107th Meeting of the

Canada-France-Hawaii Telescope Scientific Advisory Council

29 - 30 May, 2025, Québec, Canada

Please be advised that the 107th meeting of the Scientific Advisory Council will be held on 29 - 30 May, 2025.

Meeting Location:

Lac-à-l'Eau-Claire, Québec, Canada (Lac-à-l'Eau-Claire is approximately a 2 hr 15 minute drive from Montreal). There is no train or bus service; participants will need to rent a car. We encourage ride-sharing.

Flights:

Round trip flights to Montreal. Please reserve your flights through Egencia as those flights will be paid for by CFHT directly. CFHT uses Egencia as a tool to book airfare and car rentals. If you need an Egencia login or assistance with booking your flights, please contact Laurie Dale at Ldale@cfht.hawaii.edu.

Car Rental:

We encourage ride-sharing when possible. Car rentals may also be reserved through Egencia. A form has been created to facilitate carpooling to and from the airport for both the Users Meeting and the SAC meeting: Google carpooling form.

Lodging:

Rooms are available at the Auberge du Lac-à-l'Eau-Claire. The deadline to reserve accommodations is April 8th. The resort is partially "all-inclusive" - breakfast is included in the room cost. Book your room and meals using this form. Section 1 of the form is for Users' Meeting attendees and Section 2 of the form is for the SAC meeting attendees. The resort offers a variety of lodging options; if you have a preference for accommodation, we advise you to book early. The form allows you to indicate the name of your roommate (if sharing a room) or the name(s) of people sharing a condo or cottage with you (if applicable). Please read the payment and cancellation policy carefully. Contact information for the resort is at the bottom of the last page of the form. If you are looking for a housemate to share lodging, please use this Google form. You are responsible for contacting potential housemates.

Reimbursement:

Room and board will be reimbursed beginning Wednesday, May 28th to Saturday, May 31st (3 nights). Meals will be reimbursed beginning with dinner on Wednesday to Saturday breakfast. Alcohol will not be reimbursed. Note: **If you are attending both the Users Meeting and the SAC meeting, reimbursement is only being provided for the SAC meeting dates.**

All expenses except for flights will need to be paid by you and will be reimbursed through our travel program Emburse Professional (formerly Certify) upon submission of documentation/receipts. Your receipts must be uploaded to your Emburse Professional account wallet and reimbursements will be completed after your return. If you need an Emburse Professional account or assistance with uploading your receipts, please contact Laurie Dale.

Typical expenses include one checked bag, car rental, airport parking, gas, mileage for personal vehicle use, and internet access fees. Claims for reimbursement must be submitted within 30 days of completion of travel.

Payment by wire transfer to a foreign bank: payments will be made by wire transfer into your account if you provide CFHT with your banking information. Please provide your wire transfer information to accountspayable@cfht if there are any changes to the banking information we have on file. If you have any questions or comments, please email Laurie Dale at Ldale@cfht.hawaii.edu for travel assistance and reimbursement questions.

For any other questions, please contact:

Dr. Stéphane Arnouts
2025 Chair
Scientific Advisory Council


Nadine Manset, Director of Science Operations
Patti Freeman, Assistant to the Director
Laurie A. Dale, Administrative Service Manager