Open House In-Person Guidelines

Open House (April 1-3, 2026) Travel and Accommodation Guidelines 

Eligible students: Prospective students admitted to the Yale Physics PhD program starting Fall 2026.

Travel Costs:

  • The Physics Department will cover up to $600 of travel expenses booked by March 10th for Open House.
  • Costs over $600 or bookings after March 10th are not reimbursable without special written approval from the department.
  • Travel and accommodation costs for spouses or partners will not be covered.

Air Transportation:

  • Flights must be booked via Yale’s travel agency, World Travel (Concur), 
  • Preferred airports: Tweed (CT), Bradley (CT), JFK (NY), LaGuardia (NY).
  • Avoid Newark, NJ.
  • Excess luggage fees are not covered.
  • Specific airport pickup times:
    • 2 PM at LaGuardia
    • 3 PM at JFK
    • 4:30 PM at Bradley
  • Visitors must arrange their transportation from the airport after these times.

Rail Transportation:

  • Yale is less than 2 miles from New Haven Union Street station (serves Amtrak, Metro-North, Shoreline East, and Hartford lines).
  • To arrange train tickets, provide the Graduate Registrar, Stacey Watts, with:
    • Legal name (as per ID)
    • Birthdate
    • Departure station
    • Train number and preferred departure time
    • Cell phone number
    • Amtrak Guest Rewards number (if applicable)

Ground Transportation:

  • Eligible mileage reimbursement for car travel within 150 miles (300 miles round-trip).
  • For longer distances, travel by train or plane is recommended (reimbursement capped at 300 miles round-trip).
  • Hotel parking provided.
  • Rental cars will not be reimbursed.

Overnight Accommodations:

  • Provided at Omni New Haven Hotel, 155 Temple St., New Haven, CT 06510.
  • Double occupancy, non-smoking rooms.
  • Check-in: 3 PM, April 1st
  • Check-out: 11 AM, April 3rd

Out-of-Pocket Expenses:

  • Use provided services to avoid out-of-pocket costs.
  • Reimbursement up to $600 for eligible expenses.
  • Submit reimbursement requests by April 17th (processing may take up to 90 days).
  • Reimbursement policy and forms available here.