Back

Travel Instructions

Preparing for Travel

Pencils Down 2025 will be held February 6–7, 2025. You’re responsible for booking your own travel through Concur, our travel-booking web platform. The booking window for Pencils Down is September 30−December 6, 2024. No travel should be booked for Pencils Down until the booking window opens.

Please note: This booking process is different from our standard business-as-usual policies. Please read through this page first. Then follow the booking instructions below.

Most staff will arrive on Thursday, February 6, spend the night in Philadelphia, and depart on Friday, February 7. Some colleagues—based on where they live or their participation in the service project—may be invited to arrive on Wednesday, February 5. The Pencils Down team will follow up with any staff who need to arrive early.

By Train

Train will be the best option for most East Coast staff, especially for those who live in or around the NY/NJ and DMV areas. Plan to arrive at the Amtrak: William H. Gray III 30th Street station by 11:30 a.m. on February 6. (Note: Early travelers will be invited to arrive any time on February 5.) Pencils Down will run 12:30 p.m. February 6−1 p.m. February 7. All return trains should depart after 3 p.m. on February 7.

Shuttle transportation will only be available to and from the hotels and Amtrak train station. We also encourage shared Lyfts/Ubers, and public transportation. Use of black car/limousine services, including Uber Black, isn’t permitted.

By Car

If you're within a reasonable distance of Philadelphia, you may consider driving. If you choose to drive your personal car, or rent a car, you must abide by the policy guidelines on page 12 of the Travel and Entertainment Policy found here.

You’ll be asked to use valet service at each hotel. See parking rates per hotel below. Keep all receipts for your expense report.

Philadelphia Marriott Downtown: Daily Valet: $69.50.
The Notary Hotel Philadelphia: Daily Valet: $71.05.
Element Philadelphia Downtown: Daily Valet: $60.

By Plane

If you're flying, plan to land by 11 a.m. on February 6. (Note: Early travelers will be invited to arrive any time on February 5.) All return flights should depart after 4 p.m. on February 7. Philadelphia’s main airport is Philadelphia International Airport (PHL), about 12 miles from event hotels. Driving estimates to the hotel vary with traffic. Please plan for ample buffer time.

Shuttle transportation will only be available to and from the hotels and airport. We also encourage shared Lyfts/Ubers and public transportation. Use of black car/limousine services, including Uber Black, isn’t permitted.

Booking Instructions

Book your travel directly on Concur September 30−December 6, 2024. All travel will be billed to our business account so you won’t be prompted for a form of payment and won’t need to submit an expense report for your plane/train.

For Train Travelers

Read the entirety of this Travel Instructions page when you are ready to book.
Review the travel email sent on Monday, September 30. There is information about your individual arrival date.
Log in to Concur.
Select Home > Travel at top left of the page.
Select Meetings in the navigation bar.
Under Upcoming Meetings, select the College Board Pencils Down 2025 link.
The link will open the Flight Information page. Note: This is the correct page.
Type in your departure city and your city’s area airport should appear. Select the option for your city’s area airports. (This is still the correct process for booking your train.) Check that your depart date is correct.
Click Next. Concur will show you your travel options. Depending on your departure city, you may see a mix of both train and flight listings. If your train options are not visible on the first page, go to the Sorted By dropdown and select Duration.
Select the train you prefer and follow the onscreen instructions until you have a confirmation number.

Optional: See how to book trains in this video tutorial.

For Plane Travelers

Read the entirety of this Travel Instructions page when you are ready to book.
Review the travel email sent on Monday, September 30. There is information about your individual arrival date.
Log in to Concur.
Select Home > Travel at top left of the page.
Select Meetings in the navigation bar.
Under Upcoming Meetings, select the College Board Pencils Down 2025 link.
The link will open the Flight Information page.
Enter your departure airport and check that the depart date is correct.
Follow the onscreen instructions until you have a confirmation number.

Optional: See how to book flights in this video tutorial.

For Car Rental Travelers

Read the entirety of this Travel Instructions page when you are ready to book.
Review the travel email sent on Monday, September 30. There is information about your individual arrival date.
Log in to Concur.
Under Trip Search, click on the car icon (second from the left).
Fill out the search box with your pick-up, drop-off, and location information.
Follow the onscreen instructions until you have a confirmation number.

Optional: See how to book rental cars in this video tutorial.

Cost Expectations

Where possible, round-trip flights shouldn’t exceed $400 for air travel and $225 for train travel. As always, book the lowest fare possible, within reason (e.g., no multiple layovers or long-haul flights).

When booking, pay close attention to trains/flights that have a (!) indicator, which means they’re outside of our booking parameters (price, timing). Here’s an example of such an option.

Trains/flights without this (!) indicator should be considered within policy. See the example:

If you need support with booking after the travel window opens, Fox Travel specialists are available Monday–Friday, 8 a.m.–8 p.m. (ET) and can be reached by phone at 855-225-9226. Please don’t call after hours unless you're facing a travel-related emergency.

Allocating Travel Expenses

Pencils Down budget code for expense reports: 0300850200003.