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Frequently Asked Questions

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Frequently Asked Questions
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Application/Registration
Travel
Arrival and Check-In
Accommodations and Food
Participation


Application/Registration

Do I have to submit an abstract?
Abstracts help the organizers select participants and plan the agenda. They serve as a scientific introduction for those who may not know your work, 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.

Is my application complete?
When your application is complete, you will receive an email confirmation with a summary of the information you entered. If you do not receive this notice, it is likely that there was a problem with your submission. Note that the online system will time out after a period of time, so please save often - or, even better - compose your abstract outside of the system and paste it into the appropriate field.

Be sure to save all abstract information before the submission deadline for the conference. Once the submission deadline has passed, you will not be able to edit your abstract information. If you have technical problems, please email conference@janelia.hhmi.org.

When will I find out if my application has been accepted?
We will inform you of your status as soon as possible - there is no need to email us for an update.  Many of our meetings are highly oversubscribed and it takes time to carefully evaluate all of the abstracts. We aim to get back to you within 6-8 weeks after the application deadline.

Can I make changes to my abstract or personal information after the registration website has closed?
Please try to complete all registration information in advance of the deadline; however, if you do need to make modifications, send them in an email to conference@janelia.hhmi.org.

Is there a registration fee to attend Janelia conferences?
There is no registration fee for our conferences, and we cover the cost of food and housing.

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Travel

How do I get to Janelia and back to the Airport?
We recommend using Washington Dulles International Airport (IAD) and taking a cab to campus (a 15-minute $25 ride) - and suggest that you provide these directions. Directions from other locations can be found here. Janelia does not offer any shuttle service to campus.

Getting here from Washington DC is best done by cab and will take ~50 mins ($75).  Alternatively, you can take the metro to Wiehle-Reston East, and from there we are a 20-minute cab ride. Unfortunately, public transportation does not come out to Janelia. Visit the WMATA Metro Trip Planner for more details.

We provide courtesy shuttles back to Dulles after most meetings (see agenda to confirm). The trip takes 15-20 minutes. If the shuttle times are not amenable to your flight schedule, you may request a cab at the reception desk.

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

If you need additional assistance getting to campus, please call our main line at 571-209-4000 to reach the reception desk.

Does Janelia pay for my travel expenses?
We do not cover travel, but do offer a limited number of travel scholarships to participants who are in need and apply in advance (via the online registration system). Scholarship recipients must attend the entire conference in order to receive reimbursement. View our detailed travel policy.

Can I drive and park on campus?
Yes. You do not need to notify us in advance if you plan to drive, but please get a parking pass from Security (or Reception) and park in the garage (turn left onto Demeter, just after the security gate). The guest entrance into the building is in the Center East area of the Garage.

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 three hours in advance for international flights and two hours in advance for domestic flights. However, this time frame is largely dependent on the day/time of your travel and whether you are checking baggage. We offer a kiosk at the reception desk for printing your boarding pass before leaving Janelia.

Can I arrive early or extend my stay on campus?
We expect conference attendees to arrive on the first day of the meeting and depart on the last.  Those traveling from far away may arrive one day early, and should indicate this in their online reservation request.

We cannot extend your stay at Janelia unless you have confirmed scheduled meetings with Janelia researchers or other  Janelia-related business.  Email conference@janelia.hhmi.org if you meet these requirements and we will help to extend your reservation.

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Arrival and Check-In

When and where do I check in?
Please check in at the reception desk just inside the main entrance to the building (at the traffic circle). We typically expect check-ins to occur after 3:00 p.m. on the first day of the conference; however, if your travel plans call for you to arrive earlier, we can likely accommodate you. Our reception desk is not staffed 24/7, but Security is always on hand to offer assistance. At check-in you will receive a name tag, meeting agenda, campus information, building maps and your room key.

Do I need to wear my name tag?
Yes - you should wear it at all times during the meeting. This is how we identify you as a visitor, and it allows you to have lunch in the Servery without being charged.

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Accommodations and Food

Where will I stay?
External participants will stay on-site, in the Janelia guest house.

What are the rooms like in the guest house?
Each guest room has a private bath, queen size bed, desk and chair, iron and ironing board, hair dryer, and alarm clock. Upon request we can provide bed rails, a portable crib, or a mini refrigerator for medications or dietary needs.

Is there a fitness center on campus?
The guest house features a 24/7 fitness center with locker rooms, free weights, and aerobic exercise equipment. You may access it with your room key.

Are meals included?
We provide you with breakfast, lunch, dinner and break refreshments during the conference. For snacks and other options, you can use the credit applied to your room key at Bob's Pub.

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 of the online registration. You may also email reservations@janelia.hhmi.org with special requests.

Where can I get refreshments before the meeting begins?
You may use the credit allotted on your room key to purchase food and drinks at Bob's Pub. 

Can I bring a friend or family member with me?
Janelia is generally unable to host friends or family members of conference attendees, with the exception of young children.  If circumstances are such that someone must travel with you, please contact conference@janelia.hhmi.org for approval and arrangements.

Is childcare available during the conference?
Pending availability and prior approval, Janelia offers on-site childcare at our Children's Learning Laboratory on weekdays from 7:30 a.m. to 6:30 p.m. Daily fees apply. Contact conference@janelia.hhmi.org for more details.

Can I invite a guest to visit me on campus?
We are a secure campus. Conference attendees should refrain from inviting guests without prior approval by our front desk receptionist or Conference Program Management.

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Participation

When will I receive the meeting agenda?
A detailed agenda will be disseminated roughly 3-6 weeks before the start of the meeting, and will also be posted on the meeting web page.

How big should my poster be?
Posters should be no larger than 45 inches tall by 45 inches wide (1.14 meters x 1.14 meters).

Do I need to bring my own laptop?
No. We have PCs and MACs available, but you may bring your own if you wish. You can bring your presentation on a disc or other portable hard drive.

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 with extenuating circumstances do we allow participants to arrive late or leave early.

What if I can no longer attend the conference?
Please login to our registration system and click the "Decline Registration" button. Once you have declined, we will cancel your participation and you will no longer receive meeting notifications. You may also email us directly at conference@janelia.hhmi.org.

Do I have to present my work at the conference?
Janelia conferences are highly selective.  We expect everyone to be an active participant, by presenting either a talk or a poster.

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