Travel Arrangements

  • Following your registration, you will receive a confirmation email from Heming Group. (This is your copy of your registration form).
  • If you have not received it, the registration was unsuccessful and you must register once again.
  • PHRI will cover best available economy class fares for flights in accordance to our Travel policy.
  • All travel arrangements will be made with Heming Group.

Westin Madrid

  • Accommodation will be provided for the night of February 10 at The Westin Palace Madrid. The night of February 11 will only be covered if necessary due to flight schedule.
  • The Westin Madrid is located in the heart of Madrid within the Art Triangle. The Parliament is across the road, and the Royal Palace and Opera House within walking distance.The Westin Palace offers elegant facilities only 990 feet from the Prado, Thyssen and Reina Sofia Museums.The hotel is famous for its beautiful stained-glass dome. Rooms at the Palace are elegant and modern. They have the award-winning Westin Heavenly Bed and Heavenly Bath.
  • All accommodation MUST be booked via the registration page on this website, and not with the hotel directly.

 

The Westin Palace Madrid

Plaza de las Cortes, 7

28014 Madrid, Spain

TEL: +34 913 60 80 00


Additional Nights

Any additional nights prior to or after the meeting dates may be requested with Heming Group at the group rate of 239-euro including breakfast, single occupancy.  NOTE this group rate is subject to availability. A credit card is required to secure additional nights’ accommodation.


Hotel Check-In Information

Check-in time is 15:00 hrs. Every effort will be made to accommodate guests arriving earlier, however there are no guarantees. Check-out time is 12:00 hrs (noon). A credit card is required by the hotel at check in.


Meals

Meals will commence with Welcome Buffet Dinner on Friday February 10 from 7:30 pm to 10pm.Breakfast, lunch and breaks will be included on February 11.

Incidental expenses, telephone calls, room service, movies etc. will be at your own expense.
For your convenience we have included in room Wi-Fi.

Bring A Guest

Delegates Wishing to Bring a Guest

Attendance at the ARTESiA Meeting on February 11th is restricted to registered guests only. Guests of delegates are permitted to attend the Welcome Dinner at a cost of 67€ per guest.

Travel & Ground Transportation

After approval of your registration, you will be contacted directly by a representative from Heming Group to confirm all travel arrangements. Please allow 10 business days for processing.

Your cooperation in booking/registering early is most appreciated. We will endeavor to confirm your preferred airline, flight times etc. However we cannot guarantee that all special requests can be accommodated.

Your travel documents will be issued electronically and you will receive a copy of your electronic airline tickets after confirming your flights with Heming Group. Please print a copy of your electronic ticket for travel. Two (2) weeks prior to the meeting, you will also receive a final travel confirmation notice, including ground transfer and hotel accommodation details.

.Arriving by Air

If arriving by air: Flight proposal will be sent to you within 10 business days of registration. Flights are only held for 24 hours; therefore it must be approved by you by email as soon as possible. Upon approval you will be sent a copy of your electronic ticket. Once issued, airline tickets are 100% non-refundable. You will be personally responsible for any changes made after ticketing.

It is also important to check with your carrier regarding new baggage allowances. Baggage allowance differs by airline, country and destination. Several airlines are now charging for checked luggage. You may incur excess charges due to number of pieces, size and weight per bag or per person. Please visit the airline website.

Ground Transportation/ Shuttle

Upon arrival into Madrid Barajas Airport you will be met and transferred to the hotel. Travel time is between 20 and 35 minutes dependent upon traffic conditions.

Driving

If you are driving to the meeting, onsite parking is available. Any charges will be covered by ARTESIA. PHRI reimburses .44 cent/km CAD upon receipt of travel reimbursement form.

Train/Rail

If you are taking the train or rail please purchase your own ticket and take a taxi to the hotel. Keep your original receipts for the train/rail and taxi as you will be reimbursed. There will be expense forms at the meeting.


Changes/Cancellation Procedure

Once accommodation and travel arrangements have been booked, any itinerary changes or cancellations will incur charges for which you will be responsible. Therefore, please take care when registering.


Insurance

All delegates should ensure that they have the necessary travel insurance.
Note: Travel insurance is NOT included and you will be responsible for insurance premiums.


Passports & Visas

It is MANDATORY that you have proper documentation for travel to Spain. It is the delegate’s responsibility to check entry visa requirements with their local Spanish Embassy as some countries may require a Schengen Visa. Please keep your ORIGINAL receipts for your visa expenses as you will receive reimbursement of these expenses

Should you require any documentation to assist your visa application, we are able to provide copies of invitation letters, confirmation of hotel bookings and travel confirmations as appropriate. Please email  ARTESiA@phri.ca

Reimbursement and Expenses

All site Personnel will receive an Expense Reimbursement Form in their welcome packet, with instructions on submitting and processing their meeting expenses. Please follow below guidelines:

  • Keep all original receipts(Receipts should be itemized and not include any alcohol).
  • For ground travel using your own personal vehicle, please include a map from Mapquest or Google Maps . Go to mapquest.com indicating your start point and end point that will calculate the mileage traveled. PHRI will reimburse $0.44 CAD per kilometer.
  • For ground transportation including train/rail please include your tickets and receipts with the Expense Reimbursement Form.
  • Currency conversion will be based on Bank of Canada rates at the date of the meeting.
  • Reimbursements can take approximately 6-8 weeks to process.

Reimbursement and Expenses

Reimbursement and Expenses

All site Personnel will receive an Expense Reimbursement Form in their welcome packet, with instructions on submitting and processing their meeting expenses. Please follow below guidelines:

  • Keep all original receipts(Receipts should be itemized and not include any alcohol).
  • For ground travel using your own personal vehicle, please include a map from Mapquest or Google Maps . Go to mapquest.com indicating your start point and end point that will calculate the mileage traveled. PHRI will reimburse $0.44 CAD per kilometer.
  • For ground transportation including train/rail please include your tickets and receipts with the Expense Reimbursement Form.
  • Currency conversion will be based on Bank of Canada rates at the date of the meeting.
  • Reimbursements can take approximately 6-8 weeks to process.


For More Information About Travel or Hotel Accommodation

Please contact the Heming Group
E-mail: meetings@heminggroup.com

Tel: 1-888-639-4565 (from North America only)
Tel: 1-905-639-8424
Fax: 1-905-639-8759

HOURS: EST 9:00am to 5:00pm
Website: www.heminggroup.com

The Heming Group | 2289 Fairview St., Unit 105, Burlington, ON L7R 2E3 | Tel: 905.639.8424 | Toll-Free 1.888.639.4565 | Fax 905.639-8759 |  meetings@heminggroup.com

Conference Management | Tel: 905.639.2119 | Toll-Free 1 888 639 4565

For General Inquires, difficulties registering, study related questions or visa letter requirements:
Please E-mail ARTESiA@phri.ca