Student Travel Guidelines

Travel Advisory - Please be sure to check the U.S. Department of Homeland Security website for Travel Alerts.  Ensure you have your identification and travel documents readily available at the airport. 

  1. Student Travel to the NSBP/NSHP Conference is COMPLIMENTARY.  NOT AN ENTITLEMENT.  NSBP will not tolerate demands, extensive/excessive request or disrespectful communication to our staff or contracted personnel.   We reserve the right to cancel your registration and refund your registration cost (minus processing fee) for any reason.
  2. Student Travel to the 2026 NSBP - NSHP Joint Conference will offer Air, Bus (Greyhound), Rail (Amtrak), and POV usage to Raleigh, NC for the first 400 students to register. Students traveling within a 3-hour radius of Raleigh, NC WILL BE REQUIRED to choose bus, rail or POV.   
  3. Travel booking communications will begin in July
  4. Travel Parameters: The meeting will begin with registration from 2:00pm - 8:00pm on Wednesday, November 18, 2026 and end at approximately 11:00pm on Saturday November 21, 2026.
  5. Please keep in mind, the first approved day of travel will be November 18, 2026 (No Exceptions).  NSBP will not cover an extra night stay the day before the conference begins or after the conference ends. 
  6. We have instructed travel to secure the best and most cost effective itinerary ($500 maximum).  As a result some student may be required to depart early on 11/22/2026 - Student programming ends on 11/21/2026.
  7. Each student will be responsible to Pay For All Unauthorized Travel Itinerary Changes. 

 

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Travel Communication Guidelines

Once you have registered for the conference, you will receive a separate email from Deonna Howard (dhoward@nsbp.org) with specific setup instructions to secure your travel itinerary. Below is some basic information to review.

  1. It is important that student's check email regularly and respond to communications timely to avoid delays.  Travel Booking communications will come from Deonna Howard (dhoward@nsbp.org)  and/or Monique Howard (mhoward@nsbp.org) to approve and to secure your Itinerary.
  2. Be sure to provide an email address that you check often on the Student Travel Form.
  3. NSBP will not approve First Class or Business Class fares (NO EXCEPTIONS). 
  4. Students MUST travel to and from the same departing location (NO EXCEPTION).  If you require a different return location, then you will allowed to book a one-way flight to the conference.  NSBP will not reimburse for your return flight (NO EXCEPTIONS).
  5. Once your flight has been selected, the travel agent will send you the travel itinerary schedule for your final review and approval.  Suggested adjustments MUST NOT EXCEED $500 maximum.
  6. It is critical to approve your itinerary immediately upon receiving your information.  There is no guarantee that The Travel Agent can keep the recommended schedule for more than 24 hours.   If a student isn't responsive to the initial communications from the agent within 24 hours and the total cost of travel increases above $500 minimum, students will have the option to (1) cancel registration (minus processing fee or (2) pay excess charges invoice.  Flight will not be booked until invoice is paid.
  7. If you wish to make any changes to your flight itinerary once it is paid for, you will be responsible for those charges. You will be responsible to contact the airline directly to make any changes. NSBP will not approve changes to your itinerary.  DO NOT CONTACT NSBP FOR CHANGES AFTER BOOKING IS CONFIRMED.
  8. MISSED FLIGHT NOTICE:  If a student accidentally misses a flight, CONTACT THE AIRLINE IMMEDIATELY!!!  DO NOT BOOK A SEPARATE NEW (ONE-WAY) FLIGHT TO THE CONFERENCE because this will cancel out your return flight on the NSBP purchased ticket. 
  9. Each student will be responsibility to confirm their itinerary prior to your departure date to ensure all flights are operating on time.  Download your flight APP, check-in 24 hours before the flight, and agree to receive flight notifications/updates.
  10. Be sure to check and follow-up with all communication from the airline.  If a change by the airline results in additional costs to the student, NSBP will reimburse the student as long as documented proof/receipts are provided.  Personal change request will not be approved.

 

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Hotel and Travel Cancellation Policy and Instructions

  1. Once your have registered for the conference and your flight itinerary is approved and purchased, you will receive your hotel confirmation.
  2. Students will be assigned to Double Occupancy Rooms based off gender on identification.
  3. Roommates can be selected during the student registration process.  If no specific roommate is requested, NSBP will attempt to room students from the same home institution if possible.  If no roommate is available from your home institution, students are assigned by classification. 
  4. Non-binary, gender nonconforming, or individuals that decline to answer gender assignment and do not request a specific roommate, will be contacted.  An NSBP Responder will contact you within 8-12 hours for follow-up.
  5. For the safety of other participants, students WILL NOT BE ALLOWED to swap rooms.  If a student has an issues with their room assignment or roommate, they will be required to complete an Incident Report.  The Incident Report Form can be downloaded from the Conference App.
  6. Important Note:  It is essential that you DO NOT contact the hotel directly to secure your hotel accommodations.  Student hotel accommodations will come directly from the conference organizer. If you book your own travel or hotel reservations, NSBP WILL NOT reimburse you (NO EXCEPTIONS).
  7. If you cancel after your hotel or travel arrangements are confirmed, or if you are a no-show to the conference, a $500 administrative fee and the full cost of your Airfare ticket will be charged to your credit card or to your Institution.
  8. NSBP 2026 Conference registrations are non-transferable and must be used by the registered attendee only. No exceptions will be made to this policy.