Grassroots Advocacy Conference Registration and Travel Information
NPAs are responsible for conference registrations and travel arrangements for attendees from their organization, including self-advocates and their guests. Below is a list of resources to assist you in navigating this process. Please note that signing up self-advocates for the training sessions is separate from conference registration.
Questions? Contact Advocacy@SourceAmerica.org.
Pre-Registration
Please work with your self-advocate to complete the Self-Advocate Questionnaire. Once completed, please send it to Advocacy@SourceAmerica.org. Self-advocates should save the completed version for use during the conference.
Conference Registration
Each NPA should register one self-advocate, one family member or support person of the self-advocate, and one representative from your organization to form a three-person team and confirm your attendance. The deadline to complete registration and the self-advocate questionnaire is July 31, 2024.
Conference Expenses
SourceAmerica will cover all conference-related travel expenses for a three-person team representing an NPA. The team must include a member of your NPA's leadership and a person with disabilities employed through the AbilityOne® Program.
For food expenses, SourceAmerica will reimburse conference participants using GSA-mandated per diem rates in lieu of collecting receipts. This allows us to process reimbursements faster and with fewer errors. It also means you don't have to save meal receipts! Per diem will also cover tips and ground transportation to and from meals. You can refer to the per diem rules for additional information.
Expenses that still require receipts include airfare and baggage, tolls, parking, cab fares, and gratuities and miscellaneous expenses directly related to the function. Hotel rooms will be billed directly to SourceAmerica. Please ensure you keep all detailed receipts as you must submit them with your travel expense form for reimbursement. Please make a copy of all receipts for your records before submitting them for reimbursement. SourceAmerica will not reimburse for personal sightseeing, dry cleaning, souvenirs, entertainment, alcohol, and other expenses not related to the conference.
Travel Arrangements
Conference Hotel
Hilton Washington, D.C. National Mall, The Wharf
480 L'Enfant Plaza SW, Washington, D.C. 20024
Check-in time is 4 p.m., but if you arrive before then, you can check with the hotel reception to see if your room is available. Registration will open on Monday, September 9 at 12 p.m. The opening session will start at 3 p.m.
NPA teams are expected to travel on Monday, September 9, and Thursday, September 12, for the conference. Alternative travel requests need to be approved by SourceAmerica in advance of the conference and can be sent to Advocacy@SourceAmerica.org.
Book your flights with a 2 p.m. or earlier arrival on Monday, September 9, in Washington, D.C., and a 12 p.m. or later departure on Thursday, September 12 (after 2 p.m. if booking your flights before visits are scheduled). Ronald Reagan Washington National Airport (DCA) is closest to the hotel. However, if you can obtain substantially lower airfares using Washington Dulles International Airport (IAD), you may consider it as an option.
Please note that SourceAmerica will reimburse you for the equivalent of the best-value coach class ticket. If you need to travel via another method or arrive/depart on days other than the dates above, contact Advocacy@SourceAmerica.org for prior approval to avoid reimbursement issues.
SourceAmerica will not reimburse you for rental cars except in unique circumstances and with prior approval. We request that you notify Advocacy@SourceAmerica.org as soon as possible if accessible transportation will be needed.