Conferences Q&A

Registration
Travel
Arrival and Check-in
Food and Accommodations
Participation

• REGISTRATION

  Why do I have to submit an abstract and what should I write?

  Abstracts for JFRC Conferences serve several purposes: They help the organizers plan the meeting agenda, act as a scientific introduction for the attending participants who may not know your research well, and allow you to state your future research goals which may elicit useful assistance or suggestions. We ask that all participants submit an abstract, even if it is short.

• How can I confirm that my abstract submission is complete?

  Upon completion of the required items, which are the presentation title, author(s), abstract, and key words, you will receive an email confirmation with a summary of all of the information entered in our online registration. Because this notification will be sent to your email address, please avoid entering confidential information during registration.

  Make sure you have saved all abstract information before the submission deadline for the conference. Once the submission deadline has passed, you will only be able to view your abstract information.

  If you have any questions regarding accommodations, meals, or transportation/parking, please contact the Campus Services department at reservations@janelia.hhmi.org. If you have technical problems or have any other questions about the Janelia Conference program, please send an email to Conference Management at conference@janelia.hhmi.org.

• How can I ensure that an assistant or alternate contact is included in all conference email correspondence?

  You can specify an Assistant/Alternate e-mail address on the "Contact Info" tab in the registration system. All conference notifications are sent to both the primary e-mail address and the Assistant/Alternate e-mail address for your account.

• When will I find out if I have been accepted to participate in the conference?

  Approximately 4 months before the date your conference begins, you should be notified of your status. However, this may vary. We will inform you as soon as the organizers have made their decisions.

• What if I need to make changes to my abstract or personal information after the registration website has closed?

  Because the conference organizers require your abstract for creating the final agenda, we ask that you please complete all registration information in advance of the deadline. However, if you do need to make modifications, please send an email to conf@janelia.hhmi.org.

• Is there a registration fee to attend Janelia Farm conferences?

  There is no registration fee for our conferences, and we cover the cost of food and housing.

• TRAVEL

  How do I get to Janelia Farm Research Campus?

  Directions to JFRC can be found at: http://www.hhmi.org/janelia/directions.html. We recommend that you use Dulles Airport when traveling as it is a short cab ride from campus. If you are arriving via Reagan National Airport or Union Station please use the directions "FROM DULLES TOLL ROAD WEST". Directions from Dulles Airport will be emailed one to two weeks prior to the start of the meeting. We suggest that you print all directions and have them on hand when using ground transportation to ensure that you do not get lost. If you need additional assistance getting to campus please call our main line at 571-209-4000 to reach the reception desk.

  JFRC does not offer transportation to campus but does offer a shuttle service at the close of each meeting to Dulles. You may sign up to use this service at check in.

  Please note that JFRC is a secure campus and you will not be allowed access prior to your scheduled arrival date.

• Does Janelia Farm pay for my travel expenses?

  Conference organizers are allotted funds to provide travel scholarships to a fraction of participants. In accordance with our Travel Policy, travel expenses for these participants will be reimbursed up to a fixed amount based on the average cost of advanced-purchase, coach-class, air travel from the participant’s geographical region to Janelia Farm. Unless otherwise approved, you must attend the entire conference in order to receive your reimbursement.Click HERE to download our detailed travel policy.

• Can I drive to the meeting and park my car on campus?

  Yes, but please let us know ahead of time so that we can arrange this with campus security.

• How do I reach Janelia Farm from Washington Dulles Airport?

  You will need to take a cab from the airport to Janelia Farm. It is about a 15 minute, $30 ride.

• How do I get back to Washington Dulles Airport after the conference?

  We provide free shuttle service from Janelia farm back to Dulles Airport. Three shuttles will leave at staggered times to accommodate all travelers. The trip takes approximately 15-20 minutes. You can sign up for a shuttle at the reception desk any time during your conference. If the shuttle times are not amenable to your flight schedule, you can request a cab by filling out the appropriate form at the reception desk. The cab ride to Dulles Airport is about $30.

• How far in advance do I need to arrive at the airport for my return flight?

  It is recommended that you arrive at the airport 3 hours in advance for international flights and 2 hours in advance for flights within the U.S. However, this time frame is largely dependent on the day/time of your travel and whether you are checking baggage. We do provide a kiosk for printing your boarding pass before leaving Janelia Farm.

• ARRIVAL AND CHECK-IN

  When can I arrive and check-in for my Janelia Conference?

  We typically expect check-ins to occur after 3 p.m. on the first day of the conference, which is normally a Sunday. However, if your travel plans call for you to arrive earlier, we will do what we can to accommodate you. Our reception area is staffed 24 hours a day, however, if you have any questions regarding the conference, you must wait until the designated registration period to speak with a conference coordinator.

  If you arrive early and would like to purchase refreshments, you may use the credit allotted on your room key. This credit is available to you throughout your stay and is intended for use in Bob's our campus Pub.

• What happens during check-in?

  At check-in you will receive your room key, which also has credit applied to it for your use at Bob’s Pub. You will also receive your conference abstract book and an updated agenda if any changes have been made. At this time, or any time during the conference, you can sign up for a shuttle or cab service back to Dulles Airport.

• FOOD AND ACCOMMODATIONS

  Where will I stay when I attend a Janelia Conference?

  You will receive your room key and conference materials at the registration desk upon your arrival. If you live locally and do not need accommodations, please notify conference management on the travel page of the registration process.

• What will I eat while at Janelia Farm?

  We will provide you with breakfast, lunch and dinner. For snacks and other options, feel free to use the credit applied to your room key at Bob's Pub, which is open all day.

• What if I have special needs regarding meals or accommodations?

  Please notify us of any special needs you may have in the "special needs" section during the online registration. You may also email Campus Services at reservations@janelia.hhmi.org.

• PARTICIPATION

  When will I receive the meeting agenda?

  Those who are invited or who apply and are chosen to participate will receive a provisional agenda following registration, when we have it. A more current agenda will be sent along with directions from Dulles about one week prior to the meeting. The agenda will also be posted on our web site.

• How big are the poster boards?

  Our poster board size is approximately 45 inches tall by 45 inches long (1.14 meters X 1.14 meters).

• Do I need to bring my own laptop?

  No. We have both PCs and MACs available for your use, but feel free to bring your own if you wish. You can bring your presentation on a disc or other portable hard drive. Keep in mind that our optimal screen resolution is 1024 X 768.

• Do I have to attend the whole meeting?

  Yes. By agreeing to participate in a Janelia Conference, you agree to stay for the entirety of the meeting. Only in rare instances do we permit participants to arrive late or leave early.

• What should I do if I am unable to attend the conference?

  We are sorry you will not be joining us. Once you are logged into the web system, under the "Conference Info" section you will find "Decline Registration". Please click the Decline Registration button below. Once you have decline registration we will note that you will not be attending and you will no longer receive any notifications regarding the corresponding conference.

• Can I bring my spouse and/or child to the conference?

  Yes, you may bring your spouse/child to the meetings, but please keep in mind that you will need to cover the cost of their meals. We do have childcare available during the conferences. For more information, contact ocasiovillanuevae@janelia.hhmi.org. If you will be bringing family members to the meeting, please notify conference management ahead of time at conf@janelia.hhmi.org.

• Am I expected to present my work at the conference?

  We do expect everyone to be an active participant, either by presenting a talk or a poster.