Frequently Asked Questions


Instructions


Please choose a FAQ Category on the left to find Frequently Asked Questions on that topic. Feel free to contact us if you do not find the answers you are looking for!

Abstracts


I was unable to submit my abstract before the abstract deadline. Can I still present my work at the meeting as a poster?

Poster space is limited at meetings. If there are extra poster boards available, you may be able to post your work, on a first come, first serve basis. See Keystone Symposia staff at the meeting.

Can someone besides an abstract author present the poster at the Poster Session?

Yes, if the presenter is registered and has paid in full to attend the meeting, he or she may display your poster and present on your behalf.

Does my abstract submission allow me to present my work?

All abstracts received are tentatively accepted by Keystone Symposia for poster presentation and publication on our website and secure mobile app. Organizers will review all abstract submissions and may exclude some on the basis of quality or relevance to the meeting. Organizers are also encouraged to choose abstracts that are pertinent and well written to be presented orally as short talks. Weight is not put on requests, nor are requests forwarded to organizers, as this would be unfair to the selection process.

How is notice given that an abstract has been accepted?

Notice of approval is given by email approximately 6 weeks after the early abstract deadline. Our Program Implementation Department will contact the abstract presenter if selected for a short talk. Organizers will review all abstract submissions and may exclude some on the basis of quality or relevance to the meeting. We suggest registering to attend the meeting as soon as possible as an abstract submission does not guarantee registration.

Are submitted abstracts viewable to others online?

Abstract presenters can choose to allow other meeting participants to view their abstract online 30 days prior to the meeting by clicking on the appropriate box once logged in to their accounts. One week (7 days) before the meeting, all abstracts are viewable by other participants online accessed from attendee accounts and in the secure mobile app.

Can abstracts be changed once they have been submitted?

Changes can be made to your abstract until 6 weeks prior to the meeting start date. You must log in to your account to upload a revised abstract.

Can I view other participants' abstracts online?

Yes, you can view other abstracts if you have registered to attend a meeting, have submitted and paid for your abstract, or both. You may view other poster and speaker abstracts for the meeting 30 days prior to the start of the meeting, provided that the submitting authors have agreed to make the abstract available online. One week (7 days) before the meeting start, all abstracts are viewable online and in the secure mobile app. Log in to your account and follow the prompts to view abstracts.

What is the deadline on abstract submission?

Go to "Meetings" tab, click on "Meeting List," then scroll to the meeting in which you are interested. The deadline is posted under the meeting title. Occasionally we are able to accept abstracts after the deadline. If the deadline has passed, call our Attendee Services department (+1 970-262-1230) or e-mail info@keystonesymposia.org.

Can abstracts be purchased?

Yes. To purchase abstracts for a meeting as a PDF file, contact Attendee Services at +1 970-262-2672 or +1 800-253-0685 (USA and Canada Only). The cost is 30 USD.

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Altitude


What is considered high altitude?

Altitude is defined on the following scale: High (8,000 - 12,000 feet [2,438 - 3,658 meters]), Very High (12,000 - 18,000 feet [3,658 - 5,487 meters]), and Extremely High (18,000+ feet [5,500+ meters]). There are no specific factors such as age, sex, or physical condition that correlate with susceptibility to altitude sickness. Some people get it, some people don't, and some people are more susceptible than others. If you haven't been to high altitude before, it is important to be cautious. If you have been at high altitude before without problems, you can probably return to that altitude without problems as long as you are properly acclimatized.

What causes altitude illness?

The concentration of oxygen at sea level is about 21% and the barometric pressure averages 760 mmHg. As altitude increases, the concentration remains the same but the number of oxygen molecules per breath is reduced. At 12,000 feet (3,658 meters) the barometric pressure is only 483 mmHg, so there are roughly 40% fewer oxygen molecules per breath. In order to properly oxygenate the body, your breathing rate (even while at rest) has to increase. This extra ventilation increases the oxygen content in the blood, but not to sea level concentrations. Since the amount of oxygen required for activity is the same, the body must adjust to having less oxygen. SOURCE-Princeton

What can be done to prevent Altitude Sickness?

Prevention of altitude illnesses falls into two categories: Proper acclimatization and preventive medications. Below are a few basic guidelines for proper acclimatization:

  • If possible, don't fly or drive directly to high altitude.
  • If you do fly or drive, do not over-exert yourself for the first 24 hours.
  • The acclimatization process is inhibited by dehydration, over-exertion, and alcohol and other depressant drugs.
  • Take it easy; don't over-exert yourself when you first get up to altitude. Light activity during the day is better than sleeping because respiration decreases during sleep, exacerbating the symptoms.
  • Stay properly hydrated. Acclimatization is often accompanied by fluid loss, so you need to drink lots of fluids to remain properly hydrated (at least 3-4 quarts per day). Urine output should be copious and clear.
  • Avoid tobacco and alcohol and other depressant drugs including barbiturates, tranquilizers, and sleeping pills. These depressants further decrease the respiratory drive during sleep resulting in a worsening of the symptoms.
  • Eat a high carbohydrate diet (more than 70% of your calories from carbohydrates) while at altitude.
  • Keep in mind that different people will acclimatize at different rates.
  • If you are concerned about Altitude Sickness consult your local physician prior to travel for additional suggestions.

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Arrival Day


When do conferees receive the name badge?

Name badges are presented at registration/check-in, which is usually between 4 pm and 8 pm on the first day of the meeting. Conferees can also check-in the next morning to receive their badge. All attendees and speakers must check-in at the registration desk. Name badges must be worn at all times to ensure entrance into the meetings.

What are the hours of registration/check-in on the first day?

Check-in for the meeting is usually 4 pm - 8 pm local time on the first day of the conference.

Can I check-in for the meeting after the posted registration times?

If you arrive after 8 pm, you can register for the meeting the next morning. You may check in for your lodging and attend the evening keynote address if there is one. The Keystone Symposia registration desk will be open during the start of scientific sessions.

When are abstracts available to view online?

Anyone registered for a meeting can view abstracts for that meeting that authors have chosen to make viewable 30 days prior to the meeting. One week (7 days) before the meeting, registered participants can view all abstracts online accessed from attendee accounts and in the secure mobile app. This information is accessible by logging in to your account. Please see the View Abstracts section on our website.

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Bringing Family


Are there childcare options available at the resort/hotel?

Many properties do offer childcare, private babysitting services and/or activities for children. Please contact the resort/hotel directly to inquire about their available childcare options. If the property does not have their own childcare program, they will have local recommendations. Please be sure to book these arrangements in advance.

Are recreational and dining discounts available to family members?

Yes! Families are invited to participate in recreational activities, and to join their spouse at the nightly evening social hours. Discounts created for conferees are also extended to family members for ground travel, skiing, ski rentals, recreation, etc. Santa Fe Ski Area and Taos Ski Area will require a guest badge. Guest badges can be obtained from the Keystone Symposia staff.

Can spouses come to the meetings?

Only paid registrants can enter the meeting sessions. Exception will be made if you wish to attend your spouse’s talk; please see the on site staff person to get a temporary badge to attend their session.

Can my spouse and/or children attend food functions?

Guests are invited to join their spouse at the nightly evening social hours.

We have a spouse/child package that offers all breakfasts (if applicable). The prices will not exceed:

  • Adult 65 USD
  • Child (12 and under) 35 USD

Contact our office at +1 970-262-1230 or info@keystonesymposia.org for more details.

Please note, on rare occasions space is not available for spouses or children to attend breakfasts; please check with our office with regard to the meeting of interest for details.

Please note that the Granlibakken site is an exception; contact the resort for dining information.

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Continuing Medical Education (CME)


Why is CME credit no longer available through Keystone Symposia?

Continuing Medical Education (CME) credit is no longer available through Keystone Symposia due to policy changes by ACCME (Accreditation Council for Continuing Medical Education). Please click here for full details.

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Communication / Internet Availability


Is there email or internet access at the meeting?

Yes, all sites will have some Internet access available provided by Keystone Symposia. In addition, most resort sites will have business centers, cafes or libraries that will also have Internet access. Internet service in guest rooms varies and may not be available in all rooms. Ask the hotel reservation desk about rooms with Internet access. Charges for these services will vary for each site. Call the resort for further details.

What is the best method for communication with my home?

Phone cards or cell phones are the best choices for conferees. Since some cell phones do not have service at these sites, call your carrier before you travel. Phone cards are available at most airports for a nominal fee. Note that resorts and hotels charge high fees for use of long distance phone service.

What type of Internet connection is available at the meeting?

Although each site is different, an Internet connection will be available for a small fee in the resort business office. In some cases, Keystone Symposia will provide hubs for personal computers. These hubs will be located in common areas, such as a small meeting room or lobby. Some of our meeting sites offer WiFi (wireless) internet access. Call the specific resort for details on using this technology and to verify its availability.

Do cell phones work at the resort locations?

Cell phone service is limited at some resort locations. Check with your provider for service availability.

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Food


Can special foods such as kosher, gluten-free, or vegetarian be requested?

Yes, attendees and speakers who have special dietary restrictions should contact Keystone Symposia Attendee Services at +1 970-262-1230 or info@keystonesymposia.org.

Please try to contact us at least two weeks before the meeting starts so we may make arrangements with the resort or conference center.

What food is included in the registration price?

Each meeting has a distinct agenda and all meals/refreshments that are provided are listed in the individual meeting agenda.

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Global Health Travel Awards


Who is eligible to apply for a Global Health Travel Award?

In order to qualify for a Global Health Travel Award, you must be a scientist, physician, fellow or student from a country where the meeting topic health problem is indigenous. Preference will be given to individuals originating from an affected nation.

Do I need to submit an abstract and pay the abstract submission fee in order to apply for a Global Health Travel Award?

No. To apply for a Global Health Travel Award you will need to go to Travel Awards :

  1. Select the meeting for which you want to apply.
  2. Verify your contact information.
  3. Submit your Application.
  4. Submit your recommendation letter.

How do I know if I successfully completed my application?

You will see a check mark for each step completed in the application process. Once all four of the steps are completed, your status will change to "Applicant".

When will I find out if I have received a Global Health Travel Award?

All applications will be reviewed after the deadline. We will send immediate notification to all applicants once we have the results from the application review. We strive to complete this process within 4 weeks of the deadline.

If I have received a Global Health Travel award for another meeting, am I eligible to apply again?

Global Health Travel Award applicants may claim one award per meeting year, which runs from July - June.

I am trying to submit an application (step 3), but it does not reflect in my account. What can I do?

Please make sure to hit the Submit Application button. Make sure that you save your answers in the application at least every 20 minutes by hitting the Submit Application button. If you still have problems, email your problem to scholarships@keystonesymposia.org.

How do I submit the recommendation letter?

Click on the link in Step 4 in the application process, then fill in your supervisor's name and email address. Click on the "Send Mentor Letter" button. This sends an email to your supervisor with a link that they can open to complete the requested information. When completed your supervisor will submit the letter via this link. We will no longer accept letters that are emailed or mailed to our office.

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Lodging / Resort


Are pets allowed in the hotel room?

Please contact the resort directly to confirm its current pet policy.

Is there a deposit required when booking lodging?

Yes. While deposit requirements vary from site to site, many of our hotels do require some sort of an advanced deposit. Please confirm directly with the hotel at the time of booking.

Are there any discounts for lodging?

Yes. To receive the Keystone Symposia group lodging rate, you should: Go to the meeting webpage, click the lodging link on the left sidebar and scroll to the section that says "Click Here" to book your lodging. Lodging booked through this link will ensure the group discount. You may also call the lodge directly and give them the group discount over the phone. If you scroll down the webpage you will see the group code in bold.

How can I sign up for a shared room or a roommate?

Each attendee is responsible for arranging their own shared accommodations reservation and for splitting the fees. We do offer a roommate bulletin board to assist with finding other attendees interested in sharing accommodation. To find the roommate bulletin board go to the meeting webpage. Click on the lodging link on the left sidebar. Scroll to the bottom of the lodging webpage.

Is the lodging price nightly or a package price?

It depends on the meeting location. It will be clearly marked on our website whether the price listed is a package rate or a nightly rate. Prices are subject to local taxes and surcharges. Many resorts do not reduce or prorate the cost if you do not stay the entire time. Please also note the difference in currency depending on where the conference is taking place.

Is more information about the resort available?

Yes. The Keystone Symposia website has detailed information about each resort. Keystone Symposia is always looking for more information to pass on to conferees, so please contact us at info@keystonesymposia.org if you have a suggestion for a website that is highly informative.

Are taxes and surcharges included in the advertised price?

No, taxes and surcharges are not included in our advertised lodging rates. Contact the resort directly for more information regarding these charges. Contact numbers are available for each meeting location.

Why are the taxes and surcharges not included in the lodging rates posted on the website?

Taxes and surcharges vary from site to site. They are often set during state, county and municipal elections. As we are unable to keep up with these changes that are required by law, we do not include them. When making lodging reservations, please call the resort to find out the final all-inclusive price.

How do I cancel my lodging reservation?

Please call the resort or hotel directly to obtain the cancellation policy information or to cancel your reservation.

If I lost something on my trip, who do I call?

Please contact the resort as soon as the item is missed and ask for Lost and Found. While the meeting is still in progress, contact our on-site personnel or hotel concierge as they might be able to assist you.

I am a disabled attendee. Where can I get information regarding handicapped facilities at this resort?

For lodging disability accommodation and other related questions contact the lodge directly. For resources and questions about assistance with disabilities at the meeting please contact info@keystonesymposia.org with your questions and we will try to accommodate your needs free of charge.

Are the Conference Center and lodging located together under one roof?

Typically, yes. However, on occasion, they are separate. Go to the meeting webpage, click on the "travel/transportation" link on the left sidebar. Scroll down and review all of the transportation information for the meeting. We often have shuttles or walking distances posted here.

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Mobile App


Is there one place for "all-I-need-to-know" information about the Mobile App?

Yes, we have a page dedicated to Mobile App information - click here.

What features does the mobile app provide to enhance the meeting experience?

  • View poster and speaker abstracts
  • Send messages to other attendees
  • Participate in forums
  • Add your photo and bio on your profile
  • View the program and create a personalized meeting agenda
  • Receive on-site announcements from our staff
  • View job announcements

How do I download / access the app?

Download the KS Connect App by tapping the appropriate icon for your device:

How can I edit my own profile and upload a picture?

To edit your profile, click the "More" icon on iOS or the Menu icon in the top-left on Android and go to Settings, Account Details. You may upload a photo and update your Bio here. NOTE: the App is preloaded with your registration information. If you need to update your institute or email, please contact our office at info@keystonesymposia.org.

Where do I find abstracts and how do I search them?

Speaker and poster abstracts can be viewed within the app by first selecting your meeting, tapping on a session title, and then choosing "Session Files." There is a search function at the top of this page that will allow you to search the titles of the abstracts.

How do I create my own custom schedule?

After browsing to your meeting, locate a session in the agenda that you are interested in attending and click "Add to Schedule". This will allow you to add this to "My Agenda", your phone calendar or both. To view your schedule, click on "My Agenda" from the Meeting menu at the top of the screen. You can remove this from your agenda by clicking "Remove from Schedule."

Can I send a message to an organizers, speakers, or other attendees?

Yes, search for the person in "App Users" and click message icon beside their name.

Can I get help if I have problems downloading or using the app?

Yes, if you have any issues with the app, please email ksapp-support@keystonesymposia.org.

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Passport/Visa


Where can I receive information on Travel, Passports and Travel Visas?

Visit our Travel Tips page.

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Posters


What are the size restrictions on a poster?

Your poster display should not be larger than 3.3 x 3.3 feet (1 x 1 meter). You share space with other presenters. The poster can be longer but the width must be 3.3 feet. Keep in mind if longer it will hang below the poster board.

Does a poster presenter have his/her own poster board?

Often a poster board is shared by more than one person. One poster board may hold as many as four posters. Please stay within your designated 3.3 fby 3.3 foot (1 x 1 meter) space. Push pins will be provided in the poster room for your convenience.

How long can a poster remain on display?

Posters must be removed by the end of each poster session. Check with the on-site representative for more information.

Can a laptop be used as part of a poster presentation?

Yes, a laptop can be used to aid in the presentation, however, we cannot guarantee a power source or provide extension chords.

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Program


What is a typical meeting day like?

  • Each meeting has a distinct agenda and all meals/refreshments that are provided are listed in the individual meeting agenda. *Meeting agenda are subject to change
  • Updated programs, speaker abstracts, poster abstracts, local dining and activities are available on our website.
  • All conferees, speakers and organizers must wear their name badge for entrance into all functions. Badges will be checked to gain attendance into the meeting.

Can the talks/poster presentations be recorded?

WARNING!! Absolutely no video equipment, cameras, audio equipment or any other type of recording device will be allowed in the meeting area. Turn off cell phones and pagers during sessions. Any violators will be asked to leave the meeting area and possibly removed from the entire meeting. The only exception to this is when a Keystone Symposia employee or contractor uses such devices for marketing/publicity or educational/outreach purposes.

When are programs finalized?

Keystone Symposia and their organizers are committed to reducing/minimizing last-minute program changes; however, since changes do occur, please check our website frequently for current programs.

When will the changes made during the program be available?

Any changes made during the program will be available on our website 3-4 weeks after the completion of the meeting.

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Recording Devices


Are cameras, video cameras, or recording devices allowed in the scientific sessions?

All video equipment, cameras, audio equipment and any other type of recording device are prohibited from the meeting rooms and poster sessions. While we do not prohibit laptop computers, tablets and cell phones, they must not be used for recording and should be operated in "silent" mode out of consideration for speakers and other conference attendees. This policy is enforced because poster presenters and speakers present unpublished data. Occasionally, Keystone Symposia may use such devices for its own marketing and publicity purposes (click here to see our policies ).

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Registration


How do I get information about my registration/abstract?

Information is available by logging in to your account. Our office hours are 7:30 AM-4:00 PM Mountain Standard Time. Attendee Services can be reached at +1 970- 262-1230.

Is a list of other participants available prior to the meeting?

Yes, if you are a paid registrant, you can access a list of names of other participants and their institutes by logging in to your account on the website.

What is the deadline for registration?

If there is still space available, you can register up to the day of the meeting. Be aware that some meetings may fill quickly and may reach capacity prior to the early registration deadline. We encourage you to register as soon as possible.

How can I find out if my registration has been processed?

If your registration was submitted online, you should receive a confirmation of your registration via email within 72 hours. If your registration was sent by mail, fax or email, email confirmation will be sent within 72 hours of receipt. You can also call the Keystone Symposia office (800-253-0685 in US or Canada or +1 970- 262-1230) to verify registration or log in to your account page on the website.

What is covered in the registration fee for the meeting?

The registration fee includes: abstract submission (if applicable), secure mobile app, admission to all scientific sessions, breakfast buffet, morning and evening coffee breaks, and light refreshments during poster sessions.

Does the registration fee include the abstract fee?

Yes, the abstract fee is included in the registration fee if you submit the abstract by the Discounted Abstract Deadline. The registration fee is the same whether or not an abstract is submitted. Abstract submission does not constitute registration to the meeting, however, and it is recommended to register early. If the abstract is submitted after the Discounted Abstract Deadline, an additional fee will be charged. This fee cannot be applied to registration.

Whom should a conferee contact for a duplicate registration receipt?

You may print a receipt by logging in to your account or contact the Keystone Symposia office by phone +1 970- 262-1230, fax +1-970-262-1525 or e-mail info@keystonesymposia.org to request a copy of your transaction. A receipt can be sent to you by email, fax or mail.

Is registration available at the meeting?

Yes, registration is accepted at the meeting site if space is available. If the meeting is full, no additional registrations can be accepted.

What forms of payment do you take?

We accept credit cards (American Express, Visa, Mastercard, Discover, JCB), money orders, wire transfer or a check drawn on a U.S. bank, payable to Keystone Symposia. No bank to bank transfers, direct deposits or purchase orders will be accepted as payment. The registration form and payment must be received by the Discounted Registration Deadline in order to receive the discounted registration rate.

Can a conferee attend a meeting without submitting an abstract?

Yes. All levels of participation are welcome. Keystone Symposia meetings provide an exceptional learning and networking experience.

If online registration is unavailable, is there still a way to attend the meeting?

If you are unable to register online, the meeting may be closed. Contact the Keystone Symposia office for the meeting status at +1 970- 262-1230 or info@keystonesymposia.org.

Is there a policy on Keystone Symposia liability?

Liability Waiver: Those registering for Keystone Symposia meeting must agree to the following statement: "I agree and acknowledge that I am undertaking participation in Keystone Symposia events and activities as my own free and intentional act and I am fully aware that possible physical injury might occur to me as a result of my participation in these events. I understand that it is my responsibility to be aware of any travel restrictions, visa requirements or health issues that may affect my participation. I give this acknowledgement freely and knowingly and that I am, as a result, able to participate in Keystone Symposia events and I do hereby assume responsibility for my own well-being. I also agree not to allow any other individual to participate in my place. Keystone Symposia may take photographs at this meeting and reproduce them in educational, news or promotional material, whether in print, electronic or other media, including the Keystone Symposia website. By participating in the meeting, you grant Keystone Symposia the right to use image, photograph and biography for such purposes. All postings become the property of Keystone Symposia. Postings may be displayed, distributed or used by Keystone Symposia for any purpose. Keystone Symposia may hold workshops that are recorded and made available to the general public. In these cases, announcements will be made at the event."

Are there discounts for group registrations?

We do not offer group registration discounts at this time. All discounts and their deadlines are listed on the meeting webpage.

Can I only pay to attend specific days of the meeting?

Unfortunately, we do not accept partial registrations at this time.

Can additional registration receipts be issued at the meeting?

Yes, a receipt is available at the meeting. See the Keystone Symposia representative for help.

Can I transfer my registration to someone else?

Yes if it is for the same meeting. We will need the transfer request in writing. Please include name and registration information for the person we are to transfer the registration to as well as the name of the person currently registered. Send it either by fax to +1 970-262-1525 or email to info@keystonesymposia.org.

How do I cancel my conference registration?

There are two ways to cancel your registration:

  • Use the Cancellation Form which is available under the Meetings Tab. Please fill the form out completely.
  • You may send your cancellation by email to info@keystonesymposia.org or fax +1 970-262-1525. Include your full name, the meeting you wish to cancel, and a phone number or e-mail address in case we have questions.
  • We do not accept cancellations over the phone.

 

Remember that lodging reservations must be cancelled directly with the hotel/resort. Review the Cancellation Policies regarding deadlines and refunds.

When will I receive my cancellation refund?

Registration refunds, if applicable, will be processed within 30-60 days of the cancellation.

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Scholarships


If I am awarded a scholarship, how do I find out about being reimbursed?

As a scholarship winner, you will receive a packet with detailed information, including reimbursement instructions. You may also find detailed reimbursement information by logging into your account.

How do I apply for a scholarship?

  1. Login to your Keystone Symposia account.
  2. Click on the "conferences" tab and find the meeting you want to attend from the meeting list.
  3. Click the "Apply for Scholarship" link.
  4. Review eligibility and criteria information.
  5. Scroll to the bottom of the webpage to start the application.
  6. You must complete steps 1-4 and complete them in order. You cannot skip a step.
  7. The abstract fee will be $50 USD. And is refundable until 6 weeks prior to the meeting start date.
  8. The mentor letter will be sent to your mentor automatically upon completing step four. If you have problems with this step please email scholarships@keystonesymposia.org
  9. Allow up to 2 weeks for us to review applications and select awardees. Awardees will be emailed results of the application awarded or not awarded.

Do you offer scholarships to attendees other than students and postdocs?

The scholarship program is only offered to students and postdocs within 6 years of their Ph.D. graduation date. Other opportunities include Global Health Travel Awards, Underrepresented Trainee Awards, and student discounts. Each has its own eligibility criteria. Please click on the "Financial Aid" tab on our website to review each award type. You may also email scholarships@keystonesymposia.org if you have any additional questions.

I received a scholarship and submitted my receipts. When can I expect to receive reimbursement?

Reimbursement will be issued and mailed within 4 - 6 weeks after the conference.

I applied for a scholarship and did not receive one. Does that mean my abstract was not accepted for poster presentation?

You may still present a poster. You will receive a poster acceptance letter 2 weeks prior to the early registration deadline.

Can you waive or defer the abstract fee or registration fee?

As a nonprofit organization, Keystone Symposia is unable to pay for or waive/defer the abstract fee or registration fee.

What are my chances of receiving a scholarship?

The conference organizers review abstracts and base the awards solely on their quality and relevance to the conference topic. The number of awards per meeting is based on grants/funding received.

If I am not awarded a scholarship, can I get my abstract fee refunded?

If you are not awarded a scholarship and cannot attend the meeting, the abstract fee is refundable as long as you email or send a cancellation request from your account 6 weeks prior to the meeting start date. Cancellations can be emailed to info@keystonesymposia.org

How do I know if you have received all of my information for the scholarship?

You can log in to your account to verify the status of your application and confirm that all required elements have been received. Your status will change from "incomplete" to "applicant" when your application has been completed.

What is the deadline for scholarship applications?

The deadlines for scholarship applications are posted on the website. Go to the Conference list under the Conference tab, and select the meeting that you are interested in. All the deadlines including the scholarship deadline are listed here.

When will I find out if I have been awarded a scholarship?

Typically emails are sent out regarding awards (and those not awarded) 2-3 weeks after the application deadline.

Are scholarships awarded after the conclusion of a meeting?

Although rare, scholarship awards can be received up to 6 months after a meeting, pending grant notification. It is important to retain your receipts in case of a late award.

What are my duties as a scholarship winner?

If you have received notification that you are a scholarship winner your duties will include presenting your poster abstract at the meeting, retaining and submitting valid receipts for reimbursement, and completing an exit survey upon your return from the meeting.

If I have received a scholarship for another meeting, am I eligible to apply again?

You can be awarded only one scholarship per meeting season(July - June).

My mentor has not received an email to submit the mentor letter. What should I do?

Make sure that your mentor can accept email from scholarships@keystonesymposia.org. Have them check their junk mail and spam filter for the email. Make sure that you entered the correct email address. You can reenter your mentor's information in step 4 of the application process to resend the email.

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Skiing


What are the discounts for skiing?

If available, lift ticket discounts vary from resort to resort. See the site specific information on the meeting page to verify how and where to get the Keystone Symposia discount.

Are there lift ticket discounts for a conferee's family?

Spouses and children can receive discounted lift tickets. Discounts created for conferees are also extended to family members for ground travel, skiing, ski rentals, recreation, etc. Santa Fe Ski Area and Taos Ski Area will require a guest badge. Guest badges can be obtained from the Keystone Symposia staff.

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Speakers


What AV equipment do I need to bring?

All speakers are asked to use PowerPoint, Keynote or other presentation software for their talk. Both Macintosh and Windows laptops with PowerPoint and Keynote software will be provided during the sessions for displaying your presentation. If you wish to use your own laptop, be sure it has a VGA Port or you have your VGA adapter (Click for details). If you do not wish to bring your laptop, put your presentation on one of the following media: CD or USB removable drive. We cannot guarantee the quality of your presentation if you do not bring these materials.

Do speakers reserve their own lodging?

Yes, Speakers must arrange and pay for their own lodging, air travel and ground transportation. Specify you are a speaker when making lodging arrangements with the resort. You are encouraged to make lodging arrangements early, as space is limited. The value of one nights' lodging will be required to make reservations.

As a speaker, what am I responsible for?

  1. Speakers arrange and pay for their air travel, ground transportation and lodging.
  2. Speakers submit an abstract outlining their presentation.
  3. Speaker presentations are generally 20-25 minutes of lecture time and 5–10 minutes for Q & A for a total of 30-35 minutes at the podium. Timing of Short Talks will be determined by the number of presentations chosen per session.
  4. Speakers prepare a visual presentation to complement their oral presentation. Presentations should use Power Point, Keynote, or similar presentation software. Be sure to bring your laptop and all necessary cords and accessories or save your presentation on a CD or USB removable drive.
  5. Keystone Symposia Organizers encourage all speakers to participate for the entire meeting, especially during poster sessions that provide the opportunity for interaction with attendees, students and young investigators.

I have special speaker needs...who do I talk to?

If you have special needs, contact Program Development at programs@keystonesymposia.org, +1 970-262-2682 or +1 970-262-2661.

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Special Needs


I am a disabled conferee. Where can I get information regarding handicap facilities and accomodation for this conference?

Scientists with disabilities are welcome and encouraged to participate in Keystone Symposia meetings.

Please contact Keystone Symposia Attendee Services at +1 970-262-1230 or by email at info@keystonesymposia.org for accessibility information and additional information regarding special services and reasonable accommodations. We provide free registration to assistants or companions needed for note-taking or personal care. We also seek to provide assistance in locating preferred lodging options for persons with limited mobility and the most otherwise handicapped accessible lodging.

In some cases, especially in locations outside the U.S., accommodations for individuals with disabilities are limited, so attendees are asked to advise us of special needs and to make requests and arrangements for reasonable accommodations well in advance of the meeting.

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Travel


How can I get from the airport to the conference?

Primary forms of transportation are rental cars or shuttle/transfers. Shuttle ground transportation saves money and time as well as offers convenient schedules and a comfortable ride. If your intention while at the meeting is to explore the area, a rental car is recommended. The cost for renting a car at the airport can be significantly less than renting a car at the resort.

Are there rental car discounts available to Keystone Symposia attendees?

Yes. Avis provides car rental discounts to Keystone Symposia attendees for conference locations in the U.S. and Canada. To book by phone, call (800) 331-1600. To book online, go to: www.avis.com/car-rental/html/meetings/keystone/index.html. To receive the discounted rate, you must provide the Avis Worldwide Discount (AWD) number: T487899.

Should I book my pickup/return ground transportation at the same time?

Yes, discounts are available for prebooking round-trip ground transportation.

Where can I find information about airport delays?

The Federal Aviation Administration (FAA) provides a website to look up airport delays as well as other airline information.

What should I bring to make the conference experience more enjoyable?

Even if you are NOT participating in outdoor activities, we suggest you bring clothes appropriate for winter temperatures between 10 to 40 degrees Fahrenheit or -12 to 4 degrees Celsius:

  • Footwear made for winter weather, i.e., hiking boots, rubber-soled shoes. Winter coats, gloves, hats, sunglasses and sunscreen are highly recommended.
  • Aspirin, acetaminophen, some snacks (i.e., peanuts, dried fruit)and a water bottle to be used for the duration of your stay. These items can be expensive at resorts.
  • The meetings are resort-casual in dress [khakis, jeans, casual shirts, sweaters]. Clothes that can be layered for outdoor / indoor environment will work best.
  • For winter activities, bring waterproof ski pants, ski jackets, hats, gloves, etc.
  • Calling cards or phone cards are an excellent alternative to avoid the typically high hotel guestroom phone fees. Verify that the cards are valid in the U.S.A. and Canada before purchasing.

How should I convert currency? / Can I convert currency at the resort?

Though some sites do have banks nearby, you may find it easier to convert your money in your own country at the airport or to use credit cards instead of cash. Below are sites with up-to-the-minute exchange rates for each area you are traveling to.

How far is the resort from the airport?

Details about ground transportation and drive times are included in the site information.

What is the airport code for the area I am flying to?

  • Albuquerque, New Mexico: ABQ – Albuquerque International Sunport
  • Arusha, Tanzania: KIA – Kilimanjaro International Airport
  • Asheville, North Carolina: AVL – Asheville Regional Airport
  • Ashmore, Queensland, Australia: OOL – Gold Coast Airport or BNE – Brisbane International Airport
  • Banff Springs, Calgary or Lake Louise, Alberta: YYC – Calgary International Airport
  • Bangkok, Thailand: BKK – Bangkok International Airport
  • Beijing, China: PEK – Beijing International Airport
  • Big Sky, Montana: BZN – Gallatin Field Airport
  • Cambridge, UK: LHR – London Heathrow Airport
  • Coeur d'Alene, Idaho: GEG – Spokane International Airport
  • Dublin, Ireland: DUB – Dublin International Airport
  • Keystone, Copper Mountain, Breckenridge, Colorado: DEN – Denver International Airport
  • Killarney, Kerry, Ireland: ORK – Cork Airport
  • Kyoto, Japan: KIX – Kansai International Airport or ITM – Itami Airport
  • Monterey, California: SJC - San Jose International Airport, SFO - San Francisco International Airport, or MRY - Monterey Peninsula Airport
  • Quebec, Canada: YQB – Jean Lesage International Airport
  • Santa Fe or Taos, New Mexico: ABQ – Albuquerque International Airport
  • Singapore: SIN – Singapore Changi Airport
  • Snowbird or Midway, Utah: SLC – Salt Lake City International
  • Tahoe City, California: RNO – Reno/Tahoe International Airport
  • Vancouver or Whistler, British Columbia: YVR – Vancouver International Airport
  • Victoria, British Columbia, Canada: YYJ – Victoria International Airport or SEA – Seattle International Airport

What should international travelers bring with them to the airport?

It's a good idea to print your Invitation Letter and your View Payments/Receipt for the meeting... both are available by logging in to your account section of the website. Check with your airline or travel agent for specific information on what to bring (passport, etc), and to determine how early to arrive at the airport.

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Underrepresented Trainee Scholarships


If I have received a scholarship for another meeting am I eligible to apply again?

You can be awarded only one scholarship per meeting year (July - June) unless there are excess funds available.

Who is eligible to apply for an Underrepresented Trainee Scholarship?

In order to qualify for the Underrepresented Trainee Scholarship you must meet all of the following criteria:

  • A U.S. Citizen or a Resident Alien with a Green Card.
  • A graduate or post-doctoral student currently enrolled in an academic program.
  • One of the following ethnic origins:
    • Hispanic American or Latin American
    • African American or Black
    • American Indian or Alaska Native
    • Native Hawaiian or Pacific Islander

Do I need to submit an abstract and pay the abstract submission fee in order to apply for the Underrepresented Trainee Scholarship?

Yes. To apply for an Underrepresented Trainee Scholarship you will need to:

  1. Submit an abstract with the abstract fee.
  2. Verify your contact information.
  3. Have your mentor verify your status as a student or a postdoc.

Can I apply for a student/postdoc Scholarship and the Underrepresented Trainee Scholarship?

Yes, you can apply for both; however, you can only receive one scholarship per meeting.

When will I find out if I have received an Underrepresented Trainee Scholarship?

We will send immediate notification to all applicants once we have received the Review Board's results. We strive to complete this process in advance of the Discounted Registration Deadline.

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Username / Password


Can I change my username and password?

  1. Log in to your account.
  2. Click on Contact/Login Information on the left-hand side.
  3. Scroll all the way down to the bottom and change your information.

What if I forget my username and password?

  1. Log in to your account.
  2. Click on Forgot Username? or Forgot Password?
  3. Enter the required information.
  4. An email will automatically be sent to you with your current username and a temporary password.
  5. Once you are logged into your account you will be prompted to change the temporary password.

If you have problems please Contact Us .

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Website


Do we have a policy on Keystone Symposia liability?

Liability Waiver: Those registering for Keystone Symposia meeting must agree to the following statement: "I agree and acknowledge that I am undertaking participation in Keystone Symposia events and activities as my own free and intentional act and I am fully aware that possible physical injury might occur to me as a result of my participation in these events. I understand that it is my responsibility to be aware of any travel restrictions, visa requirements or health issues that may affect my participation. I give this acknowledgement freely and knowingly and that I am, as a result, able to participate in Keystone Symposia events and I do hereby assume responsibility for my own well-being. I also agree not to allow any other individual to participate in my place. Keystone Symposia may take photographs at this meeting and reproduce them in educational, news or promotional material, whether in print, electronic or other media, including the Keystone Symposia website. By participating in the meeting, you grant Keystone Symposia the right to use image, photograph and biography for such purposes. All postings become the property of Keystone Symposia. Postings may be displayed, distributed or used by Keystone Symposia for any purpose. Keystone Symposia may hold workshops that are recorded and made available to the general public. In these cases, announcements will be made at the event."

Is the Keystone Symposia website secure?

Any web page whose address begins with https:// is a secure page. The Keystone Symposia website becomes a secure site when you log in to your account. You can view our security certificate by clicking on the "Secure Site" emblem on the bottom of an https:// page.

Is the lodging form secure?

The Lodging Form link from your account page is not secure. This form is emailed to the lodging facility.

Where can I find your privacy policy?

Click here to access our full privacy policy.

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