Atlas Institute travel grants 2025

The Atlas Institute for Veterans and Families is honoured to have you join us in Ottawa for CIMVHR Forum 2025.

More information on CIMVHR Forum 2025, including agenda, speakers and workshops can be found on the CIMVHR Forum website.

This page will be regularly updated as information regarding your travel grant is confirmed. Please make sure to save the link so you can return to this information when you need to.

Congratulations on being a 2025 Atlas Institute travel grant recipient! Your travel grant includes the cost for your:

• CIMVHR Forum 2025 registration fee
• Airfare
• Local travel to and back from the Forum and the Atlas Institute Networking Reception event.
• Accommodation while in Ottawa, ON

This travel grant is available to you according to the terms included in the travel grant letter of offer you received.

Note: Your travel grant covers costs for you only. It does not cover travel costs for any additional people travelling with you. If you are travelling with additional people, their travel costs are your responsibility.

Please complete your Forum registration* on the CIMVHR Forum registration page.

Note that your name tag at the Forum will display:

• First and Last name
• Atlas Institute Participant
• Pronouns (optional)

* When registering to the forum, please list Atlas Institute Participant as your company/organization

Conditions of your travel grant

Please take the time to read the Atlas Institute travel policy.

Air travel

Atlas travel grant

• Cost of one (1) economy round-trip airfare to and from Ottawa Macdonald-Cartier International Airport
• Cost of one (1) checked bag

It is your responsibility to:

• Book your flight with our travel agent, Corporate Traveller by August 15, 2025
• Bear the cost of any flight upgrades not related to accessibility needs
• Bear any expenses you incur on board your flight that is not offered free of charge (meals, Wi-Fi, etc.)

Travel agency

Atlas Institute’s dedicated travel manager:

• Kristyna Heto
• (613) 236-2444
• Emergency Assist: +1 613-236-2444
• Email: heto@corporatetraveller.ca
• After-hours email: afterhours@corporatetraveller.ca

Ground transportation

Atlas travel grant

• If you decide to drive rather than fly to Ottawa, your travel grant will cover the cost of an economy flight, booked on or before August 15, 2025, for the same distance.
• Mileage, public transport, taxi or ride-share costs to and from the airport closest to your residence
• Mileage, public transport, taxi or ride share costs from Ottawa Macdonald-Cartier International Airport to CIMVHR Forum location
• Mileage, public transport, taxi or ride share costs to and from CIMVHR Forum location and Atlas Institute networking reception venue for those with mobility issues
• Costs associated with parking at the venue between Sunday October 19 and Wednesday October 22, 2025
• Gratuity incurred on in taxi or shared ride will be reimbursed to a maximum of 15%
• Costs associated with train, bus, or ferry are eligible for reimbursement under the travel grant if accompanied by official itemized receipt

Your responsibility

• Any and all other ground travel expenses
• Any gratuity incurred in taxi or shared rides above the maximum of 15% covered by your travel grant
• You are responsible for booking your own transport by train, bus, or ferry. These transport costs are eligible for reimbursement under the travel grant if accompanied by official itemized receipt

Meals

Atlas travel grant

• Dinner: Sunday, October 19; Monday, October 20 (if you are not attending the Atlas networking reception); Tuesday, October 21
• Breakfast and lunch are provided free of charge to CIMVHR registrants
• A maximum gratuity on food and beverages of 15% is covered by your travel grant

Your responsibility

• Any costs related to food and/or beverages you incurred even though meals were provided by CIMVHR or the Atlas Institute
• Any costs related to alcoholic beverages incurred while travelling with your Atlas travel grant
• Any gratuity on food and beverages above the 15% covered by your travel grant
• If you purchase alcoholic beverages during your stay, please ask for a separate receipt for these so you only submit eligible food and beverages receipts with your expense claims.

Accommodation

Atlas travel grant

• Atlas has reserved a room block for all travel grantees.
• Your travel grant includes one single room rate (inc. all applicable taxes) for up to three (3) nights between Sunday, October 19 and Wednesday, October 22, 2025 at the Westin Ottawa, 11 Colonel By Dr., Ottawa, Ontario, K1N 9J1.

Your responsibility

• Any additional night(s) before and/or after Sunday, October 19 and Wednesday, October 22, 2025
• Any additional fee for extra persons in the room
• Incidentals (i.e. phone calls, movies, minibar, laundry, etc.)
• Security deposit: Please note that the Westin Ottawa requires all guests to provide a credit card at check-in for a security deposit. If you do not have a credit card, you must notify the Atlas Institute before August 15, 2025, by emailing claire.bertran@theroyal.ca. The Westin Ottawa will then require you to provide a deposit using an alternative form of payment prior to your stay.

Claiming expenses

Only expenses claimed accompanied by an itemized receipt will be eligible for reimbursement under the Atlas Institute travel grant. An itemized receipt lists each individual item purchased with its price, quantities per item, and details such as discounts applied, etc. A regular (short) receipt only shows the total amount paid.

Step-by-step:

• Email your itemized receipts, one picture per receipt, to claire.bertran@theroyal.ca.
• Submit all eligible expenses by: Wednesday, November 5, 2025
• For additional information on expense claims, please consult the Atlas Institute travel policy.
• For any question pertaining to your travel grant, please contact claire.bertran@theroyal.ca.