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 $195 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.
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 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 CSHL 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.
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 $195/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.