GENERAL MEETINGS INFORMATION
Registration, Abstract Submission, & Financial Aid
Fees & Charges
Preparing for Your Presentation
Poster Printing at CSHL
REGISTRATION, ABSTRACT SUBMISSION, & FINANCIAL AID
Registration: Click the Register tab above to begin the online registration process. All meeting participants must be registered and paid in full at least four weeks in advance of the meeting they wish to attend.
Oversubscribed Meetings: Once a meeting has reached capacity, a special notation is included at the top of the meeting's webpage. You can still register for an oversubscribed meeting, but you will be automatically placed on a waitlist and full participation in the meeting will not be guaranteed. No fees are collected while you are on a meeting waitlist.
Abstract Submission: Although abstract submission is not required to attend a CSHL meeting, all attendees are encouraged to submit abstracts. Submission deadlines, posted at the tops of individual meeting webpages, are typically ten to twelve weeks in advance of the meeting dates. Once a deadline has passed, the meeting's organizing committee reads through all abstracts, makes decisions about those selected for oral versus poster presentations, and finalizes the meeting program. Abstracts submitted after the deadline may be forwarded to the organizers for possible consideration as poster presentations only, if the meeting is not oversubscribed. You must register for a meeting before submitting an abstract; once your registration is complete, you will be sent further instructions via email about the online abstract submission process. You may copy and paste your abstract from Word, Google Docs, or Notepad; abstracts are limited to ~2900 characters.
Program Information: The organizing committee finalizes a meeting program approximately six to eight weeks after an abstract submission deadline, at which point you will be notified by email whether your abstract was selected for an oral or poster presentation. A list of all presenters and titles is then posted here; click the Abstracts tab above for more details. Approximately three business days prior to the start of the meeting, a PDF of the full program and abstract book is emailed to all registered participants. Dates and times of specific talks or sessions are not given out prior to electronic circulation of the abstract book PDF, so please advise us well in advance if you know you cannot present on a particular day. You will also receive a hard copy of the abstract book upon check-in at CSHL. Links to past programs are available on individual meeting webpages but please treat these as guides only, since programs are subject to change from year to year.
Financial Aid: CSHL, together with meeting organizers, makes every effort to seek financial support on behalf of participants in the form of grants from appropriate federal agencies, private foundations, and corporations. Financial assistance may be available to registered participants who submit abstracts; to apply, please send an email describing your financial need to the CSHL conference coordinator after you complete the registration and abstract submission processes. Requests made after an abstract submission deadline may not be considered. Final decisions about financial aid are frequently made after a meeting concludes, at which point the aid is distributed via reimbursement. You should therefore be prepared to pay all fees in full even if you do apply for financial aid.
FEES & CHARGES
Registration Packages: Regular packages are all-inclusive and cover registration, food, housing, parking, receptions, and a banquet. No-Housing packages cover all costs except housing. We do not offer a per diem rate. Travel and ground transportation costs are not covered by CSHL registration fees.
Registration Categories: Student rates apply to undergraduate, graduate, and medical students who are currently enrolled and have not yet received a terminal degree (PhD, MD, etc.). Academic rates apply to all postdocs, as well as to all principal investigators and staff scientists working in academic, government, or not-for-profit research institutions. Corporate rates apply to all other scientists working in the private sector.
Payments: A minimum payment of $200 is required at the time of registration. 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 start of the meeting. Checks should be made payable to Cold Spring Harbor Laboratory and mailed to the Meetings & Courses Program, One Bungtown Road, Cold Spring Harbor, NY 11724. Be sure to include your name and the title of the meeting you will be attending. All bank charges associated with payment are the responsibility of the registrant. Please be advised that we no longer accept wire transfers for payments.
Late Registration Fees: Registrations completed between three days and four weeks prior to the start of a meeting are subject to a $100 late fee. Registrations completed less than three days prior to the start of a meeting are subject to a $200 late fee.
Extra Nights: You can indicate on your online registration form whether you will need to stay at CSHL for extra nights prior to the start of the meeting and/or after the meeting concludes. The early arrival and late departure rate, which includes all meals on campus, is $280 per night.
Family Members & Guests: If your plans include family members or guests traveling with you, please contact the conference coordinator as soon as possible to discuss options and rates. Typically, we try to house meeting participants who bring family members or guests to Cold Spring Harbor in off-campus hotels. Complimentary shuttle service between CSHL and locals hotels is provided for all registrants whose housing was arranged by CSHL. Children must be at least seven years old to ride the shuttle, as our vans are not equipped with child safety seats.
Receipts: Receipts and confirmations for all online payments are sent via email at the time of processing; please check your spam folders if you do not receive a receipt. Receipts for all other payments will be included in your registration packet upon check-in at CSHL.
COVID-19 UPDATED Cancellation Fees (as of February 10 2022): Please contact the conference coordinator as soon as possible if you must cancel your registration. The following cancellation fees will apply:
Participants will be notified as soon as possible in the event that CSHL has to cancel any meeting, including details of cancellation refund policy.
- $100 – Cancelation more than 4 weeks to start of meeting (or if due to a country ban, government restricted travel, or airline restrictions)
- $250 – Cancelation: from 48 hours to 4 weeks to start of meeting
- $125 – Conversion from in-person to virtual registration: from 48 hours to 3 weeks prior to start of meeting
- No Refund (for cancelation or conversion) – Less than 48 hours to start of meetings
Cancellation of any additional night(s) at CSHL (early arrival or late departure nights) must be done at least 48 hours prior to your intended arrival date, or else you will be charged. A full refund will be issued if you have difficulty obtaining a U.S. visa in time and we are aware of that difficulty, so please notify us in advance of any potential visa issues.
Arrival at CSHL: Please check in at Grace Auditorium upon your arrival in Cold Spring Harbor. Check-in is ongoing throughout the first day of the meeting. If you arrive after 8:00 pm on the first day, please proceed to the lower level of Grace Auditorium, where you can pick up your registration packet at the Meetings & Courses office. Please call ahead (516 367 8346) if you plan to arrive at CSHL after 10 pm on any day of the meeting.
Housing: Housing assignments are provided in your registration packet upon check-in at CSHL. Accommodations are a mixture of single and double occupancy rooms with other meeting attendees, and all rooms are equipped with wireless internet access and telephone. Roommate requests are honored wherever possible. Please note the name of your preferred roommate on your registration form; you may wish to contact the conference coordinator as well. Some meeting participants may be housed off campus at local hotels. Complimentary shuttle service between CSHL and locals hotels is provided for all registrants whose housing was arranged by CSHL.
Check-In/Check-Out Times: The check-in time for all rooms is 2:00 pm. Check-out is 12:00 pm.
Parking: If you plan to drive a car to CSHL, you can request a temporary parking permit from the Meetings & Courses office upon check-in. Any vehicle on grounds without such a permit will be towed at the owner's expense. There is no charge for parking on the CSHL campus.
Dining & Refreshments: Mealtimes at Blackford Hall are as follows: 7:30-9:00am breakfast, 11:30am-1:30pm lunch, 5:30-7:00pm dinner. Dinner is served until 8:00 pm on first night of a meeting. A coffee shop/bar is located in the lower level of Blackford Hall, immediately downstairs from the main dining facilities. The coffee shop is open 9:00am-4:30pm Monday through Friday, as well as on Saturday for larger meetings. The Blackford Bar is open 5:00-11:30pm Monday through Saturday, as well as some Sundays. The bar has a limited range of boxed meals available for late arrivals on the night before and opening night of each meeting; be sure to notify the conference coordinator if you will arrive after 7:30 pm so a meal may be reserved for you. Please note all special meal requirements on your online registration form or email the conference coordinator.Childcare: CSHL's Mary D. Lindsay Childcare Center (director Regina Sanislo / firstname.lastname@example.org / 516 367 6930) at the northern end of the main CSHL campus is available for short stays connected to the Meetings & Courses program, subject to availability [3 months - 5 years/Mon-Fri/ $100/day]. We also maintain a list of other local childcare facilities and local summer camps for older children, as well as a roster of trusted childminders with whom parents may arrange babysitting services directly. Please contact the meetings manager Mary Smith (email@example.com) to discuss your childcare needs, and she can connect you to an appropriate service. Note that we also have a dedicated lactation room for nursing mothers in the lower level of Grace Auditorium, with video access to the meeting. You may also enquire about financial aid (see above) to partially support childcare costs during your stay.
Communications: CSHL has both wired and wireless internet access throughout much of the campus. Computers and printers are available on the main and lower levels of Grace Auditorium. Participants can receive telephone messages (516 367 8346) and faxes (516 367 8845) via the Meetings & Courses office in the lower level of Grace Auditorium. Tan-colored house phones are located throughout the campus, and all guestroom phones have voicemail capabilities.
Bookstore: The CSHL bookstore is located in the lower level of Grace Auditorium and features a wide variety of clothing, gifts, and books, including Cold Spring Harbor Press publications. Store hours are scheduled for the convenience of meeting attendees and posted on the door.
Laundry: Laundry facilities are available in the Dolan Hall west wing (main campus) and Sammis Hall (Banbury campus).
Exercise & Recreation: While CSHL's campuses are designed primarily to encourage scientific learning, discourse, and exploration, they also offer plenty of opportunities for recreation. Recreational facilities include hiking, walking, and jogging trails, volleyball and tennis courts, kayaks and sailboats, a swimming pool and beach, and an indoor fitness center. Please inquire in person at the Meetings & Courses office for more information. The pool at the Banbury campus, kayaks, and sailboats are all available 12-6pm from Memorial Day to Labor Day (late May to early September).
PREPARING FOR YOUR PRESENTATION
Audio/Visual Facilities: CSHL meetings are held in the 365-seat Grace Auditorium and are relayed around campus by closed-circuit television and real-time streaming video. The Audio/Visual team is located in the projection booth at the rear of Grace Auditorium. They maintain a suite of state-of-the-art audio and visual technologies for both Macs and PCs. Oral presenters should plan to download their talks onto one of the presentation computers at least thirty minutes before the start of the session in which they’re schedule to speak. Although it is possible to give a talk using a personal laptop, we prefer you download your presentation because it saves time between talks. Full-screen display of all 4:3, 16:9, or 16:10 style presentations are supported. The use of web links is strongly discouraged, as their functionality cannot be guaranteed during a live presentation. Free wireless internet access is available in Grace Auditorium. If you have any questions or concerns, please contact the Audio/Visual team.
Poster Sessions: Posters should fit within a 1.1m x 1.1m (44" x 44") space. Supplies for hanging posters are provided during the poster sessions. Poster areas are equipped with wireless internet access, so you can demonstrate software and websites if you bring a laptop or mobile device equipped with a wireless modem. Laptops may be available from CSHL for a small rental and set-up charge.
POSTER PRINTING AT CSHL
To avoid oversize baggage charges at airports, all poster presenters at CSHL meetings can opt to have their posters printed on-site at CSHL. We offer a print-only service; files must be supplied print-ready according to the guidelines below. We are not able to offer generalized graphic arts services to meeting participants unless given sufficient lead time (extra charges apply). The cost to print a poster at CSHL is $99, which is competitive with universities and more economical than many commercial printers. All orders must be received at least seven days prior to the start of the meeting at which you're presenting. Files received after the deadline may incur a late fee.
To Print Your Poster at CSHL:
- Step 1: Create your poster using RGB color palettes so that it is no longer or wider than 44 inches; the maximum accepted poster size is 44" by 44". PDF is the preferred file type, though any of the following are acceptable: PDF, PPT, EPS, AI, TIF, JPG, PNG, PSD and INDD.
- Step 2: Click here to submit your order and input your payment information.
- Step 3: After submitting your order, you will receive an email with instructions for uploading your poster file. Be sure to save your poster with the file name provided in the email, which will have the following format: meetingcode_year_lastname (for example, "symp_18_smith").
- Step 4: Send/upload your poster file according to the instructions in the email. To avoid incurring a late fee, be sure to send/upload your poster at least seven days prior to the start of the meeting.
Poster Pick-Up: Unless otherwise noted, posters paid in full at least one business day before the start of the meeting will be located in the bins next to the front doors in Grace Auditorium. Posters with a balance due will be available for pick-up at the Meetings and Courses window in the lower level of Grace Auditorium.
Your poster will be wrapped and clearly labeled. Cardboard tubes are available upon request at no extra charge; plastic extendable tubes are available for $25. If you have any questions or concerns, please contact firstname.lastname@example.org