Guide to Estimating Travel Costs for Urbana 25 in Phoenix
Planning ahead for serving on-site at Urbana 25? This guide will help you and your supervisor estimate travel costs to Phoenix and incorporate them into your budget. Use these tips as a starting point but, remember, the final plan is up to you - based on your specific needs and circumstances.
Most staff are expected to arrive on December 27, 2025, and may depart anytime on January 1, 2026. However, please check your specific role, as your job may require a different travel schedule or arrival time that could impact your travel options.
1️⃣ Understand Your Considerations and Constraints
2️⃣ Determine Travel Method & Book Early
3️⃣ Assess Additional Cost Needs
Step 1: Understand Your Considerations and Constraints
Budget Constraints: Determine how much you can allocate for travel within your existing budget. Plan for a low-to-high-cost range to account for fluctuating prices and last-minute adjustments.
Time Investment: Weigh the cost of travel time when choosing between methods like flying, driving, or taking a bus.
Step 2: Determine Travel Method & Book Early
Flights: Use travel websites like Google Flights, Kayak, or Skyscanner to get an estimate for airfare. Set up alerts for the best flight prices. The nearest airport is Sky Harbor International Airport (PHX). As you're able, look for connecting flights or nearby airports with potentially lower fares. Direct routes may save time but could be more expensive.
Driving: Determine if car rental or mileage reimbursement is best. If utilizing mileage reimbursement, use the IRS mileage rate ($0.70 per mile for 2025) to estimate costs for fuel and vehicle wear-and-tear, using tools like Google Maps.
Bus: Research long-distance bus services like Greyhound, FlixBus, or Megabus for cost-effective travel options. Consider overall travel time and potential layovers when choosing this option.
Amtrak: Services may be available depending on your location. Check schedules and prices, though note that train travel can be slower and may require additional local transportation to reach the venue.
Pro-Tip:
- The day of the week you review pricing may determine the price! Avoid booking Friday-Sundays.
- If attending with a team, consider traveling together or leveraging group discounts for flights, buses, or car rentals.
Step 3: Assess Additional Cost Needs
Mileage/Rideshare from home to the airport, bus or train station, or rental company and back. The IRS mileage rate is $0.70 per mile for 2025.
Rideshare/Metro Rail from the airport or bus or train station to downtown Phoenix and back.
Parking at the airport, bus or train station, or in Phoenix.
Travel Meals (Dinner 12/27 through breakfast 1/1 will be covered by Urbana)
Remember
Your travel plan should reflect what works best for you and your team within your budget constraints. The goal is to make travel to Urbana as seamless and stress-free as possible while stewarding your resources wisely. Share your research and proposed travel plan with your supervisor to ensure alignment with your budget.
For more resources or assistance, feel free to reach out to the Urbana Team!
☎️ Contact Us
For additional questions, feel free to reach out to the Urbana team! We look forward to serving you!
- Email: urbana@intervarsity.org
- Teams Channel: Urbana 25 ? | All InterVarsity Staff
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