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)
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: Please indicate early arrival departure or late arrival requirements when you register or by notifying us after registering via email to meetings@cshl.edu. 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. Please enquire about housing options for spouses or families - additional fees apply.
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 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.
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.

FEES/CHARGES:
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.
Late Registration Fees: Registrations four weeks or less prior to 3 days prior to the start of any meeting incur a $100 late charge. Any registrations received less than 3 days prior to the start of a meeting will incur a $200 late registration fee.
Extra Night/ Extra Guest 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 $220 per night which includes meals. Extra guest charges will vary according to individual need.
Receipts: A receipt will be included in each registration packet.
Cancellation Fees: If you must cancel or if someone will be replacing you, please notify us so we can inform the Organizers. The cancellation following fees will apply
$100 – More than 4 weeks to start of meeting
$250 – 4 Weeks to 2 Weeks to start of meeting
$500 – 2 Weeks – 1 Week to start of meeting
No Refund – 1 Week to Start of meeting
Cancellation of any additional night(s) needs to be made 48 hours prior to your intended arrival date., otherwise you will be charged.
A full refund will be issued if you experience difficulty with obtaining a VISA, however we must be notified of any potential VISA issue in advance.
Reversal of Credit Cards: If you need to change your payment method after payment has been processed, there will be a $50 transaction fee imposed per transaction.
Insufficient Funds/ Declines: If you provided payment details and the credit card is declined, there will be a $35 charge per attempt. After 3 attempts, we will not accept that credit card number as a valid form of payment. Please be sure to check with your credit card company that sufficient funds are available before you provide payment to us.

TRAVEL INFORMATION

CAMPUS INFORMATION

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.