Crossroads Emergency Conference 2025:

Travel Policy

November 20-21, 2025

Conference Travel Policy for Presenters

The following travel policy details the options and guidelines for presenter travel and lodging.

Definitions:

• International & National Presenters: presenters residing more than 350 miles from the conference location

• Regional Presenters: presenters residing between 60 and 350 miles from the conference location

• State and Local Presenters: presenters residing within 60 miles of the conference location

• Presenters: the term “presenters” in this policy refers only to the PRIMARY or FIRST-NAMED author of an accepted abstract. Any additional abstract authors (second author, third author, etc.) are not eligible for conference reimbursement or complimentary conference registration. It is the responsibility of the primary or first-named author to convey this and all other information regarding conference participation to their co-authors. Should any changes to the authorship of the abstract occur, pre-approval must be received from the Education and Accreditation Committee chairs.

Conference Admission

• Each presenter will receive a full conference admission at no charge, but must complete their registration before the due date. A coupon code, specific to the presenter, will be provided via email once you have completed your Intent to Present form. Again, please refer to the definition of “presenter” within this policy.

Travel Companions

• The conference does not cover any expenses related to travel companions, including, but not limited to, flights, hotel, meals, or conference admission.

Reimbursement Requests

• All reimbursement requests must be submitted within 30 days of completing the travel. If the reimbursement form is not completed within this timeframe, we appreciate your time and financial contribution to the conference.

• Requests must be submitted using the appropriate travel reimbursement forms, available on the Indiana ENA website.

• All reimbursement requests must include receipts and required documentation (e.g., flight receipts, mileage maps, parking receipts).

• Receipts must clearly show the date, time, company name, and an itemized breakdown of the transaction.

Exceptions and Special Considerations

• The Education and Accreditation Committee chairs must pre-approve, in writing via email, any exemptions or exceptions to the Travel Policy.

• To submit a request, please contact the Education and Accreditation Committee chairs and provide all necessary details via the Contact Us form.

Travel

• Flights:

• The conference will reimburse a round-trip commercial, coach-class flight to and from the closest feasible airport (Louisville or Indianapolis).

• Flight arrangements must be submitted to the Education and Accreditation Committee at least six weeks before the event via the form below.

• Only one checked bag will be reimbursed. Additional fees (such as early check-in, meals, seat upgrades, and extra baggage) will not be covered.

• Mileage to Departure Airport:

• Presenters can request reimbursement for mileage from their home to the airport.

• A standardized map (e.g. Google Maps printout) showing the mileage must be submitted with the reimbursement request.

• If you use a rideshare service instead of driving, you may submit receipts for reimbursement.

Hotel Accommodations

• The conference will provide one night of hotel accommodations per presentation (e.g., 1 presentation = 1 hotel night) to a maximum of 2 hotel nights. Any exemptions or exceptions must be pre-approved, in writing via email, by the Education and Accreditation Committee. 

• The presenter may choose to stay the night before or after their presentation.

• Flights home must be scheduled within five hours of the last presentation, unless previously approved, in writing via email, by the Education and Accreditation Committee.

• If additional nights are required, presenters must obtain prior written approval from the Education and Accreditation Committee via email or cover the cost themselves.

Parking & Meals Before the Conference

• Airport Parking: Reimbursed up to $35 per day.

• Meals: Meals before arriving at the conference are not covered. However, presenters may partake in all on-site meals provided during the conference.

Rental Car

• Rental car expenses will be reimbursed up to $85 per day, with a maximum reimbursement of $255.

Honorariums

• Whereas the conference does not routinely provide honorariums to speakers, the planning committee will review all honorarium requests on a case-by-case basis. If you have such a request, please submit the request, including all details, to the Education and Accreditation Committee via the Contact Us form.

Travel

Presenters may choose between the following travel options to possibly receive reimbursement:

• Option 1: Driving

  • Reimbursed at the federal mileage rate for the round-trip from their primary residence to the conference site.

  • A standardized map showing mileage must be submitted.

• Option 2: Flight

  • Flights must be booked to and from the closest feasible airport (Louisville or Indianapolis).

  • Only commercial, coach-class flights are covered. One checked bag is included. Additional fees (such as early check-in, meals, seat upgrades, and extra baggage) will not be covered.

  • Mileage to the departure airport or rideshare expenses may be reimbursed with proper documentation.

Parking & Meals Before the Conference

• Airport Parking: Reimbursed up to $35 per day.

• Meals: Meals before arriving at the conference are not covered. However, presenters may partake in all on-site meals provided during the conference.

Hotel Accommodations

• The conference will provide one night of hotel accommodations per presentation (e.g., 1 presentation = 1 hotel night) to a maximum of 2 hotel nights. Any exemptions or exceptions must be pre-approved, in writing via email, by the Education and Accreditation Committee. 

• The presenter may choose to stay the night before or after their presentation.

• Flights home must be scheduled within five hours of the last presentation, unless previously approved, in writing via email, by the Education and Accreditation Committee.

• If additional nights are required, presenters must obtain prior written approval from the Education and Accreditation Committee via email or cover the cost themselves.

Rental Car

• Rental car expenses will be reimbursed up to $85 per day, with a maximum reimbursement of $255.

Honorariums

• Whereas the conference does not routinely provide honorariums to speakers, the planning committee will review all honorarium requests on a case-by-case basis. If you have such a request, please submit the request, including all details, to the Education and Accreditation Committee via the Contact Us form.

Travel

• Reimbursed at the federal mileage rate for the round-trip from their primary residence to the conference site.

• A standardized map showing mileage must be submitted.

Hotel Accommodations

• The conference will provide one night of hotel accommodations per presentation (e.g., 1 presentation = 1 hotel night) to a maximum of 2 hotel nights. Any exemptions or exceptions must be pre-approved, in writing via email, by the Education and Accreditation Committee. 

• The presenter may choose to stay the night before or after their presentation.

• If additional nights are required, presenters must obtain prior written approval from the Education and Accreditation Committee via email or cover the cost themselves.

Meals

• Meals before arriving at the conference are not covered. However, presenters may partake in all on-site meals provided during the conference.

Honorariums

• Whereas the conference does not routinely provide honorariums to speakers, the planning committee will review all honorarium requests on a case-by-case basis. If you have such a request, please submit the request, including all details, to the Education and Accreditation Committee via the Contact Us form.