HOUSING IS NOW CLOSED.

If you already have a reservation:

• Between December 23-29: NO changes or cancellations can be made to your reservation (by the TRB Housing Bureau OR your hotel).

• Starting December 30: Contact your hotel directly for any changes or cancellations. If cancellation occurs within 48 hours of arrival or the guest is a no-show, the credit card provided for the arrival guarantee will be charged one night's room and tax by the hotel.

If you need to make a NEW reservation:

• Starting December 30: Contact any hotel within the TRB block to check whether they have availability and to book directly.

• As of December 22, the Washington Plaza and Le Méridien DC, The Madison had rooms available at the TRB group rate for those who contact them directly and indicate that they are with TRB.

Reminders:

• Some hotels may charge an early departure fee if your departure date is modified after check-in. To avoid this fee, please confirm your departure date at check-in.

• If cancellation occurs within 48 hours of arrival, or the guest is a no-show, the credit card provided for the arrival guarantee will be charged one night's room and tax by the hotel.

• Cancelling your hotel reservation does not automatically cancel your meeting registration. To cancel your meeting registration, contact the TRB Registration Bureau at TRB@spargoinc.com.

• View Hotel Block and Phone Numbers

• View Meeting and Hotel Map

• View Hotel Comparison Chart

Prior to December 23, 2025, any changes or cancellations must be referred in writing to the TRB Housing Bureau at TRBHousing@spargoinc.com. From December 23-29, 2025, NO changes or cancellations can be made to your reservations by the TRB Housing Bureau OR the hotels. Beginning December 30, 2025, contact your confirmed hotel directly for changes or cancellations. If cancellation occurs within 48 hours of arrival, or the guest is a no-show, the credit card provided for the arrival guarantee will be charged one night's room and tax by the hotel. Some hotels may charge an early departure fee if your departure date is modified after check-in. To avoid this fee, please confirm your departure date at check-in. Cancelling your hotel reservation does not automatically cancel your meeting registration. To cancel your meeting registration, contact the TRB Registration Bureau at TRB@spargoinc.com.

Important: The U.S. State Department is experiencing long delays in providing visa interviews. Visit their website to view the wait times for any specific city. The State Department has indicated that travel for the purpose of participating in an annual conference does not qualify for expedited appointments. We regret that neither TRB nor the National Academies have the ability to assist attendees in getting an earlier appointment. Exceptions to the Registration Cancellation Policy will not be made due to the inability to obtain a visa.

If you plan to attend the TRB Annual Meeting and will be coming from outside of the United States, we urge you to begin the visa application process now. U.S. regulations require security checks for most visitor visa applications, resulting in a review process that may take longer than expected. Official information on U.S. visa policies and procedures is available from the U.S. Department of State. General information on the U.S. visa application process is available through the National Academies’ International Visitors Office.

Citizens of Visa Waiver Program countries generally do not need a U.S. visa for business or tourism visits of less than 90 days, unless they are receiving compensation for services or activities (such as lectures, presentations, etc.). However, they must obtain an approved travel authorization via the Electronic System for Travel Authorization (ESTA) prior to boarding an airline or vessel bound for the United States.

Letter of Invitation

If you need a Letter of Invitation, you can create one by clicking here, providing your contact information, then clicking the “submit” button. The letter then will be displayed and may be printed. Please create your Letter of Invitation well in advance of your travel, since some countries require their citizens to first present an official invitation from TRB before they can obtain a passport.

All attendees must register for the meeting and must be responsible for their own travel expenses, including airfare, ground transportation, hotel, and meals. If you have questions not answered by the links above, please email TRBMeetings@NAS.edu.