Merge pull request #4 from osg-cat/catworks

Initial logistics pages (esp. travel)

docs/logistics/hotel.md

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+<style type="text/css">
+  .hi { font-weight: bold; color: #FF6600; }
+</style>
+
+# Hotel Information
+
+We reserved a block of rooms at an area hotel for participants from outside Madison.
+
+*   [Best Western Premier Park Hotel](https://parkhotelmadison.com/)<br>
+    22 South Carroll Street, Madison, WI<br>+1&nbsp;(608)&nbsp;285&#8209;8000
+
+<span class="hi">Please note:</span>
+We will reserve your room for you, so do not contact the hotel yourself to reserve a room.
+Exceptions to this rule are rare and clearly communicated.
+
+Other important hotel information:
+
+*   Before the School, we will send you an email with your hotel confirmation number
+*   We pay only for basic room costs&nbsp;&mdash; you must provide a credit card to cover extra costs
+*   There is one School participant per room;
+    to have friends or family stay with you, <span class="hi">please ask us now</span>
+
+## Check-In Time
+
+The (earliest) check-in time at the hotel is 3 p.m. on your day of arrival.
+
+If you are arriving earlier, you have options:
+
+*   Ask the hotel if it is possible to check in earlier than 3 p.m.
+    It is up to the hotel to decide if they can meet your request.
+    If there is any additional expense required, you must pay that yourself.
+
+*   Ask the hotel to put your bags in a safe spot and enjoy Madison until 3 p.m. or later.
+
+*   Keep your bags with you and enjoy Madison until 3 p.m. or later.
+
+## Check-Out Time
+
+The (latest) check-out time from the hotel is 12 p.m. (noon) on your day of departure.
+
+If you are leaving later, you have options:
+
+*   Ask the hotel to put your bags in a safe spot and enjoy Madison until it is time to leave.
+
+*   Keep your bags with you and enjoy Madison until it is time to leave.
+
+You are not required to travel directly from the hotel to the airport,
+but if you do, we may be able to help you arrange to use the free hotel shuttle.

docs/logistics/index.md

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+# OSG School 2024 Logistics
+
+The following pages describe some of the important information about your visit to Madison for the OSG School.
+Please read them carefully.
+There will be other pages with local details soon.
+
+-   [Visa requirements for non-residents](visas.md)
+-   [Travel planning to and from Madison](travel-planning.md)
+-   [Hotel information](hotel.md)
+
+As always: If you have questions, email us at <[email protected]>.
+Use that email address for all emails about the organization of the School.
+
+## General Information About the School Schedule
+
+### Travel Schedule
+
+Most participants should plan to travel as follows:
+
+-   **Arrive on Sunday, August 4, 2024,** by about 5:00 p.m. (if possible).
+    There is a welcome dinner on Sunday evening for all participants (including instructors),
+    and then classes begin on Monday morning.
+    This is a nice way to get to know each other and start the week.
+
+-   **Depart on Saturday, August 10, 2024,** any time.
+    The School ends with a closing dinner on Friday evening,
+    so it is best to stay that night.
+
+If we offered to pay for your hotel room, we will pay for the 6 nights of this schedule.
+
+**Note:** If we suggested other travel dates to you in an email, then use those dates instead!
+
+### School Hours
+
+The School is generally Monday through Friday, 9:00 a.m. to about 5:00 p.m.,
+except Wednesday afternoon.
+There will be optional work sessions on Monday, Tuesday, Wednesday, and Thursday evenings.
+
+A detailed schedule will be posted before the event.
+
+## Contact Information
+
+If you have questions, do not wait to contact us!
+
+<[email protected]>

docs/logistics/travel-planning.md

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+# Travel To and From Madison
+
+<span style="color: #FF6600;">Please wait to begin making travel arrangements until we email you about it.</span>
+We plan to email everyone about travel in early June,
+but are starting with a small group to find and fix issues.
+
+Whether we offered to pay your travel costs or not,
+please make sure that we get a copy of your travel plans so that we know when to expect you here and can plan accurately.
+(If we offered to pay for your hotel room, we will reserve your hotel room for you.)
+
+Find the numbered section below that applies to you:
+
+## 1. We Offered to Pay for Your Travel
+
+We want to find reasonable and comfortable travel options for you.
+At the same time, we must stay within budget and
+follow University rules about arranging and paying for your travel costs.
+Let&rsquo;s work together to find something that makes sense for everyone.
+
+Here are ideas that have helped some School travelers in past years:
+
+-   If you are near Madison, consider driving;
+    we can reimburse mileage and tolls up to a point, plus parking.
+    Or look into bus routes, especially from larger cities like Chicago.
+    The buses are very comfortable, have wi-fi, and run frequently.
+
+-   If you fly, we may ask you to consider flying to
+    Milwaukee (1&frac12; hours away) or Chicago (2&frac12; hours away),
+    then taking a direct bus to Madison.
+    In some cases, this option saves a lot of money.
+
+-   If you fly, be flexible about departure times &mdash;
+    early and late flights are often the least expensive.
+    We do not like very early or very late flights any more than you do,
+    so we will work hard to find reasonable flight times.
+
+**Note:** Please try to complete your travel plans before about July 4th, when rates may go up.
+
+### Travel by Airplane
+
+<span style="color: #FF6600; font-weight: bold;">Do NOT buy your own airline tickets</span>.
+University rules say that our travel agency, Travel Incorporated, must buy your tickets.
+
+**Note:** The University is changing travel agencies on 1 July 2024.
+**Please** try to complete air travel arrangements by Thursday, 27 June 2024.
+
+Use the following information to get air travel tickets:
+
+-   In the travel email that we sent you,
+    click the link to Travel Incorporated&rsquo;s &ldquo;UWS Traveler Booking Form&rdquo;
+    (on smartsheet.com);
+    on that form:
+
+    -   **Group Number:** Copy and paste this:
+        <span style="color: #FF6600; font-family: monospace; font-size: 120%; font-weight: bold;">UWMSN061523</span>
+    -   **Traveler Type:** Select &ldquo;Guest&rdquo;
+    -   **Concur Profile?** Select &ldquo;No&rdquo;
+    -   **Destination Type:** Select &ldquo;Domestic&rdquo;
+    -   **Will a rental be needed?** Select &ldquo;No&rdquo; &mdash; we cannot pay for a rental car
+    -   **Are Hotel Accommodations needed?** Select &ldquo;No&rdquo; &mdash; we will arrange your hotel room separately
+    -   **Guest Information:** Please contact us first to bring guests
+
+-   We must review and approve some itineraries.
+    Travel Inc can purchase tickets directly in many cases.
+    But if the Travel Inc agent says that your trip must be reviewed, do not worry!
+    It just means that we need to check the budget, options, and UW rules.
+    We hope to approve your first choice,
+    or we will work with you and Travel Inc to find another reasonable one.
+
+    Common reasons for a trip needing review are:
+    total trip cost over $800,
+    travel starting and ending at different locations,
+    and travel on dates other than August 4 and 10.
+
+-   Approval takes time, so it may take 1&ndash;2 days to get confirmation.
+    Airplane tickets cannot be held without purchase over a weekend,
+    so avoid contacting Travel Inc late on Fridays.
+
+-   Please be considerate of the Travel Inc agent(s) you work with.
+    They work hard to find good options for you, but they must also follow our rules.
+    If you feel that they are not providing the options that you want, you should email **us**.
+    We will help resolve any issues.
+    Do not argue with the Travel Inc agents, especially about options you find online&nbsp;&mdash;
+    there are many reasons why that option might not be available to us.
+
+### Travel by Bus
+
+For some nearby locations,
+or in addition to air travel to Chicago or Milwaukee,
+it may be helpful to take a bus to Madison.
+Bus companies that School travelers have used often in the past are:
+
+-   [Van Galder Bus](https://www.coachusa.com/airport-transportation/van-galder/bus-schedule),
+    especially from Chicago
+-   [Badger Bus](https://badgerbus.com),
+    especially from Milwaukee
+
+To get bus tickets, pick one method:
+
+-   **Ask us to buy bus tickets for you in advance.**
+    This is the easiest option all around.
+    Just email us at <[email protected]>;
+    include your desired travel dates (tickets are not specific by time),
+    and start and end bus stations or stops.
+
+-   **Buy bus tickets for yourself.**
+    You may purchase bus tickets yourself **before or on** the day of travel.
+    If you purchase your own tickets,
+    you must get approval from the School for the estimated cost first,
+    then request reimbursement from us after the School.
+
+    If you purchase your own tickets,
+    save the original receipt (even if by email).
+    It is best to have a detailed receipt
+    (including your name, itinerary, date of purchase, and total amount paid),
+    but a regular ticket stub (e.g., without your name or date) should work fine.
+    Just get what you can!
+
+    Be sure to email us with your bus plans, including:
+
+    -   Transportation provider(s) (e.g., Van Galder bus)
+    -   Arrival date and approximate time
+    -   Departure date and approximate time
+    -   Arrival and departure location within Madison
+    -   Actual or estimated cost (indicate which)
+
+### Travel by Personal Car
+
+If you are driving to Madison,
+you will be reimbursed the mileage rate of $0.670 per mile
+for the shortest round-trip distance (as calculated by Google Maps), plus tolls.
+Also, we will pay for parking costs for the week at the hotel in Madison (but not elsewhere).
+We recommend keeping your receipts for tolls.
+
+**Note:
+Due to the high mileage reimbursement rate, driving can be an expensive option!
+We reserve the right to limit your total driving reimbursement,
+so work with us on the details.**
+
+To travel by personal car, please check with us first.
+We may search for comparable flight options, to make sure that driving is the least expensive method.
+
+Be sure to email us with your travel plans as soon as possible.
+Try to include:
+
+-   Departure date from home, location (for mileage calculation), and approximate time of arrival in Madison
+-   Departure date and approximate time from Madison, and return location (for mileage calculation) if different than above
+
+
+## 2. We Are Not Paying for Your Travel
+
+If you are paying for your own travel or if someone else is paying for it,
+go ahead and make your travel arrangements now!
+Just remember to arrive on Sunday, August 4, before about 5:00 pm and depart on Saturday, August 10,
+or whatever dates we suggested directly to you.
+For other travel dates, check with us first, please!
+
+Be sure to email us with your travel plans as soon as possible.
+Try to include:
+
+-   Transportation provider(s) (e.g., airline)
+-   Arrival date and approximate time
+-   Departure date and approximate time
+-   Arrival and departure location within Madison (e.g., airport, bus station, etc.)

docs/logistics/visas.md

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+# Documentation Requirements for Non-Resident Aliens
+
+<span style="color: #FF6600; font-weight: bold;">This page is for Non-Resident Aliens only.</span>
+If you are a United States citizen or permanent resident or member of the UW&ndash;Madison community,
+this page does not apply to you.
+
+For the University of Wisconsin to pay for your travel, hotel, or meal expenses,
+we must have certain personal information from you.
+We collect as little information as possible and do not share it except with University staff who need it.
+Most of what we need comes from the online form you completed after accepting our invitation to attend.
+
+When you come to the School in Madison, we will need to look at and verify your travel documents.
+Please bring all travel documents to the School!
+See below for details.
+
+## Tasks To Do Now
+
+Please check your passport and visa for travel in the United States now.
+Make sure that all documents are valid from now and until after the School ends.
+If any documents are expired or will expire before the end of the School:
+
+-   Tell us immediately, so that we can help you
+-   Begin the process for updating your documents immediately
+-   Do whatever you can to expedite the update process
+
+The University of Wisconsin cannot pay for or reimburse you for costs without valid travel documents.
+We have no control over this policy and there are no exceptions.
+
+<span style="color: #FF6600; font-weight: bold;">If you are in the United States on a J-1 Scholar visa,</span>
+there are extra steps needed to make the University and Federal government happy.
+If you have a J-1 visa and have not heard from us about it already, please email us immediately so that we can help.
+
+## Documents to Bring to the School
+
+When you come to Madison, you must bring:
+
+-   Passport
+-   U.S. visa
+-   U.S. Customs and Border Protection [form I-94](https://www.cbp.gov/travel/international-visitors/i-94)
+    -   If you entered the U.S. before 30 April 2013, the I-94 should be stapled into your passport — do not remove it!
+    -   If you entered the U.S. after 30 April 2013, the I-94 is stored electronically;
+        [you can request a copy to print from CBP](https://i94.cbp.dhs.gov/I94/#/recent-search)
+    -   If you are Canadian, you may use a second form of picture ID instead of the I-94 if you did not obtain an I-94.
+-   Additional forms specified in the table below:
+
+| If you have this visa | We will also need                            |
+|:----------------------|:---------------------------------------------|
+| F-1 (Student)         | Form I-20 (original document, not a copy)    |
+| J-1 (Visitor)         | Form DS-2019 (original document, not a copy) |
+| Visa Waiver Program   | Paper copy of ESTA Authorization             |
+
+Please bring all required information and documents to the School, especially on Tuesday, August 6.
+School staff will make copies of the documents and return them to you as quickly as possible.
+We will announce further details in class.

mkdocs.yml

@@ -23,11 +23,14 @@ extra_css:
 extra:
   social:
     - icon: fontawesome/brands/twitter
-      link: https://twitter.com/OSGUserSchool
+      link: https://twitter.com/OSGSchool
       name: OSG School on Twitter
-    - icon: fontawesome/brands/facebook
-      link: https://www.facebook.com/OSGUserSchool
-      name: OSG School on Facebook
 
 nav:
   - Home:                           index.md
+  - Logistics:
+    - General information:          logistics/index.md
+    - Travel:
+      - Travel planning:            logistics/travel-planning.md
+    - Visa requirements:            logistics/visas.md
+    - Hotel information:            logistics/hotel.md