Resources

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?

  All abstracts can be viewed by other registrants through our secure KS Connect app seven days prior to the start of the meeting, and available to view and download for up to ninety days after the meeting ends. 
  If you would prefer your abstract is not visible or want to withdraw it, please email info@keystonesymposia.org. Abstracts will be automatically withdrawn upon cancellation of registration. 

• Can abstracts be changed once they have been submitted?

  Changes can be made to your abstract until 4 weeks before the meeting’s start date. You must log in to your account to revise your abstract. 

  *Keep in mind that abstracts chosen for short talks were selected based on the content at the time of submission and therefore content must remain the same. 

• Can I view other participants' abstracts online?

  Yes, you can view other abstracts if you have registered to attend a meeting. All abstracts can be viewed by other registrants through our secure KS Connect app seven days prior to the start of the meeting, and available to view and download for up to ninety days after the meeting ends. 

• Do you accept encore abstracts?

  Yes. You are welcome to present any work previously presented at other conferences.

• What is the deadline on abstract submission?

  All deadlines for abstract submission are posted on the meeting page. Please go to the Conference List and select the meeting you are interested in. For further questions contact our Attendee Services department (+1 970-262-1230), info@keystonesymposia.org.

• Can abstracts be purchased?

  Keystone Symposia will provide abstract booklets and other meeting materials to registrants and sponsors. 
  
  If registered, you may download a pdf of the abstracts, poster directory, and other meeting materials from the KS Connect app for up to 90 days after the meeting concludes. 
  
  If a sponsor and not attending an event, please contact info@keystonesymposia.org to request meeting materials. 

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 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.

• 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

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?

  All abstracts can be viewed by other registrants through our secure KS Connect app seven days prior to the start of the meeting, and available to view and download for up to ninety days after the meeting ends.

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 welcome to purchase a guest pass to join meals and social hours. Discounts created for conferees are also extended to family members for ground travel, skiing, ski rentals, recreation, etc.

• 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?

  Guest Badge Information

  The Guest Badge allows your guest to join you for meals listed on the official meeting program during the scheduled meeting dates.

  What’s Included

  • Access to all program-listed meals
  • Entry to the Welcome Mixer and all scheduled social hours
  • A guest badge, which must be worn to access all buffet meals and events

  
  

  Pricing

  • $250 per guest for individuals 13 years and older
  • No charge for guests 12 years and younger

  
  

  Purchase & Authorization

  Attendees can only purchase the badge by contacting our Attendee Services Department (info@keystonesymposia.org) or purchasing at the meeting. We will charge the card you used for your registration unless otherwise asked.

  *Guests without a badge will not be permitted access to meals or social events

   

   

CELL/ 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.

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.

GLOBAL HEALTH AWARDS

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

  To qualify for a Global Health Award, you must be a scientist, physician, fellow or student from a low- or middle-income country.

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

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

  1. Click the “Apply for a Global Health Award” button.
  2. Complete and submit your application.
• How do I know if I successfully completed my application?

  You will receive a confirmation email. It will be sent to the email address in the application. If you do not receive this email immediately, be sure to check your spam filter or junk mail.

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

  All applications will be reviewed after the deadline posted on the meeting webpage. We will send immediate notification to all applicants once we have the results from the application review. We strive to complete this process within 2 – 3 weeks of the deadline.

• Why does the meeting I want to attend not show in the application?

  The deadline for that meeting has already passed or there are no Global Health Travel Awards available for that meeting.

• If I have received a Global Health award for another meeting, am I eligible to apply again?
  • You may apply to as many virtual meetings as you would like. There are no limits for awards to virtual meetings.
  • Global Health Travel Awardees can only receive one in-person award per meeting year (July 1 – June 30), but can apply to multiple meetings.

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.

• 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.

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.

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 agendas are subject to change
  • Updated programs, speaker abstracts and poster abstracts are available on our mobile app. You can access these details on the mobile app beginning 7 days before the meeting start date.
  • All conferees, speakers and organizers must wear their name badge for entrance into all functions. Badges will be checked to gain attendance at 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.

REGISTRATION

• What is a typical meeting day like?

  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 into the app for your event and tapping or clicking on the "Attendees" menu item.

• 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: 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?

  No, the registration fee is separate from the abstract submission fee.

• 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.

• How do I transfer or cancel my registration?

  Please see the Cancellations and Transfers page for instructions.

SCHOLARSHIPS

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

  As a scholarship winner, you will receive a packet at the meeting with detailed information, including reimbursement instructions. You will also receive information when you are informed of your award.  If you still have questions, contact scholarships@keystonesymposia.org.

• How do I apply for a scholarship?
  1. Go to the website, keystonesymposia.org, and then to the Financial Aid tab and click on Scholarships.
  2. Review eligibility and criteria information.
  3. Click the "Apply for Scholarship" button at the bottom of the page.
  4. You will then be taken to the Financial Aid Home Page.  You will have to log in or register.  This is a different system than where you register for the meeting, so your login for that system will not work here.
  5. You will then complete an eligibility questionnaire to determine which programs and meetings you are eligible to apply to.
  6. You must complete all 4 tasks to complete your application.
  7. The abstract fee will be $50 USD which you will have to pay in your customer portal account.
  8. Allow 3 weeks after the scholarship deadline for us to review applications and select awardees. Results of the application will be emailed at this time if 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 8 years of their Ph.D. graduation date. Other opportunities include Global Health Awards, Early Career Investigator Travel 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 mail 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 approximately 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 about 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 available for each meeting.

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

  This fee is refundable.  You will have to withdraw your abstract and request a refund from our Attendee Services department.

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

  You can log in to your account in the Financial Aid portal to verify the status of your application and confirm that all required elements have been received. Your status will change from "Application in Progress" to "In Review and Submitted" when your application has been completed. Your mentor letter must be received by our office for your application to be complete.

• 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?

  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 noreply@mail.smapply.net. 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 3rd task of the application process to resend the email.

• How do I transfer or cancel my registration?

  Please see the Cancellations and Transfers page for instructions.

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.

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. You must bring your presentation on a 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 must arrange and pay for their air travel, ground transportation and lodging. If you are eligible for travel support, our Finance department will contact you directly.
  2. Speakers must submit an abstract outlining their presentation.
  3. Speaker presentations are generally 25 minutes of lecture time and 5 minutes for Q & A, for a total of 30 minutes at the podium. Timing of Short Talks will be determined by the number of presentations chosen per session.
  4. 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.
  5. If you have any questions regarding your speaking participation, please contact our Programs Department at programs@keystonesymposia.org.
• 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.

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.

  • XE.com Universal Currency Converter
  • x-rates.com Exchange Rates
• 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.

• Are there air travel discounts available to Keystone Symposia attendees?

  If you need to book your air travel, Keystone Symposia has partnered with United Airlines to offer participants with a discount on airfare. To make flight reservations online please click the discount code: ZNRQ406951. MileagePlus members earn Premier Qualifying Dollars and miles for their travel. Promotional code does not apply to some airports.

USERNAME / PASSWORD

• Can I change my username and password?
  1. Log in to your account.
  2. Click on "My Account" 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. Your email address is your username.
  2. Visit the customer portal login page here.
  3. Click on Forgot Password?
  4. Enter the your email address.
  5. An email will automatically be sent to you with a link to create a new password.

  If you have problems please Contact Us .

Virtual Access (Livestream & On Demand)

• What does Livestream and On Demand include?

  Livestream Access includes presentations from the main session room ONLY (plenary sessions plus workshops that occur in the main room). We are NOT live streaming round tables, poster sessions, and ancillary events that occur in other rooms.

  Our intent is to provide access to most or all of the main oral presentations of the meeting to the remote audience. 

• Can speakers opt out of Livestream and/or On Demand?

  At this time, Keystone Symposia does not offer an opt-out option for livestreaming or on-demand recording of scientific sessions. Digital access is an integral part of our meeting format and supports our mission to broaden scientific exchange, increase accessibility, and ensure equitable access for the global research community.

  Recordings are made available only to registered attendees and are governed by Keystone Symposia’s media and usage policies, which prohibit redistribution, screen capture, or reuse of unpublished research.

VIRTUAL KEYSTONE SYMPOSIA

• What does it cost to attend eSymposia?

  Prices vary for each eSymposia event.  eSymposia registration rates are listed on each event page, https://virtual.keystonesymposia.org/ks/.  Abstract submission is included in your registration fee.  Free content includes on-demand SciTalks and ePanels.

• How do I access the free content?

  VKS offers both paid and open-access content.  eSymposia and Livestream programs require paid meeting registration.  Most content, such as panel discussions and individual presentations, require only that you register a free account.

• Why do I need an account to register for free content?

  It is important that we track VKS viewership for two reasons:  First, by tracking what content you view, we can determine content of popular interest; Second, this free content is made possible by generous donations from partners such as the Bill & Melinda Gates Foundation, who seek progress reporting on the impact of their support, and the global reach of participation.  In addition, these viewing numbers enable our organization to seek and secure further support for more free and open access at future events.

• How do I register for eSymposia events that require a payment?

  Simply complete the registration as you would for a free event, and you will be asked to submit credit card information for payment to complete the registration process.

• How do I access the live event?

  Pre-register for the event up until the day of the meeting start date and then on the day of the event, go to the event page and login to your VKS account.  A button will appear to access the live event and the discussion forum.  Once registered, you should also receive an email with an invitation to the event.

• What if I can't attend the live event, of what if I register and then a schedule conflict comes up?

  Recordings of all live events are available on-demand after the event, usually within a few days.  Simply return to the event page, login to your account, and click "access content" to view.

• How do I submit my questions for live Q&A discussion sessions?

  When you register for an event with Q&A, you will be asked during the registration process if you would like to submit any questions for the speakers/presenters/chairs/panelists.  You may submit your question(s) at this time, or during the live event via the questions tab in the Digitell player, or on Twitter using the event's hashtag.

• What if I need to submit my ePoster or 5-minute SciTalk file separately from my abstract submission?

  Please email any files you would like to add to your event participation to info@keystonesymposia.org.  We request all files be emailed and submitted by the posted abstract deadline of the event.

• What if I registered and paid for the event in my account, but I should have paid in the attendee account?

  Please call Attendee Services, +1-970-262-1230, or email, info@keystonesymposia.org, so that we can find the best way to include the paid event to the correct account.

• How can I register multiple attendees with one credit card?

  Please call Attendee Services, +1-970-262-1230, or email, info@keystonesymposia.org, and we will provide a form to complete so that we can bulk register your group under one credit card.

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.