GENERAL MEETINGS INFORMATION

PLANNING TO ATTEND A CSHL MEETING:
Meeting Registration: Regular packages are all inclusive and cover registration, food, housing, parking, wine-and-cheese party, lobster banquet, etc. A 'No Housing' packages include all costs except housing. We do not offer a per diem rate.
Meeting Categories: Graduate Students (up until receiving PhD); Academic (All PhD, MDs, Staff Scientists, Government), Corporate (Industry)
Early/Late Fees: 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 $185 per night which includes meals.
Oversubscribed Meetings: You can register on-line for an oversubscribed meeting, however you will automatically be placed on a wait-list. A special notation can be found on our registration page.
Payments: We accept Visa, Mastercard, American Express and Discover. If paying by academic or personal check, note that payment is due four weeks in advance of the meeting. Checks should be made payable to Cold Spring Harbor Laboratory and mailed to One Bungtown Road, Cold Spring Harbor, NY 11724. Be sure to include your name and the title of the meeting you will be attending. We do not accept Wire transfers for means of payment unless we are notified in advance. If paying by two different means then please use the payment authorization form found here.
Cancellation: Cancellations more than four weeks prior to the meeting are eligible for a full refund less a $100 processing fee. Cancellations less than four weeks prior to the meeting incur an additional $150 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.
Late Registration Fees: Registration four weeks or less prior to the meeting incur a $100 late charge and onsite registrations incur a $200 late charge.
Receipts: A receipt will be included in each registration packet.
Financial Aid: The Laboratory together with the meetings organizers makes 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 upon written request by email to meetings@cshl.edu by the abstract deadline. Requests made after the deadline may not be considered. Note that final funding decisions are frequently not made until after the meeting.
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 abstracts and attendance at the meeting (as meetings may become 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.
Program Information: You will be advised by e-mail whether your abstract(s) has been selected for a platform or poster presentation as soon as organizers finalize the program (typically 6 - 8 weeks after the abstract deadline). A list of poster and oral presenters will be posted on our web site as soon as the decisions are finalized. Specific program information (date and time) is not given out prior to the meeting. Please advise us in advance if you have scheduling conflicts and cannot present on a particular day. Most meetings begin with an evening session at 7:30 pm in Grace 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. Additional abstract books are available for purchase through the Meetings & Courses Office on the penultimate day of the meeting. Links to past program outlines are available on individual meeting web pages, but please treat these as guides only, since agendas are subject to change from year to year.
Housing: Accommodation is provided in a mixture of single and double occupancy with other meeting participants. Participants will be housed at outside hotels when necessary; roommate requests will be honored where possible. Housing assignments will be provided upon your arrival at the Laboratory. Shuttle service will be provided for registrants whose off campus housing assignments are made by Cold Spring Harbor Laboratory. All rooms are equipped with wireless internet access and phone.
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 $185/day which covers food and housing. 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 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 meetings@cshl.edu about housing options for spouses or families - additional fees are applicable and are SUBJECT TO HOUSING AVAILABILITY.
Check-In/Check-Out Times: Check-in time is 3:00 PM. Check out is 1:00 PM

PREPARING FOR YOUR PRESENTATION:
CSHL meetings are held in the 365-seat Grace Auditorium and are relayed by closed circuit television and real video streams around the campus.
Audio-Visual Facilities: The audio-visual team is located in the office in the rear of Grace Auditorium and maintains a projection suite of state of the art audio and visual technologies run by both Mac and PC. We typically ask that presenters download their talks onto our presentation computers as this saves time and hassle between talks.
Posters: Poster sessions are held in Bush Auditorium and Grace Lobby/Tent. 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. Laptops may be available from the Laboratory for a small rental/set-up charge.

UPON YOUR ARRIVAL AT CSHL:
Campus Map

Getting to/from CSHL: Please refer to our travel page at http://meetings.cshl.edu/travel.html for the most convenient and economical ways to get to Cold Spring Harbor Laboratory
Registration: Please register at Grace Auditorium upon your arrival at the laboratory. Registration is on-going throughout the day on first day of meeting until 7:30 PM. If you arrive after that time, please proceed to the lower level of Grace Auditorium to the Meetings & Courses office. Please call ahead (516 367 8346) if you plan to arrive at the lab after 10 p.m.
Parking: All vehicles MUST receive a temporary parking permit from the Meetings & Courses Office and be parked in lots designated for meeting attendees. Any vehicle on grounds without such a permit will be towed at the owner’s expense.
NEW YORK CLIMATE: There are reasons to visit New York in any season. Average state temperatures are in the 30s-60s F/1-20 C in April and May. In the summer, temperatures in the upper 70s F/25 C to mid 80s F/29 C are common with increased humidity in late summer. Fall/Autumn is the prettiest season all over New York state. The foliage is in full glory, and New York City has lost its high temperatures and stifling humidity. Comfortable temperatures of 60-72 F/15-22 C predominate. In winter, temperatures can be bitter, but are generally in the low teens to mid 20s F/-12 to -4 C.
Dining & Refreshments: Mealtimes at Blackford Hall are as follows - 7.30-9.00am, 11.30am-1.30pm, 5:30-7.00pm (8.00pm on first night of meeting). A coffee shop / bar is located in the lower level of Blackford Hall. The coffee shop is open 9:00am-4:30pm (Monday-Friday, and Saturday for large meetings) and the bar is open from 5pm till late Monday-Saturday. The bar has a limited range of boxed meals available for late arrivals (after 8pm) on the night before and opening night of each meeting. For special meal requirements, please note on your registration form or email meetings@cshl.edu
Communications: Blackford and Dolan Halls have wired ports in rooms but also have wireless available. Cabins have wireless only. Wireless internet access is available in Grace Auditorium, Lobby and environs; Blackford Dining Hall and Racker Reading Room. Computers are available on main and lower levels of Grace Auditorium. Participants can receive messages (516 367 8346) faxes (516 367 8845) via the Meetings & Courses Office in the lower level of Grace Auditorium. Check the Message Board located on the Lower Level of Grace Auditorium during your stay. Payphones and house phones are located throughout the campus. Telephone calling cards are available for purchase at the Meetings Office.
Bookstore: The bookstore is located in the lower level of Grace Auditorium. Store hours are scheduled for the convenience of meeting attendees. A wide variety of scientific and lay books (including CSHL Press publications), clothes and gifts are now available.
Foreign Nationals: Recent events mean that there are increased restrictions for foreign nationals from certain countries who wish to travel to the United States.