About the Conference Program
The Janelia conference program includes small meetings, primarily in areas central to the research interests of Janelia Farm. These are intense and specialized meetings intended to encourage rapid advances and to foster collaborative interactions. Attendance at Janelia conferences is selective: All participants are expected to contribute to the intellectual content of the meeting, including graduate students or post-docs. To achieve these goals, all of the attendees will be active members of the research field in question and all will be active participants, if not speakers.
THE DETAILS
- Size: Janelia conferences range from small workshops to meetings of up to about 100 people.
- Accommodation: All external participants are housed on site in our guesthousing. A fitness center is available for guests' use.
- Childcare: We have childcare available here for children between the ages of six weeks and five years (space permitting, see
http://centers.brighthorizons.com/learninglab/index.cfm). The hours are 7 am to 6:30 pm. Participants must pay for this and the cost
varies depending on the age of your child. Some paperwork is required in
advance (vaccination certificates, etc). If you would like to use this
facility, please contact Carilane Grabowski at (571) 209-4025 or grabowskic@janelia.hhmi.org for more information.
- Dates: The meeting "seasons" are normally from the beginning of March through mid-June and in the fall from Labor Day to Thanksgiving. A typical meeting is scheduled from dinner on Sunday to mid-day on Wednesday, but variations are possible.
- Structure: Each conference normally has at least one external and one internal organizer (usually a Janelia lab head) and notice of all meetings is posted on the Janelia website and openly advertised so that members of the scientific community who are interested in participating may apply to do so through our open, web-based system. The organizers invite all the
participants,and they will select some invitees from among those the pool of
applicants to an who apply via the open, web-based system. Scientific
presentations may include talks and/or posters.
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Publication: To facilitate interactions, all participants in a conference (both speakers and others) are asked to provide a short abstract on their research interests. These will be combined into an abstract book for the conference. However, scientific presentations at the Janelia conferences do not constitute scientific publications and should not be referred to in publications of research results, nor should they otherwise be may not be cited or reported in the press except as personal communications (with the presenter's permission). In addition, participants are not permitted to record presentations or posters by electronic or photographic means. Given these assurances presenters should speak openly and not allude to any data or experiments that they are not prepared to discuss in full.
The application to participate in a Janelia conference contains the following statement: "The recording of presentations or posters by electronic or photographic means is prohibited. Printed references to Janelia conference presentations, posters and discussions are not permitted. Authors are requested to omit references to Janelia conferences in any publication." Each participant must agree to these provisions.
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Internal Web-casting: We record platform talks and broadcast them within our Janelia laboratory building via the Janelia intranet ONLY (on our intranet) for the convenience of our scientists. We hold these recordings for two days after the talk and then delete them from our systems. All participants must agree to this recording.
- Cost: HHMI covers the cost of the meeting, including food and accommodation for all participants. Travel costs are discussed below. HHMI funds the local costs of the meeting, including food and accommodation for all
participants.
- Travel: Generally, HHMI does not fund participant travel costs for non-HHMI meeting participants, with very limited exceptions, and HHMI participants from sites other than Janelia are expected to cover their travel costs from their own resources. However, conference organizers are provided funds to provide support travel scholarships to for a small number fraction of the participants who lack funds to support travel and who would be otherwise
unable to attend because they lack travel funds. Travel expenses for these
participants will be reimbursed up to fixed amounts on a fixed schedule
based on the average cost of advanced-purchase, coach-class, air travel from
the participant's geographical region to Janelia Farm.
JANELIA CONFERENCE SCHOLARSHIPS FOR STUDENTS FROM DISADVANTAGED BACKGROUNDS
Conference scholarships that include the cost of travel and specified associated out-of-pocket expenses (for example, printing of a poster) are offered by Janelia Farm to graduate students who would otherwise be unable to participate in our programs. We specifically encourage applications from
graduate students who are members of groups underrepresented in the sciences
or from disadvantaged backgrounds. This program will fund graduate students
who are from groups underrepresented in the sciences, who come from
disadvantaged backgrounds, or who are interested in promoting diversity in
the sciences to attend conferences at Janelia. This will function to
increase access of these students to leading scientists and to enrich the
possible recruiting pool for Janelia Farm.
