Conferences typically run in the spring from March through May and in the fall from September through November.
They are usually two and a half days, beginning Sunday evening and ending by 1:00 p.m. on Wednesday.
Conference Structure
Janelia conferences range from small workshops for more intimate discussions to larger meetings of about 60 people. Each meeting normally has at least one external and one internal organizer (usually a Janelia lab head). New meetings are announced on the Janelia website in March and September so that interested members of the scientific community can apply. Participants are selected based on their research abstract and ability to contribute to the scientific discussion. Presentations may include talks and/or posters.
Accommodations
External participants are housed on-site in the Janelia guest house. Units are single queen rooms with private bathrooms. Our fitness center is available 24/7. Special requests (in-room fridge, etc) should go to conference@janelia.hhmi.org.
Registration Fees
There are no registration fees for Janelia conferences.
Attendance
Barring extenuating circumstances, participants are expected to attend the entire meeting.
Rooms and Meals
Janelia covers the cost of food and accommodations for all participants during the meeting. If you have any special needs (physical or dietary restrictions, etc) please email conference@janelia.hhmi.org and we will do our best to accommodate.
Travel Costs
Attendees should plan to cover the cost of their own travel. We do have a limited number of travel scholarships available to provide assistance to those who need it in order to attend. If you wish to apply for support, please complete the “travel funds request” field during online registration. Unfortunately, we cannot reimburse travel expenses after the close of the meeting.
In accordance with our conference travel policy, those who have applied and been approved for support in advance of the meeting will be reimbursed up to a fixed amount based on economy class travel. Participants must attend the entire conference in order to qualify for reimbursement. See our detailed travel policy for more information.
Getting to Janelia
Dulles International Airport (IAD) is closest to Janelia - a 15-minute ($25) cab ride. Washington DC (Reagan Airport or Union Station) is significantly further from us, about an hour cab drive (~$85). 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. You can visit the WMATA Metro Trip Planner for more details.
Guests on Campus
Janelia is generally unable to host family members of conference attendees. If circumstances dictate that you must travel with a family member, please contact conference@janelia.hhmi.org for prior approval and arrangements.
We are a secure campus. Conference attendees should refrain from inviting guests without prior approval by our Front Desk Receptionist or Conference Program Management.
Abstract Book
To facilitate interactions, all conference participants are asked to provide a short abstract on their research interests, to be included in an electronic abstract book.
Publication/Privacy
Presentations at Janelia conferences do not constitute scientific publications, and their scientific content may not be shared outside of the conference without the express permission of the presenter. Permission is required for sharing through tweets, websites, or blogs, as well as more traditional means of communication. This has been the standard ethic for dissemination of unpublished results presented in closed scientific meetings, and we feel that this ethic is important to promote the free exchange of unpublished material, which is in the interests of all participants. The advent of new Internet technology does not change the standards for the ethical conduct of science.
For these reasons, participants are not permitted to record presentations or posters by electronic or photographic means without the express permission of the presenter. 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, and each participant must agree to these provisions:
Presentations and posters are not to be recorded by electronic or photographic means, and the scientific content of Janelia conference presentations, posters, and discussions is not to be shared outside of the conference, without the express permission of the presenter. Permission is required for sharing through tweets, websites, or blogs as well as more traditional means of communication. Authors are requested to omit references to the scientific content of Janelia conferences from any publication.
Internal Streaming
We record talks and broadcast them within Janelia’s laboratory building via the intranet solely for the convenience of our resident scientists. We hold these recordings for seven days after the talk and then promptly delete them from our systems. All participants must agree to this recording.
Child Care
In the event that you must bring your child with you to the conference, Janelia may be able to offer daycare for children between the ages of six weeks and five years (space permitting). Participants must pay for this service - registration and the relevant paperwork must be completed well in advance of the meeting (vaccination certificates, etc.). Contact the child care director at (571) 209-4025 for more information.
