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2014 Annual Meeting

The 2014 EMI SIG Annual Meeting will be held at the National Conservation Training Center (NCTC) in Shepherdstown, West Virginia, April 22–25.

The meeting theme is "Severe Events: Planning and Preparedness."

The primary purpose of the 2014 Meeting is to address outcomes of the second Departmental Nuclear Safety Workshop (September 2012), and the resulting DOE Office of Health, Safety, and Security’s Operating Experience Level One Report (April 2013), specifically Action 1, which states:  “All Program Offices, in coordination with responsible contractors, shall evaluate their site emergency management programs' response to severe accidents/events (including BDBEs) that could have a site-wide impact, using the guidance in Attachment 1, and make appropriate enhancements. This review and appropriate enhancements, if not already accomplished, shall be completed by the end of Calendar Year (CY) 2014.”  The focus of the meeting will be on how contractors and field elements are implementing Action 1.  

Specific meeting information is available in these areas:

Participant Fee

A $100 fee is payable in advance. The online registration form should be completed before making payments by credit card or check.

Personal or company checks should be made payable to ORAU, Inc., and the participant’s name(s) should appear on the check.

Mail check to:

Oak Ridge Associated Universities
ATTN: Cashier/EMI SIG Meeting Registration
P.O. Box 117, MS 43
Oak Ridge, TN 37831-0117

Cancellation and Fee Reduction Policy

The registration fee will be refunded if notification of cancellation is given by April 11, 2014, to Louise Wyatt (Louise.Wyatt@orau.org) or Dorothy Cohen (Dorothy.Cohen@orau.org). Requests for refunds due to emergency situations that occur after that date may be considered on a case-by-case basis.

Anyone participating in any part of the EMI SIG Meeting or related activities, including training, is required to pay the total amount of the registration fee. The fee will be waived in situations dictated by federal regulations or by unusual practical considerations.

Lodging Information

The 2014 EMI SIG Annual Meeting will be conducted at the National Conservation Training Center (NCTC) in Shepherdstown, West Virginia. NCTC has four lodge buildings, supporting 226 overnight guest rooms.

The lodging/meal plan rate is $135/day. (Effective April 1, GSA lodging and per diem rates in Shepherdstown are $84/$56.) No tax will be charged on the lodging/meal plan rate.

The three-meal-a-day NCTC meal plan, beginning with dinner on check-in day and ending with lunch on check-out day. Serving hours are:

  • Breakfast 6:30 a.m. to 9:00 a.m. (Hot food until 8:30 a.m.)
  • Lunch 11:30 a.m. to 1:30 p.m. (Hot food until 1:00 p.m.)
  • Dinner 5:30 p.m. to 7:30 p.m. (Hot food until 7:30 p.m.)

A $15 per night Facility Sustainability Fee will be billed along with room charges at the time of check-out.  This fee should be listed as a separate miscellaneous expense on Travel Expense Statements.

After registering for the EMI SIG 2014 Meeting, call NCTC Hotel Reservations at 877-706-6282 or 304-876-7900 to confirm your lodging room.

Meals for Guests and Commuters

Participant commuters or guests who are lodging with a meeting participant have two ways to purchase individual meals:

  1. A la carte—each item selected is priced individually
  2. Meal ticket (can be purchased in gift shop)—covers everything selected for one meal (including drink and dessert)  ($9/breakfast; $13/lunch; and $29/dinner)

Accessibility

Please indicate on your meeting registration form if you have an accessibility need.

  • Motorized carts are available at the Front Desk for guests unable to get around the NCTC campus. Please inform Hotel Reservations when reserving your room to ensure one is available.
  • Americans with Disabilities Act (ADA) Rooms - NCTC has ADA rooms available for overnight guests. Please contact the NCTC Front Desk for more information about ADA rooms.
  • ADA Map - full color map of the campus including Handicapped Accessible routes, elevator locations, and TTY information

NCTC Campus Setting

NCTC is a walking campus on a 533 acre property. The instructional classrooms, commons, and housing are situated within the rural setting of both forest and grasslands. The architectural design demonstrates the buildings and walkways are blended with the landscape to entice guests to shed their metropolis pressures. Outdoor patios, walkways, and break areas are situated to easily view the Mid-Atlantic area wildlife throughout the four seasons.

Business casual dress and comfortable shoes are recommended.

Cell Phone Coverage and Message Information

Cell phone coverage is limited on the NCTC campus. Messages may be left for participants by calling the front desk at 304-876-1600. Messages will be delivered to the participants.

Informal Networking

The NCTC Social Center is located in the Commons Building's Roosevelt Room and Lounge. It is open from 5:30 p.m. to 10:00 p.m. Monday through Thursday. Please take this opportunity to get together with colleagues to network, share information, and solicit ideas or solutions to relative issues.  This will also offer a chance to discuss and pursue benchmarking opportunities.

Transportation

The nearest airport to the NCTC is Dulles International Airport, located about 50 miles from the site.  Shuttle service (at no cost to the participant) will be provided from the airport to the NCTC. 

As soon as airline reservations are made, participants should send their itineraries and cell phone numbers to Louise Wyatt at louise.wyatt@orau.org  to reserve a seat on the shuttle. If travel plans are changed or flights delayed, please call Weatherly Munroe at 404-668-2021.

The use of rental cars is discouraged, as they will add significantly to the overall net cost of the meeting. In addition, cars will be of limited value at the location. Questions regarding this may be directed to Dorothy Cohen at Dorothy.Cohen@orau.org or 865-576-2007.

Local Transportation

Detailed Destinations is a transportation company located in Charles Town, WV.  They may be reached at 1-888-724-8701 or 304-262-8710 to make reservations for transportation to visit any local points of interest. 

No taxi service is available in Shepherdstown.

TRADEing Post

All TRADEing Post displays must be registered by using the Display Registration Form, which is due by March 28, 2014.

The TRADEing POST will be open from Tuesday through Thursday. Attendees are invited to showcase current emergency management activities and are welcome to share ideas about emergency management training and other technologies. All exhibits must meet TRADEing POST criteria. Exhibits can be set up on Monday, April 21, 6:00 p.m. to 7:00 p.m. and Tuesday, April 22, 7:00 a.m. to 6:00 p.m.

Shipping

Shipments should be sent to the NCTC to arrive no earlier than five days prior to the meeting.

Note that shipping costs and any handling charges incurred at the meeting facility will be the responsibility of the exhibitor.

Be sure to include the word "Exhibit" after your name as indicated below so the NCTC will know where to store the shipment.

Address shipments to:

National Conservation Training Center
Attention Beth Ann Ring
2014 EMI SIG Annual Meeting
Your Name/Exhibit
698 Conservation Way
Shepherdstown, WV 25443-4024

Phone: 304-876-7402

Group Meetings

The EMI SIG Annual Meeting includes group meetings for subcommittees, working groups, task groups, and others. If you are hosting one of these group meetings, please complete the EMI SIG Group Meetings Form by March 28, 2014 so we can better serve your needs.

Awards Information

Meeting awards information and nomination forms.

Presenter Information

Submitting Presentations: Presentations should be uploaded to dropcanvas.com using these instructions by April 15, 2014.

This standard equipment will be provided for all presenters:

  • Computer laptop and LCD projection unit
  • Remote control for presentation slides
  • Microphones

If you need additional equipment, please complete the Presenter Equipment Request Form and email to Louise.Wyatt@orau.org.

Please review the EMI SIG Annual Meeting Presenter Guidelines.

A PowerPoint presentation template is available for your use.

Venue

The National Conservation Training Center (NCTC) is a sixteen-building campus situated on a beautiful 500-acre lot along the bank of The Potomac River near Shepherdstown, West Virginia.   The campus, built in 1997, consists of classrooms, lodges, laboratories and a dining hall.  The quiet grounds and layout are conducive to conducting business, training, and professional networking.  The NCTC is operated by the U.S. Fish and Wildlife Service, Department of Interior.

Historic Shepherdstown, the oldest town in the state of West Virginia, nestled in the lower Shenandoah Valley. It is only 90 minutes from the Washington/Baltimore metropolitan areas but miles away from the stress and rushed lifestyle of the city. Stroll along German Street, filled with more than a dozen fine dining and casual restaurants, unique locally-owned shops offering everything from local arts and crafts to jewelry and crystals, and an independent movie theater.

Photography

All aspects of the EMI SIG Annual Meeting will be professionally photographed. It is necessary that you complete the electronic Photo Release form so that we have your permission to take and use your photographs for EMI SIG activity purposes.