PLANNING TO ATTEND A CSHA MEETING:
Regular packages are all inclusive, covering registration, food, housing, parking, and other social activities. A “Single Supplement” package guarantees a single room while others offer shared rooms. A “No Housing” package includes all costs except housing. We do not offer a per diem rate.
Graduate Students (up until receiving PhD); Academic (All PhD, MDs, Staff Scientists, Government), Corporate (Industry)
CSHA Endowed Student Package
For making our meetings to be more accessible by junior students, we offer CSHA endowed student package for graduate students (student ID is required). This special offer only includes the meeting session pass. Housing, food and social activities are not included in the package.
Early Arrival or Late Departure fees are calculated if you arrive any days prior to the start of a scheduled meeting or after the conclusion of the meeting. The fee is $75 /¥500 per night including breakfast.
You can register on-line for an oversubscribed meeting, however you will automatically be placed on a waiting list. A special notation can be found on our registration page.
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.
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). If you must cancel or if someone will be replacing you, please notify us so we can inform the organizers.
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.
A receipt will be included in each registration packet.
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 CSHL 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.
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 6 - 8 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 7:30 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.
Accommodation is provided with the options of single or double occupancy (with a meeting participant). Roommate requests will be honored wherever and whenever possible. Housing assignments will be provided upon your arrival at the Conference Center. All rooms are equipped with wireless internet access, telephone and AC.
Additional Nights, Family, Etc:
If your visit includes extra nights, please notify us immediately so we can make the necessary arrangements. Please note there is an additional fee of $80/¥500 per day which covers housing with breakfast. Cancellation of any additional night(s) needs to be made 48 hours prior to your intended arrival date, otherwise you will be charged. If your plans to include family members traveling with you, we must be notified as soon as possible as our on-campus housing options are limited. On campus housing is preferentially available to meetings participants; please enquire to firstname.lastname@example.org about housing options for spouses or families - additional fees are applicable and areSUBJECT TO HOUSING AVAILABILITY.
Check-in time is 3:00 PM. Check out is 1:00 PM
PREPARING FOR YOUR PRESENTATION:
CSHA meetings are held in the 530-seat Watson Auditorium.
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.
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.