SAMPLE LETTER

GSA 2005 Annual Meeting
Salt Lake City, Utah
16–19 October 2005

IMPORTANT INFORMATION PLEASE READ

Dear GSA Field Trip Participant,

Attached is an Individual Information Sheet for the field trip you registered for. PLEASE take a few minutes to fill it out and mail it to GSA headquarters or email it to mvanotterloo@geosociety.org by October 1. Help your leaders make the trip more rewarding for you!

A link was provided on your meeting confirmation to access your field trip itinerary sheet. However, if you are unable to access this link, please call GSA's Member Service Center at 1-888-443-4472. Please read the trip itinerary sheet CAREFULLY. Be aware of any last minute changes. All trips will depart as indicated on the itinerary. For all trips, please check-in approximately 30 minutes prior to departure to pick up field trip materials. Vans and buses will depart promptly to meet scheduled stops throughout the course of the trip.

THE CANCELLATION DEADLINE IS OCTOBER 3. A written request must be received by this date to qualify for a refund. No refunds will be made for requests received after this date.

If GSA must cancel a field trip because of logistics or minimum registration requirements, a full refund will be issued to trip registrants as soon as possible after the meeting. Also, please be aware of cancellation deadlines and penalties imposed by airlines. You may wish to change your flight arrangements if a trip you have registered for is cancelled. It is a good idea to plan alternatives ahead of time.

If a trip fills, GSA will automatically take up to five people on standby. Those on standby have the option of remaining on standby, canceling with a full refund, or transferring to another trip. Should space become available, the individual in first position on the standby list will be notified immediately, usually by phone or email. Full refunds will be given after the meeting for standby participants who do not make the trip.

Field trips are technical in nature and can be physically rigorous. Some trips may pose possible dangers and hazards. Participants must assume any and all risks involved in connection with a trip; and participants will be asked to sign a waiver to save and hold harmless The Geological Society of America from any and all claims injury, losses, and damages. PARTICIPANTS SHOULD CARRY THEIR OWN MEDICAL AND LIABILITY INSURANCE.

The Travelers, an insurance company, offers travel insurance to field trip participants against accidents, lost or damaged baggage, and trip cancellation. A brochure is available by telephone request.

Contact your trip leader or either of us at GSA Headquarters, if you have questions regarding your trip. Enjoy the trip!