Travel and expense policy – LDC Representatives
Official proceedings will commence at 13:30 on the Thursday to facilitate travel to the event on the morning itself.
Conference proceedings are due to conclude at 13:00 (lunch served 13:00 – 14:00).
Should you wish to leave the event early in order to travel before this time you will be required to fund your own travel (claims will only be reimbursed with prior approval from the Treasurer).
LDC Representatives are reminded to please make travel bookings as early as possible, are encouraged to take advantage of the savings offered by booking in advance, and to make every effort to obtain the cheapest train fare.
First class travel is however permitted for those who can book advance fares at discounted rates, resulting in a saving compared to a standard ticket purchased on the day.
Those LDC Representatives who due to their location find it is necessary/more cost-effective to fly to Gatwick and then travel onwards to Brighton are permitted to seek reimbursement for flights.
The cost of airfares will be reimbursed if it can be demonstrated that the total cost of travelling by air, including the cost of getting to and from airports and any parking charges, is cheaper than alternative public transport options. If travelling by air avoids an overnight stay this can also be factored into the comparative cost. Airfares will also be reimbursed if there is no practical surface public transport alternative. When booking airfares you should check the availability and practicality of low-cost airlines.
Taxis may be claimed for travel to a rail station/airport where the cost is less than mileage + parking. Attendees are encouraged to taxi share wherever possible.
Travel by car to Brighton
Public transport should be used in preference to a private car. Where use of a car is unavoidable or use of public transport is impractical you should claim the actual mileage travelled to and from your destination. Prior approval is required from the LDC Conference Treasurer before private car use for travel to Brighton can be claimed.
Pete Hodgkinson (LDC Conference Treasurer):
The current mileage rate is 45p/mile.
Parking in Brighton is expensive and should be considered when calculating cost-effectiveness.
Car-parking at the hotel is limited. Parking is available to guests at £35 per night available from 3pm on day of arrival and issued on a first come first served basis. On arrival please check with the hotel concierge that there are parking spaces available.
There is also a National Car Park (NCP) directly behind the hotel on Russell Road which has over 500 spaces and is available currently at the rate of £30 for 24 hours.
Expenses will not be reimbursed for any parking penalties received.