ESI Travel Guidelines
After reviewing the Travel Guidelines, you may begin making your travel arrangements by completing the Delegate Travel Arrangement Profile Form.

Designated Travel Agent
All delegates are required to make their travel arrangements through the White House Conference on Aging’s designated travel agency, ESI Travel during the hours of 8:00 am and 7:00 pm Central Time, Monday through Friday. Note: This is the only travel agency that delegates may use in making arrangements for travel to the Conference.

ESI is pleased to provide these instructions to assist delegates in making their travel arrangements for the event. Please remember that this event is funded by a Federal Government agency; therefore, ESI Travel is required to follow Federal Government Travel Regulations. Additionally, airline preferences to accommodate frequent-flier benefits or airport preference cannot override price considerations.

Guidelines that ESI Travel is Required to Follow
ESI Travel is authorized to book your round trip travel from your designated origin to Washington, DC and back ONLY. ESI Travel is not authorized to book travel itineraries that include special routing accommodations, for example, a layover in another city for business or personal purposes, additional nights stay, or return flights to a city other than your home/departure city. If you would like to discuss your travel arrangements with an ESI Travel representative by telephone, contact ESI Travel at 1-866-510-9653.

ESI Travel is required to book you on the most economical, coach-class flight in order to comply with Federal Government Travel Regulations. Electronic tickets (e-tickets) will be issued to persons requiring air travel. Travelers will need to show a valid form of identification at the check-in counter. Participants traveling by train, and those for whom e-tickets are not an option, will receive paper tickets. ESI Travel will e-mail or fax you a copy of your itinerary after booking your ticket, so that you will have it available for reference.

How to Make Your Travel Reservations
Please complete the electronic Delegate Travel Arrangement Profile Form immediately. Once ESI Travel receives the Travel Arrangement Profile Form, an ESI Travel agent will prepare your travel itinerary and send it to you.

Upon receiving the tentative itinerary and to ensure that we secure the best fare, it's important that you contact the ESI Travel within 24 hours to confirm your itinerary, so ESI Travel can ticket can finalize your travel plans and issue your ticket. If you do not confirm the itinerary, ESI Travel will not be able to issue you a ticket. ESI Travel will send you a final itinerary via e-mail after we issue an air e-ticket. If your itinerary requires rail or paper air tickets, the ESI Travel agent will e-mail you a final itinerary, and a paper ticket will be sent to you via overnight delivery.

NOTE: If you need to make any changes to your ticket after you have been ticketed, you will need to contact the airline or train directly. All additional costs incurred from changes will be at your own expense.

If members of your family will be traveling with you to the White House Conference on Aging, ESI Travel can assist them with their travel arrangements; however, all charges for family members must be placed on a personal credit card to facilitate ticketing.

Hotel Needs
Please be sure to contact the Marriot Wardman Park at 1-800-266-9432 to make your hotel reservations. When calling the hotel, please refer to group name White House Conference on Aging.

For questions or more information contact:
Heidi Souerwine, Conference Services, ESI at 1-800-628-8442, ext. 361 or
heidis@esi-dc.com.

Step 2 >> Complete the Delegate Travel Arrangement Profile Form