Open House In-Person Guidelines

Guidelines for 2024 Yale Physics Open House April 4-6, 2024

Eligible students: Prospective students admitted to the Yale Physics PhD program starting Fall 2024.

Travel Costs: The Physics Department will pay up to $600 of the travel expenses (plane/train/mileage) for admitted students visiting for Open House, April 4th to 6th, 2024. Travel must be booked by March 15th. Travel booked outside of policy (after March 15th and/or above $600) will be paid by the visitor unless a special exception is made by the department in writing. The department does not pay for the travel or accommodation costs for any spouse or partner who may wish to join the admitted student on a visit to Yale.

  • Air Transportation: Flight arrangements must be made through Yale’s travel agency, Egencia, to avoid paying out of pocket. Please select economy refundable and plan to arrive in time for pre-arranged ground travel transportation. Our preferred airports are Tweed Airport and Bradley Airport in Connecticut or JFK and LaGuardia Airport in New York. We do not recommend flying to Newark, New Jersey. Please note that we do not cover excess luggage fees. More information on booking travel through Egencia can be found in your Open House email invitation.
    • Airport Pickup times are 2pm at Laguardia, 3pm at JFK, and 4:30pm at Bradley Airport. Visitors are responsible for securing transportation from the airport to hotel after these times.
  • Rail Transportation: Yale is conveniently located less than 2 miles from the New Haven Union Street train station, serving Amtrak, Metro-North, Shoreline East, and Hartford train lines. Train tickets cannot be purchased via Egencia and should be purchased  directly with Amtrak at your personal expense or arranged with Graduate Registrar, Stacey Watts by providing the following information.
    • Legal name as recorded on your ID
    • Rail Station you’re departing from
    • The train number and your preferred departure time
    • Your cell phone number
    • Amtrak Guest Rewards number, if you have one
  • Ground Transportation: Visiting admits traveling by car will be reimbursed for mileage only if traveling from no more than 150 miles away (i.e., no more than 300 miles round-trip). If traveling from further distances, they should travel by train or plane. They may still drive but will only be reimbursed for no more than 300 miles round-trip. Hotel parking is provided. Rental cars will not be reimbursed.

Overnight accommodations: The Physics Department has arranged overnight accommodations for visitors at the New Haven Hotel, 229 George St. New Haven, CT 06510. All rooms are non-smoking, double occupancy rooms. Check-in begins at 3 pm Thursday, April 4th and check-out is 11 am Saturday, April 6th, 2024. Continental breakfast will be provided on Friday and Saturday morning.

Out-of-Pocket Expenses: Visitors should avoid out-of-pocket expenses by using the provided services above when possible. If eligible out-of-pocket expenses are incurred, the department will refund up to $600 of travel expenses. Reimbursement requests are due by April 15th and refunds may take up to 90 days to process. The reimbursement policy and necessary forms can be found here.

Covid Restrictions: All visiting admits must abide by Yale University Health Guidelines and notify Program Coordinator Rona Ramos or Graduate Registrar Stacey Watts of any illness before arriving on campus.