Meeting Details and Budget Planning for Conference Trip

  • Date of Events

    • The meeting was set for Tuesday.
    • Phone call made around 8 AM or 9 AM to the Undergraduate Research and Creative Inquiry Office.

  • Meeting Setup

    • Spoke with an office representative who indicated they were trying to reach us to set up a hotel for a trip.
    • Scheduled the meeting for 2 PM that same day.

  • Budget Distribution

    • Discussed and recalculated the budget to ensure proper reimbursement.
    • Total budget for the trip was $800.
    • Initially planned $125 per person for hotel expenses.
    • Up to $400 could have been allocated for hotel accommodations.

  • Conference Registration

    • Completed forms needed to register for the conference.
    • Registration fee of $25 per person was covered and paid by the office.

  • Hotel Selection Process

    • Original hotel option was fully booked as the timing was late.
    • Encountered challenges in finding hotels that were affordable and within proximity.
    • Found one hotel approximately 40 minutes away, which raised concerns about its suitability.
    • The suggested hotel appeared sketchy, leading to hesitation in proceeding with that choice.
    • Expressed willingness to explore more hotel options.

  • Decision-Making

    • Encountered difficulties securing hotels due to timeliness (:25 PM) and an impending commitment for work at 2:45 PM.
    • Ultimately decided to go with the last available hotel option before leaving the meeting.

  • Communication and Teamwork

    • Importance of ensuring everyone’s needs were considered, and decisions made collaboratively.
    • Demonstrated flexibility and concern for classmates’ comfort during the trip.