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McDonald Observatory
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Travel for Observers

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Travel to McDonald Observatory

Observers, from any institution, are responsible for their own travel to McDonald Observatory. The nearest commercial airports to the observatory are Midland-Odessa and El Paso. All observers must notify McDonald Observatory of instrumentation and housing needs at least three weeks in advance of the scheduled observing run.

Travel for observers from The University of Texas at Austin

Observers affiliated with The University of Texas at Austin should make travel arrangements according to the official travel policy for the University.  

  1. A Request for Travel Authorization (RTA) is required. The request must include at least one account number and requires supervisor approval.
  2. A Request for Services form is required. This should be submitted after the RTA and will include all telescope and instrument needs. 

Contact the travel office with any questions.

PMA 13.116
travel@astro.as.utexas.edu
(512) 471-1319

Travel for observers from other institutions

Observers traveling to McDonald Observatory who are not affiliated with The University of Texas at Austin should submit a Request For Services form at least three weeks prior to their observing run. This form will collect important information about the visit, including:

  1. Accommodations at the Astronomers Lodge 
  2. Arrival time to the site
  3. Observing Support needs 

Bringing a Group

A group is defined as a number of individuals coming to the Observatory at the same time, with the leader of the group as a single contact point who files one Request for Services (per telescope) to cover everyone in the group. An example of a group would be eight Research Experiences for Undergraduate (REU) participants coming with one or more chaperones.  Such a group needs to obtain the telescope time and reserve a block of rooms well in advance of the visit. The leader should contact the Assistant Director for Research Support about specific dates and telescope availability.  Note that the telescopes are scheduled  three times a year (see Proposal Process and Due Dates) and therefore, in general, requests should be made before the proposal deadline for the trimester of the requested visit.
 

The Leader should complete a Request for Services (RFS) form at least three weeks prior to the beginning of an observing run. Other group members may submit an RFS for administrative purposes (i.e, if various accounts are paying for travel of differing group members), but the McDonald team will only refer to the one from the identified Team Leader for set-up purposes.
 

If you will be using Observing facilities, for training and safety purposes we require that you  arrive no less than 24 hours before your first night.
 

Group Service Request Form

 

Research Group Policies
  1. General
    • Each group must have an identified organizer, who will be the main contact before and during the visit. If the organizer isn't present, a chaperone should be delegated this role.
    • Student groups need enough chaperones (1 per 7 students, minimum) to oversee telescope and facility use.
    • Additional facility access requires approval from the OS Manager or Superintendent.
  2. Before Your Visit
    • Submit the Group Visits Form 4 weeks prior to arrival to alert staff and trigger communications.
    • Provide details about your group, telescope needs, and rooming preferences at the Astronomers Lodge (AL).
    • For telescope use, follow normal proposal deadlines and procedures.
  3. During Your Visit
    • Astronomers Lodge: Keep noise levels down and clean up after yourself. Meals are included, with options for dietary concerns and special accommodations if communicated in advance.
    • Telescope Support: Chaperones should be trained observers. Schedule a pre-visit meeting with facility staff.
    • Other Facility Needs: Contact Jessica Washington for any additional tours or facility arrangements. Safety plans are required for night-time or unusual activities.

Accommodations

The Astronomers Lodge provides accommodations for researchers and staff on official business at McDonald Observatory. It offers private rooms with a private bath, and a king bed or two twin beds. Rates include breakfast and two freshly prepared meals daily, with no discounts for unused meals. Notify staff of dietary needs during reservations.

Astronomers Lodge Room Request

Guests must follow lighting and noise policies to ensure a productive stay. Check-in is after 3 PM; checkout is 11 AM, with exceptions for official business. Rooms may also be reserved by participants in special programs or Friends of McDonald Observatory as space allows, with priority given to researchers.

Policies

  • Cancellations must be made 24+ hours in advance; no-shows incur a $50 per night fee.
  • Room assignments may change to accommodate researchers.
  • Rates are subject to change.

Contact

(432) 426-4139 | a.lodge@astro.utexas.edu

Travel to the Department of Astronomy

The Department of Astronomy and the Austin offices of McDonald Observatory are located on the 15th floor of the Physics, Math and Astronomy Building (PMA), at 2511 Speedway, on the southeast corner of Speedway and W. Dean Keaton St.

Parking

Open street parking, while available, is in high demand. The University encourages visitors to park in one of the nine garages on campus.

Lodging

Guests of the department can receive a discount by booking their stay through the department's travel office. The establishments we use most frequently are listed here.

Travel Office

PMA 13.116
travel@astro.as.utexas.edu
(512) 471-1319

 

Mailing Address:

The University of Texas at Austin
MCDONALD OBSERVATORY
2515 SPEEDWAY, Stop C1402
AUSTIN, TX 78712-1206