Housing, Registration, & Travel Information

NYLF Medicine #EnvisionExperience #NYLFMedicine

Important Contact Information

For any questions you have before or after the Need to contact us on Arrival Day? Use the contact
program, please contact the Office of Admissions information for the Program Helpline found on the
by phone or email. Important Information for Arrival Day link.

Office of Admissions: The times included throughout this document reflect the
866-441-8698 or +1-703-584-9240 program location’s time zone.
Email: Medicine@envisionexperience.com

We are currently evaluating all aspects of our programs and incorporating the most up-to-date health and safety
standards. We’ll continue to make changes as new learnings and guidance evolves from the Centers for Disease Control
and Prevention (CDC) and our program partners.

Stay informed by visiting our website at EnvisionExperience.com/Covid-Health-And-Safety and the Program Health
and Safety FAQ document on the MyEnvisionExperience.com webpage. There, you’ll find FAQs and procedural details
highlighting our COVID-19 protocols.

Key Reminders for Travel

On-Site Registration Time: 1 p.m.–5 p.m.

On-Site Departure Time: 10 a.m.

Scholars traveling by air: Refer to the Important Information for Arrival Day link on your MyEnvisionExperience.com
page for the designated program airport and flight windows.

Registration
Refer to the Important Information for Arrival Day link for registration location and other valuable information. We will
continue to update this resource up to 48 hours prior to Arrival Day. Continue to reference this link, and do not print the
information provided there more than 48 hours before Arrival Day.

Accommodations
Scholars are assigned to a one, two or three-person room* at NYLF Medicine. Each scholar will have their own bed,
linens, blanket, pillow and towel. While these items are provided, we recommend that scholars bring an extra set of
towels. Some scholars may also prefer to bring their own bedding for extra comfort. Bathrooms are shared. Depending on
the dorm configuration, bathrooms are either shared within a suite of sleeping rooms, or communal hall bathrooms. Most
universities have laundry facilities available for a fee; however, we recommend bringing enough clothing for the full 9 day
program as there is often not enough free time to do laundry. Rooms are not equipped with hairdryers or irons.

*While there may be some single rooms in the dorm, the program preference is to house scholars two to a room.

Rooming and Group Assignments

All scholars are randomly assigned to sleeping rooms with roommates of the same gender. We understand some
scholars may feel more comfortable rooming with someone they know, for this reason we do accept roommate requests.
Roommate requests may only be submitted for one person. Only roommate requests where both scholars have requested
to room together will be honored. Roommates can be requested at EnvisionExperience.com/roommate.

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Meals and Dietary Needs
Historically, all meals at the program site will be served buffet-style with a variety of food options common in the United
States. We are able to accommodate vegetarian, vegan, kosher, and halal scholars, if notified in advance. Without advance
notification, we are unable to guarantee dietary accommodations. If you have any food allergies, medical restrictions, or
other special dietary needs, please be sure to note these requirements when you complete the required Student Information
Form on your MyEnvisionExperience.com page. For life-threatening allergies, call the Office of Admissions.

Scholars Traveling by Air

Staff will meet all scholars who arrive and depart within the following travel windows at the designated airport.
Airport Arrival Window: 11:30 a.m. – 4:30 p.m.
Airport Departure Window: 1 p.m. – 5 p.m.

Check with your airline and destination for specific restrictions or travel advisories.

We are unable to accommodate scholars flying with the Unaccompanied Minor status as we cannot meet or drop off any scholars directly at
the gate. As policies vary, it is important to check with each airline about their unaccompanied minor designation before booking your flight.
All scholars should meet Envision team members at the designated baggage claim location.

Meeting Our Team at the Airport

At all airports, scholars should first retrieve their luggage and go through customs, if applicable, and then make their way
to the designated meeting area. Envision team members will be wearing name badges, white or navy shirts, and black
pants.

Our team will be located at the designated meeting area (found on your Mandatory Travel Form) from 11:30 a.m. to 4:30 p.m.

Envision Airport Shuttle Service

For your convenience, a scholar-only shuttle service between the designated airports and the housing location is provided
for scholars arriving by plane for a fee of $40 one-way or $80 round-trip.

Arrival Day: The first shuttles on Arrival Day will depart from the airport to the housing site at approximately 12 noon
and, thereafter, will run continuously. Shuttles depart according to the rate of scholars’ arrivals, which may result in a
wait period at the airport before boarding the shuttle. Many scholars use this time as an opportunity to enjoy a snack and
meet other scholars.

Departure Day: On Departure Day, the first shuttle departs the housing site at approximately 10 a.m. You may arrive
several hours before your flight. Staff will be available at the airport until 12 noon. After 12 noon, staff may be reached
via the Program Helpline. Scholars are responsible for getting themselves through security and to their assigned airline
gate. Note: Envision is unable to accommodate scholars traveling with the Unaccompanied Minor status.

To reserve your space on the shuttle, select Envision Airport Shuttle and pay the fee online when you complete the required
Mandatory Travel Form on your MyEnvisionExperience.com web page.

Please note: We will be unable to transport scholars for flights outside of our travel window (found on your Mandatory
Travel Form). Scholars who book flights outside of the travel window will be responsible for making their own travel
arrangements and for any additional travel expenses incurred. The parent/guardian acknowledges and agrees that
Envision staff is not responsible for the scholar after departure from the conference site when taking self-arranged
transportation without Envision staff accompaniment. SuperShuttle can be contacted at SuperShuttle.com or
800-258-3826.

Regardless of travel method, all scholars are required to provide us with their travel plans no later than three (3) weeks prior to the start of
their session. This information must be submitted via the online Mandatory Travel Form found on your MyEnvisionExperience.com page. We
cannot accommodate scholars traveling with the Unaccompanied Minor status.

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Self-Arranged Travel (Including Train or Bus)
If you are traveling by train or bus, you are responsible for arranging your own transportation to the program site, such as
a taxi. We recommend that you confirm the cost of the trip with the driver before departing from the train or bus station
and obtain a receipt for your records upon your arrival to the program site. If you experience any difficulties once you
arrive at the train or bus station, please call the Program Helpline, and we will be happy to assist you.

Scholars Traveling by Private Vehicle

Refer to the Program Health and Safety FAQ document for specific updates regarding scholar check-in procedures, check-
out procedures, and program office hours.

Parking: Upon arrival to the program site, look for the posted Envision signs that will guide you to the registration
location. Parking may not be available on-site and/or may require a fee. Parking is dependent on the Registration
Location. For more information related to site-specific parking, refer to the Important Information for Arrival Day link on
your MyEnvisionExperience.com page.

Due to the nature of the program and limited parking options, scholars are discouraged from driving to the program.
Scholars driving themselves to the program must first contact the Office of Admissions. Scholars are responsible for
any parking fees and are required to turn in their car keys to a senior Envision team member upon arrival. Keys will be
returned upon completion of the program. Envision is not responsible for any parking fees or lost, stolen, or damaged
property.

Regardless of travel method, all scholars are required to provide us with their travel plans no later than three (3) weeks prior to the start
of their session. This information must be submitted via the online Mandatory Travel Form found on your MyEnvisionExperience.com page.

Departures
Refer to the Program Health and Safety FAQ document for specific updates regarding scholar check-in procedures, check-
out procedures, and program office hours.

The program will conclude by 10 a.m. on the last day of the program session. Parents or guardians authorized to pick up a
scholar must have a government-issued photo ID to check-out scholars on Departure Day.

For scholars departing the program via the designated program airport, our airport shuttle service is available to
transport scholars to the airport in time to meet any flights scheduled to leave within our travel window (found on your
Mandatory Travel Form).

Scholars may call the Program Helpline (found on your Important Information for Arrival Day link) if any difficulties arise and
help is needed. The last shuttle for the airport departs the program site by approximately 12 noon.

Envision can assume no responsibility for any scholars who make their own departure arrangements or leave the program
site after the program concludes.

Early Arrivals and Early or Late Departures

If you are arriving a day early or staying a day late, you must make your own arrangements with a hotel. Keep in mind
that our shuttle service is only available on the first and last days of the program and that our Envision team will only
be available and responsible for scholars during the time of the program. Many hotels will not register unaccompanied
minors under the age of 18, so be sure to make any special arrangements in advance.

If your return flight home leaves before the start of our travel window (found on your Mandatory Travel Form) on Departure
Day, you will be required to arrange your own transportation to the airport in time for your flight. You must sign out with
the program office before departing.

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Flight Delays and Travel Updates
If you have any difficulty meeting our Envision team, please call the Program Helpline and we will be happy to direct you.
This number will be active starting at 8 a.m. on Arrival Day to 7 p.m. local time on Departure Day. If you miss a flight or
if your flight is delayed or canceled, call the Program Helpline immediately. We will inform our airport personnel of your
arrival status and give you any necessary instructions on transportation information. If the person picking up the scholar
on Departure Day changes from information submitted in the Mandatory Travel Form, call the Program Helpline at least
48 hours prior to Departure Day. We must have travel changes authorized in advance by the legal guardian via both verbal
and written permission (example: phone and email).

Passport
All non-U.S. scholars traveling to the program must have a valid passport. If you currently have a valid passport, it
must be valid for at least six months after your scheduled return date. U.S. scholars do not need a passport to attend
the program, but must have a current photo ID: a driver’s license, learner’s permit, school ID, passport, or
government-issued ID.

Please note: Some site visits require a government-issued photo ID to attend.

If you need to acquire or renew your passport, please remember it is your sole responsibility as a participant to obtain one.
The program is not responsible for lost time or additional costs incurred by you due to improper travel documentation.
As it can take several months to receive your passport after beginning the application process, it is crucial that you apply
as soon as possible and that you have your passport no later than May 31, 2022. Contact your country’s passport service
office to learn about the passport application process.

Keep a photocopy of your passport at home and bring two copies with you while traveling, in the event that your passport
is lost or stolen.

Visas
Non-U.S. Scholars: Visa requirements for entering the United States of America vary from country to country, and
acquiring a visa is your sole responsibility. If visas are necessary to travel from your country to the U.S. and you have
not yet obtained one, please do so immediately, as it can take several months to secure an appointment to apply for a
visa. The program is not responsible for lost time or additional costs incurred due to improper travel documentation. We
recommend reviewing local and destination guidelines for COVID-19 testing as well as health and safety protocols when
you make arrangements to secure your visa.