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2025 Physics and Astronomy Congress Fundraising Calculator - Student Travel
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Physics Congress 2025 dates:
October 30-November 1, 2025
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Location:Denver Sheraton Downtown @ 1550 Court Pl, Denver, CO 80202
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Group arrival date for tours Thursday morning:
Wednesday, October 29, 2025 (Anytime)
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Information
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Modes of travel available to Denver, CO:
Travel Cost (estimate) per person
Meal
Estimated Cost per meal
Number of Meals per person
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Airplane (cost per participant if booked early)350Breakfast$12 3
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Bus (Cost per participant)65Lunch$15 3
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Personal car that seats 4 (milage*067) / # of people58.625Dinner$20 3
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University Van w 7 seats (fees plus gas) / # of people64.29Please fill in all highlighted boxes
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Rental Van for 8 (4 day rental fee plus gas) / # of people100
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Lightrail to hotel / per person
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Uber / Lyft / Taxi to downtown for 3 people25
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This table is to be used as a reference. Update with your own travel estimates.(Tentative) Meals Provided with Registration:1 Continental Breakfast
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2 Lunches & 1 Dinner
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Number of students 12Hotel cost per room230
Other expenses per person
60
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Your estimated travel cost per person 300
Hotel cost per person per night
57.5Food Cost per person$141
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Registration Cost per student (Est)300 Number of rooms needed3Food and other costs will not be included in the total estimated costs, as students are typically responsible for these charges themselves
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Optional Tour cost per student20Nights Attending3
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4 people maximum per hotel room
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Total hotel cost for group2070
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 Total travel cost for group3600
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Total registration costs for group3840
<- Some meals are included in registration cost
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Total Estimated Expenses9510<-- Meal costs will vary greatly
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Total Travel Awards (Univ/SPS/etc)
<-- Apply for a free SPS room if you are bringing at least 3 people
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Total Funds currently raised0<-- Chapter fundraising events
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Total Funds Needed9510
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Total cost per person for whole trip*792.5Boxes in yellow are inputs
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*Note: Based on past attendance, an estimate of 550-850 is considered reasonable by many advisers.
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