Washington Leadership Meeting


Advocate, Connect, Celebrate!

Congratulations on your leadership role in NAFSA! The 2019 Washington Leadership Meeting (WLM) will take place at the Capital Hilton (1001 16th Street, NW in Washington D.C.) from February 7-10, 2019, to collaborate on team projects, receive training, and review pan-NAFSA initiatives. This meeting is by invitation only. Registration and travel details will be available in November.

Contact wlm@nafsa.org with questions. If you are experiencing technical challenges with registration, please completely logout from your NAFSA passport and clear your browser cache before your next attempt.

WLM 2019 Schedule At-A-Glance Icon PDF 16

  • New leaders should plan to arrive on Thursday, February 7. New Leader Orientation is required for all appointed and elected leaders serving in NAFSA for the first time and/or leaders who have served in a previous position prior to 2017.
  • The New Leader Welcome Reception will begin at 5:00 p.m. on Thursday, February 7, at the NAFSA office; 1307 New York Avenue, NW, Washington, DC 20005
  • The New Leader Orientation will be on Friday, February 8, at 8:00 a.m. with breakfast and training until noon.
  • Most of the meetings for returning leaders will start in the afternoon on Friday, February 8 and continue until 1:00 p.m. on Sunday, February 10. Your NAFSA staff partner will update you on specific details of your meetings.

Check List

  • Review the WLM 2019 Schedule At-A-Glance
  • Confirm arrival and departure dates/times with your designated NAFSA staff partner.
  • Arrange reasonable travel under $400 by December 21 (or seek approval from NAFSA via wlm@nafsa.org).
  • Review, download, or print WLM and NAFSA materials from the NAFSA Leaders Community.
  • Complete registration. Registration is scheduled to open on November 26 and close on December 14.
  • Complete the WLM Pre-work that will be sent to you via email. This includes and is not limited to:  


Only invited NAFSA leaders should complete the WLM online registration. The deadline to register is December 14, 2018, 11:59 p.m. All changes to registration must be submitted to wlm@nafsa.org and made by NAFSA. If you are experiencing technical challenges with registration, please completely logout from your NAFSA passport and clear your browser cache before your next attempt. To complete your registration, you must click “Add to Cart” at the bottom of the page. After the page finishes processing, click the “View Cart” button that appears. On the final page, click the “Place Order” button.

Please carefully review the designated travel dates and the process below. Travel for any other dates must first, be reviewed and approved by NAFSA, VLDRA before confirming any ticketing expenses leaders hope to be reimbursed for.

Approved travel dates for new leaders, ACC, and those attending new leader orientation:
Thursday, February 7 - Sunday, February 10

Approved travel dates for returning/continuing leaders:
Thursday, February 7 - Sunday, February 10

WLM Accommodations & Cancellation Policy
Single room housing will be provided by NAFSA during your stay at WLM. Room fees will be covered by NAFSA, though individuals are responsible for any incidental charges. Accommodations are available on a first come, first served basis. Cancellations must be sent in writing to wlm@nafsa.org at least 72 hours before the requested check-in date or the attendee will be responsible for the hotel fee of $219 per night. Only extenuating circumstances will be considered on an individual basis by VLDRA. The event will be held regardless of weather conditions. Shared housing is not available. NAFSA is unable to provide hotel reservations for events before or after WLM.

Valid extenuating circumstances include:

  • Unexpected death or serious illness of a guest or immediate family member
  • Serious injury that directly restricts a guest’s ability to travel
  • Catastrophic natural disaster
  • Urgent travel restrictions or severe security advisories issued after the time of booking, by an appropriate national or international authority (such as a government office or department)
  • Government-mandated obligations issued after the time of booking (ex: jury duty)

Travel Parameters

WLM Schedule

  • Review the WLM 2019 Schedule At-A-Glance. Travel based upon your meeting start time. Please begin to work on making your travel arrangements (under $400).
  • WLM for most all participants ends at 1:00 pm on Sunday, February 10. As a gentle reminder, if traveling by plane, returning flights should allow for travel time (including traffic) to the airport and a two-hour check-in at security. If traveling by train or automobile, allow for travel time (including traffic) to your destination and follow recommended check-in procedures.

Secure Travel by December 21, 2018

  • Please make your travel arrangements (under $400) by or before December 21, 2018.
  • Purchases for travel will be reimbursed after WLM upon submission of the correct documents and receipts.
  • A WLM 2019 Travel Expense Voucher will be provided and processed after WLM.
  • As NAFSA seeks to keep down travel costs, please focus on arriving at the start time of your meeting and departing on the same day as your last meeting. Consult with your NAFSA staff partner regarding recommended arrival and departure times.
  • Please make use of discounted websites such as Hotwire, Priceline, Travelocity, Kayak, Orbitz or Expedia or sale fares on the providers website. Should this not be an option, you may contact NAFSA’s travel agent, Travel Partners, for their assistance in securing and paying for your travel arrangements.
  • After November 26, you may contact NAFSA’s travel agent, Travel Partners, for their assistance in securing and paying for your travel arrangements. Assistance with purchasing airline, bus, or train transportation is available at Travel Partners. Call 1-800-884-0070 or visit their website at trvlpart.com.

Prior Authorization

  • Any travel over $400 needs to be authorized in writing by NAFSA or the full amount may not be reimbursed. Please email wlm@nafsa.org with requests.
  • Anything under the amount of $400 does not require prior authorization from NAFSA before you book it.
  • Arriving early or staying later requires authorization. Please email wlm@nafsa.org.


Review directions to/from the hotel. If traveling by air, arrive into Ronald Reagan International (DCA), which is 5 miles to the hotel. Three major airports service the Washington, D.C. metro region. Traffic is dependent upon a variety of factors. Rush hour is Monday through Friday, from 6:00 a.m. to 9:30 a.m., and 3:30 p.m. to 6:30 p.m. If traveling by bus or train arrive into Union Station, which is 2.0 miles to the hotel. If driving, only valet parking is available for $60 per night. Affordable and sustainable options to navigate Washington D.C. include shared ride services or public transportation.


Accomodation and Meeting Venue

WLM is located at the Capital Hilton at 1001 16th Street, NW in Washington D.C. There are several other Hilton hotels in the Washington metropolitan area, so be sure to reference the full hotel name.

  • All reservations for WLM must go through the NAFSA registration system.
  • NAFSA will sponsor single rooms at the Capital Hilton, Washington, DC, NW. The basic room charges, room taxes and daily breakfast, lunch, one reception and one dinner will be provide during the meeting.
  • Arriving earlier or staying later for reasons unrelated to WLM should be arranged personally by you, directly with the hotel or another hotel in the area. Incurring additional costs will be the responsibility of the participant.
  • Wifi is not available in the meeting rooms. Other hotel amenities are available here.


All WLM materials will be made available electronically after you register on Network.NAFSA in the NAFSA Leaders Community.


Meals and Incidentals

Daily breakfast, lunch, and one dinner will be provided. All incidental expenses (telephone and internet charges, movies, laundry/dry cleaning services, room service, beverages/minibar, etc.), will be the participant’s responsibility, and will be settled upon check out.


Arrival and Attire

When you arrive for the conference, please proceed to the registration area in the main lobby You will be able to pick up your WLM packet at the following times below. The attire for WLM is business casual.

  • Thursday, February 7, 2019 from 10:00 a.m. – 4:30 p.m.
  • Friday, February 8, 2019 from 7:00 a.m. – 5:00 p.m.


In the winter, the Washington, DC area gets an occasional snowstorm. The temperatures often fluctuate above freezing. Forecasters project we might see some persistent colder and stormier periods.



If you have an accessibility request or need an accommodation, please indicate this at the time of registration, e-mail accessiblity@nafsa.org or call 202.737.3699, x4376.




Additional Resources

Leader Handbook & Resources Icon PDF 16

Save the Date

  • WLM 2019 | Washington D.C.
    February 7-10, 2019
  • WLM 2020 | Washington, D.C.
    January 23-26, 2020
  • WLM 2021 | Washington, D.C.
    January 21-24, 2021


202.737.3699, x4376