PanCAN in Action: National Affiliate Forum 2023

HOTEL ACCOMMODATIONS

You DO NOT need to make hotel reservations. Once you have registered, the PanCAN National Office will make hotel reservations based on your registration form. You will receive an email one week prior to arrival, containing your hotel reservation information and all details for the weekend. If you have questions regarding your hotel reservation, please contact Elizabeth Gentry at egentry@pancan.org.

Grand Hyatt DFW International Airport
2337 S. International Parkway
DFW Airport, TX 75261
Tel: 972-973-1234

Hotel Check‐In and Check-Out
Hotel check-in is at 3 p.m. and check-out is at noon on Saturday. The hotel can secure your luggage at the Bell Desk or you may bring your luggage with you to store on site in our meeting room.

Lodging Expenses
PanCAN will cover the cost of the hotel room for one night for all invited participants.  

Unfortunately, the Grand Hyatt DFW International Airport does not have a discounted hotel rate available to us outside of our selected Affiliate Forum dates. Please reach out to the hotel directly to arrange any additional nights for your stay at your own expense.

All Affiliate Forum participants will be required to provide a credit card upon arrival for all room incidental charges. A hold may be placed on your card account for the full anticipated amount to be owed to the hotel, including estimated incidentals through your day of check-out. The hold may not be released for 72 hours from the date of check-out or longer at the discretion of your card issuer. If this is an issue, please contact your staff partner.

AIR TRAVEL | BOOKING YOUR FLIGHT

PanCAN will provide air travel for all volunteers invited to the PanCAN in Action: National Affiliate Forum 2023. In order to secure the best prices and save money for the organization's mission, it is imperative that you reserve your air travel as soon as possible and honor the August 25 deadline.

Please ensure you have registered before you book your air travel. Upon registering, you will receive a confirmation email with instructions for booking your air travel. If you do not receive a confirmation email within 24 hours, please email Elizabeth Gentry at egentry@pancan.org.  When booking your travel, please make note of expected arrival and departure times below.

• ARRIVAL: Flights should be booked to arrive no later than 5 p.m. on Friday. Welcome Reception and a brief program will begin promptly at 6:00 p.m.
• DEPARTURE: Flights can be booked to depart the airport at 4:30 p.m. at the earliest on Saturday.

• Tickets are non-transferrable and, once issued in your name, can only be used by you.
• If you need to cancel your participation at PanCAN’s Affiliate Forum 2023, you will be responsible for reimbursing the organization for the full cost of your flight within 30 days of cancellation.
• Once the flight has been cancelled, you will receive an airline credit. In most cases, you will have a full year from the date of purchase to use the ticket as you choose (most airlines will deduct a change fee from the value when you re-book).
• You must notify our travel agents at TravelEdge, to cancel your flight. If the flight is not cancelled before your flight date, your ticket will become null and void.
• You will also need to contact Elizabeth Gentry, egentry@pancan.org, to cancel your hotel reservation.

GROUND TRANSPORTATION

Transportation to the Airport
PanCAN will not provide reimbursement for ground transportation (like rideshare services, cab, or rental car) to and from the airport in Dallas. The Grand Hyatt DFW International Airport hotel is located at the DFW airport.

Driving to Hotel
For volunteers who plan to drive instead of fly, PanCAN will cover the cost of overnight parking at the hotel, as well as mileage at the 2023 mileage rate, up to 100 miles, round trip. Please contact your staff partner for the Volunteer Reimbursement Form to calculate the total cost of your trip and process reimbursement.

4 – 6 p.m.

PANCAN IN ACTION: NATIONAL AFFILIATE FORUM 2023 CHECK-IN

6 – 8 p.m.

Welcome Reception and Opening General Session

Heavy appetizers will be provided

8 a.m. – 3 p.m.

General Sessions

3:30 p.m.

Departure

Q: How do I book my flight?
A: Once you have registered, you will receive a confirmation email with contact information for our travel agents at TravelEdge. Please contact TravelEdge to book your flight as soon as possible. If you do not receive a confirmation email, please contact Elizabeth Gentry at egentry@pancan.org.

Q: What is the attire for the weekend?
A: Please dress comfortably in casual attire. As always, we encourage you to break out your purple! Please pack layers, as it may be chilly inside the hotel.

Q: Can I bring my family or other guests?
A: Due to limited space, we cannot accommodate guests in the training rooms or at meals. If you have anyone traveling with you, please make sure they have other plans during all sessions and mealtimes on the agenda. If you are bringing any children, please arrange for full-time childcare for the entire length of the Affiliate Forum.

Q: What is the cancellation policy?
A: Please see our complete cancellation policy under the Hotel & Travel drop down above. If you cancel after booking an airline ticket, you will need to reimburse the Pancreatic Cancer Action Network for the full cost of your air travel within 30 days of cancellation. The airplane ticket (minus a change fee) will be yours to keep, if cancelled in advance of the travel date.

Q: Will I be able to spend time exploring?
A: Participants will have very limited free time during the Affiliate Forum – enough time to go to the hotel gym in the morning or take a stroll outside, but not enough time for a sightseeing trip. If you choose to extend your stay at your own expense, the hotel is a great resource for tourist information and transportation options.