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Once you have a weekend, location, and final headcount, it’s important to make sure we can get to retreat. This is usually done via cars, although horse-drawn carriage or running are also viable options. This is the page on how to rent from Budget or Avis using the MIT code and such, which I always copied into the email I sent to drivers. I expanded upon it a bit when I emailed the drivers to tell them to reserve cars, and the exact expansion I used can be found in the email templates below. We’ve found that one or two more normal sedan-sized cars ends up being much less expensive than any number of SUVs, so unless you REALLY need it, I would recommend more smaller cars (also check pricing to see if it’s changed, this is just my experience). Also note that those who reserve a car need to have someone with a credit card there to pay for it; Budget and Avis don’t accept Debit cards when renting cars. Have the drivers reserve the cars for when they can pick them up, and if you can, at this point try to assign people to specific cars so you get a sense of how many cars/drivers you’ll need. Once the drivers have reserved their car, have them forward you the reservation email and mark how much it costs on the budget doc you are totally keeping.
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