3:30PM - Travel Reimbursements Discussion/Closing Remarks
3:30PM-4:15PM - Free Time (this time can be used to meet in a variety of ways: chatting with grad students, meeting with another faculty member, catching up on any tours that might have been missed on Friday afternoon, et al)
4:15PM - Return to CBEC to board the bus to return to the hotel/go to dinner
4:30PM - Bus departs CBEC and returns to Hampton Inn
4:30PM-5PM - Please arrive to Martini Modern Italian at 445 N. High St. (only 1 block south of the hotel)
5PM-7:30PM - Dinner at Martini Modern Italian
SUNDAY, MARCH 11th
No scheduled events. Hotel check-out time is 12PM.
FACULTY MEETINGS
Meetings with faculty members will be pre-scheduled for each visiting student and the schedule will be linked to here by or on Thursday, March 8th. Visiting students will have the opportunity to meet with many grad students and faculty members at the poster session on Friday evening and may want to change their Saturday meeting schedule as a result. This is fine; changes can be made during and immediately following the poster session by contacting Jennifer Hambach.
CANCELLATIONS
Visiting students who need to cancel their visit are asked to do so as early as possible and no later than noon on March 8th. Please e-mail hambach.2@osu.edu if you need to cancel your visit (although we hope all of you are as excited to visit as we are to host you!)
REIMBURSABLE EXPENSES
A list of reimbursable expenses is below. Receipts must be submitted to Jennifer Hambach for reimbursement by either forwarding them to her by e-mail or submitting them during the reimbursements discussion on March 10th. Reimbursements must be submitted within 90 days of the visit. Reimbursement paperwork will be completed in person on the afternoon of March 10th. The following items can be reimbursed:
-airfare
-rental car charges
-rental car gasoline
-personal vehicle mileage (no receipt required)
-bus fare
-parking (at airport, hotel, OSU)
-airline baggage fees
-charges from using toll roads
MEALS
Meals will be provided on Friday evening and all day on Saturday.
ATTIRE
Professional attire is optional. Jeans are perfectly acceptable and all visitors are encourage to wear comfortable clothing and shoes as there will be a lot of walking during the visitation weekend. Visitors are encouraged to check the forecast before traveling in order to ensure that suitable attire for the weather is available during the visit.