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Attendance Information
Attendance at the UK/US Directed Energy Workshop is limited to U.S. and U.K. citizens with the
necessary visit request on file with government offices. Please see below
for details on requirements for participation in the Workshop.
Location & Accommodations
The roomblock secured at the Workshop hotel is now full. If you are still needing
lodging, we suggest you reach out to other hotels near Swindon.
Short Courses will be held at the hotel Monday and Friday and workshop technical sessions
will be held at the Defence Academy in Shrivenham. Bus transportation will be provided between
the hotel and the off-site technical sessions. Driving personal vehicles to the technical sessions
is strongly discouraged due to access delays and very limited space for parking.
Only a light breakfast will be offered on site at the Defence Academy, Tuesday through Thursday.
However, the hotel offers a full breakfast buffet for guests staying at the hotel.
The hotel reserves the right to enforce its policies, procedures, and cancellation
fees. DEPS is not responsible for any hotel cancellation charges, penalties, or billing discrepancies.
Companions & Social Events
Companions are always a welcome addition to any DEPS meeting. To encourage them, we offer a
companion reception ticket which includes attendance to the Tuesday evening reception.
(We regret that security requirements at the facility will prevent companions
from joining us for lunches.)
Companion reception tickets
can be purchased as part of your event registration (below) or separately
using this form.
Social Trip to Oxford
DEPS will be offering a complimentary coach trip to Oxford on Wednesday evening for registrants and companions. The Oxford Coach can be selected as part of your registration.
Optoelectronics Research Centre (ORC) Tour
The Optoelectronics Research Centre (ORC) is one of the world’s leading institutes for photonics
research, based in the Zepler Institute, at the University of Southampton. DEPS is pleased to facilitate
a Monday afternoon tour of the facility for Workshop registrants. Busses will depart from
the hotel around 1300 on Monday, 22 July. Please be sure you RSVP by selecting the
appropriate box on your registration form. DEPS regrets that we are unable to open
this tour up to companions; it is strictly for our Workshop registrants.
Registration Information
NOTE: We have reached capacity for this event and registration has been closed.
| Registration Fees and Options |
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---Pre Registration--- |
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Through 24 June
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Through 19 July
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| DEPS member |
$1350
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$1450
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| Non-member |
$1450
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$1550
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| Government Employee |
$850
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$850
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| Full-time RDA Student |
--Full price based on membership status (above)--
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| Single half-day short course |
$300
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| Two or more half-day courses |
$275
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| Full-day short courses |
$550
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| Please note short courses are FREE for full-time RDA students. |
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Registration fees include participation in all Workshop sessions for which the attendee qualifies; snacks,
coffee breaks, and lunch from Tuesday through Thursday; the evening reception on Tuesday, and a copy of
the Workshop proceedings. Breakfast is not included as part of the registration fee but is available free
if staying at the hotel as a benefit provided by the hotel for its guests.
Short course registrations include student materials, refreshments, lunch on Monday or Friday (if
registered for a Monday or Friday course), and Continuous Learning Point (CLP) credits for successful
students. Full-time RDA students who wish to register only for the short courses may do so
by calling the DEPS office at +1 (505) 998-4910.
Remember that all registrants will be required to submit a classified visit request. See
Security for instructions.
* We have reached capacity for this event and registration is now closed.
If you are a presenter that has yet to register or if you were in the process of registering, please
contact Dawn Gutierrez Dawn@deps.org .
Persons requesting cancellation through 24 June 2024 will receive a full refund. Cancellations after
24 June are subject to a $100 cancellation fee. There will be no refunds for short courses after 15 July
2024 or for the event after 19 July.
Security
The UK/US Directed Energy Workshop is held at a Secret level and limited to U.S. and U.K. citizens with
the necessary visit request on file with government offices. Requirements and instructions for
participation in the Workshop are covered here.
1. Security Clearances
British Citizens: All British Citizens attending the Workshop need to have a valid and current
Security Clearance which must be sent via this form to the Defence
Academy to the Defence Academy by 12 July 2024. Please send completed
forms to the email addresses provided on the form.
U.S. Citizens: US Citizens wishing to participate in the UKUS DE Workshop must submit a
classified visit request to DEPS as follows.
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US DoD Government/Contractor Instructions:
DoD government and contractor attendees should submit their classified visit request via
Defense Information System for Security (DISS) with the following information:
- SMO CODE: 1LNJ44
- Purpose of Visit:UK/US DE Workshop
- POC: Katherine Gonzales
- POC Email: kat@deps.org
- POC Phone: (505) 998-4910
- Dates of visit: 22 - 26 July 2024
NOTE TO FSOs: Please do not modify existing visit notifications in DISS; when adding new
attendees, please create a new visit notification.
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Instructions for US attendees without access to DISS:
US Citizens planning to attend who do not having access to DISS may submit classified
visit requests via fax. Visit requests sent this way must be typed and on your company letter
head. Use the format that is best suited for your organization, but be sure to include all the
information required for classified visit request. The visit request must be signed by
your security office/manager to verify your employment and clearance status. Without this
signature, the visit request is invalid and will not be processed. Fax visit requests to DEPS
Security at (505) 998-4917.
Note that this method should only be used by those who do not have access to DISS.
Any faxed visit requests for personnel in DISS will be rejected and required to be re-submitted through DISS.
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Please note that all U.S. classified visit requests, whether sent through
DISS or faxed, must be received by 11 July 2024.
For questions regarding clearances or verification of receipt
please call Katherine Gonzales at (505) 998-4910.
2. Request for International Visit (US Only)
All US visitors attending this international Workshop must also submit a Request
for Visit (RFV) form U-1201 to DCSA according to the instructions below.
All US RFVs must be submitted at least 45 business days prior to your travel. Please be sure and
use the form that is applicable to your status and submit no
later than 17 May 2024. Late RFV forms are not accepted.
Contractor and Academics:
Download and complete this
partially filled-in Contractor/Academic RFV.
(Fields 1, 2, 7, 8, 9, 10, 11 and Annex 1 are completed; you should complete Field 5
and Annex 2, and your security officer or SSO must complete & sign in Field 13.) Directions for completing the RFV are provided and
highlighted on the form.
Upon completion, review the instructions page of the RVF to ensure the form is properly completed and
either submit via DoD SAFE, fax to 571-305-6010, or email a scanned and secured pdf* to
dcsa.rfv@mail.mil no later than 17 May 2024.
* Note that DCSA does not accept encrypted emails. Documents contains PII should
not be sent via email without securing the file itself.
Military and Government Personnel:
The UK Ministry of Defence (MoD) International Visit Control Office (IVCO) no longer requires an RFV for
most MoD sites for GOV to GOV, GOV to MIL, MIL to GOV, or MIL to MIL as these visits can be arranged
between each organization’s Security Offices. As such,
a RFV is not required for DoD military and civilian employees attending the UKUS DE Workshop
since the Defence Academy in Shrivenham is not on the IVCO's exception list.
Please note all US personnel attending the Workshop must still send their security information via
DISS to DEPS Security per security clearance submission instructions provided in #1 above.
3. Authority for Foreign Travel
Each organization has different requirements before it allows its employees to travel overseas on
official business. Please contact your Foreign Travel/Foreign Disclosure Officer or Security Officer for
further guidance.
5. Classified Proceedings
Only one level of proceedings will be published for the Workshop, UK/US Secret, which will
be available to all appropriate U.K. and U.S. cleared attendees.
U.S. Citizens: Proceedings will be available and distributed through DE2AC
British Citizens: Please provide a mailing address to a facility certified to handle and store
classified material and the CD and any notes will be sent to you after the event.
Last updated: 9 July 2024
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