PLANNING TO ATTEND A CSHA MEETING
Meeting Registration:Regular packages cover registration, food, and other receptions during the meeting in the conference center. Housing options and reservation access will be provided after the online registration.
Meeting Categories:Student (up until receiving PhD, Undergraduates are also included), Academic (All PhD, MDs, Staff Scientists, Government), Corporate (Industry), Media (Editors and Reporters)
Housing:Accommodation options are provided after the online registrations. Reservations are made directly from you to the hotels. All rooms in the conference hotel are equipped with wireless internet access, telephone and AC.
Payments:We accept Visa, Master card, American Express and Discover cards for payment of USD Packages. If paying by academic or personal check, please be noted that payment is due four weeks in advance of the meeting. USD checks should be made payable to Cold Spring Harbor Laboratory and mailed to One Bungtown Road, Cold Spring Harbor, NY 11724, while CNY checks should be made payable to Cold Spring Harbor Asia and mailed to the Dushu Lake Conference Center. Please refer to the below mailing address in Chinese:
Be sure to include your name and the title of the meeting you will be attending. We accept wire transfers for payment of Only CNY packages as long as we are notified in advance.
Cancellation:Cancellations more than four weeks prior to the meeting are eligible for a full refund less a $100/￥650 processing fee. Cancellations less than four weeks prior to the meeting incur a $150/¥975 cancellation charge. No shows are ineligible for any refunds (except in extenuating circumstances).
Surcharges/Decline Fees:Credit cards that are not accepted for payment will incur a $25.00 service fee for every attempt. Please check with your credit card provider to ensure funds are available to cover the amount being authorized. By registering on-line and utilizing the deposit and second payment option, you are authorizing us to charge the balance four weeks prior to the start of the meeting. If your institution or company does not want the second payment to be placed on the original credit card, it will be the responsibility of the participant to notify us in advance. If CSHA is not notified prior to the four week deadline, and we have already processed your second payment, then you will be subjected to a $25 surcharge per transaction.
Receipts:A receipt will be included in each registration packet. USD Packages will be issued an electronic invoice by Cold Spring Harbor Laboratory in USA. CNY Packages will be issued an official Chinese invoice by Cold Spring Harbor Asia in China.
Financial Aid:CSHA together with meetings organizers make every effort to seek financial support on behalf of participants in the form of grants from appropriate federal agencies and donations from corporations. Financial assistance may be available to junior scientists with oral or poster presentation. The organizers make the selection on the merit of scientific quality. For more detailed information, please visit the web page of “Fellowship & Stipends”.
Abstract Submission & Deadlines:Registration and deposit is required for abstract submission. Everyone is encouraged to submit all registration materials before the abstract deadline, so the organizers can make prompt decisions concerning acceptance of an abstract or admission into a meeting (as meetings may be oversubscribed). Note that abstract submission is NOT required for attendance at CSHA meetings. Abstracts submitted after the deadline will be forwarded on to the Organizers for possible consideration as a poster only, unless it is an oversubscribed meeting.
Program Information:You will be advised by e-mail whether your abstract(s) has been selected for an oral or poster presentation as soon as organizers finalize the program (typically about 4 weeks after the abstract deadline). A list of posters and oral presenters will be posted on our web site as soon as the decisions are made. Specific program information (date and time) is not given out prior to the meeting. Please advise us in advance if you have schedule conflicts and cannot present on a particular day. Most meetings begin with an evening session at 7:00 pm in Watson Auditorium on the first date of the meeting. You will receive the complete program in the abstract book,when you arrive at Cold Spring Harbor Asia.
PREPARING FOR YOUR PRESENTATION
CSHA meetings are held in the 530-seat Watson Auditorium.
Audio-Visual Facilities:The audio-visual office is located in the rear of Watson Auditorium and maintains a projection suite of AV equipments, compatible with both PC and Mac systems. Normally we ask presenters to upload the presentation files (Typically PowerPoint slides) onto our computers, a necessary measure that ensures efficient and hassle-free operation during meeting sessions. However if you do insist on using your own computer, please communicate with us at least half day earlier before your presentation.
Posters:Poster sessions are held around the Watson Auditorium. Detailed instruction will be provided during a meeting. Posters should fit within 1.22m x 1.22m (4 ft X 4 ft). Supplies for hanging posters are provided. Note that the poster areas are equipped with wireless internet access so you can demo software and web sites if you bring a laptop equipped with wireless modem.
If the meeting is being held at Awaji Yumebutai conference center, a specific set of detail information about the poster will be sent to you approximately a month before the meeting for you to prepare for your poster presentation.