GALACTIC CENTER WORKSHOP 2002:
GENERAL INFORMATION AND INSTRUCTIONS
Location of Conference
The conference will be held on the Big Island of Hawaii, at the Ohana Keauhou Beach Resort, near Keauhou Bay, on the west side of the island, about 5 miles south of downtown Kailua-Kona, and about 15 miles south of the Keahole-Kona airport. The hotel has beautiful grounds, tennis courts, a swimming pool, a restaurant, and is adjacent to Kahalu'u Beach Park, one of the nicest snorkeling beaches on the Kona coast. The hotel is also located less than one mile from the Keauhou Shopping Center, which contains a supermarket, and a drug store, as well as restaurants and fast food outlets.
Overview of Schedule of Conference and Organized Activities
The conference will begin with a reception (with no host bar) on the evening of Sunday, November 3. Scientific sessions will take place on Monday through Friday, November 4-8, roughly 9am - 5pm, with the exception of Wednesday afternoon, Nov. 6, when a scenic/snorkeling cruise to Kealekekua Bay is scheduled. The conference banquet, free to all registrants, will be Thursday evening, Nov. 7. Additional, all-day, guided excursions to Hawaii Volcanoes National Park and/or to the summit of Mauna Kea are planned for Saturday, November 9. An outline of the Scientific Program is available. Additional details of the organized excursions also are available.
Instructions for Conference Registration
The registration form became available in June. The registration fee is $300 after Aug 1. The fee covers the costs of the Sunday evening reception, three lunches, and five breakfasts, plus the conference banquet.
Because of space limitations, attendance at the conference will be limited. Although you will need to send us a check or credit card charge information, we will not process your payment until after August 1 and until you have been "accepted" and/or your application for financial assistance has been considered and you have been informed of the result.
If you wish to present a talk or a poster, you must indicate the title on this form and you must also provide an abstract on the separate form. Final selection of oral presentations will be made after August 1, so talks proposed after that date will have a very small chance of being scheduled. Abstracts may be modified until October 1, when we will go to press. A slide projector, an overhead projector, and an LCD projector (for powerpoint) will be available. If your talk requires something other than these, let us know.
Be sure to indicate on the registration form if you and accompanying guests will be on the Wednesday afternoon cruise. Also indicate whether your accompanying guests will attend the conference reception, coffee breaks, and banquet (your registration fee covers your costs for these, but not theirs, which are $75/person). Payments for your guests as well as for the cruise and the Saturday tours must be included along with the registration fee. Note that space is limited for the cruise and may not be available at the start of the workshop. It looks like there are plenty of participants who want to go on either the Volcano tour or summit tour, so it is very likely that both will operate. If the Mauna Kea or Volcano tour is cancelled, you will receive a full refund.
If you wish to change the activities for which you originally registered (e.g., if you wish to sign up for the cruise, remove a tour, etc.), email your change to firstname.lastname@example.org.
Full refunds of conference fees will be made for those who withdraw prior to October 1. Thereafter a $100 fee will be assessed if we do not find a replacement for you.
Number of Attendees
The number of registrants will be limited to 100 to ensure quality scientific interactions.
Some financial assistance for students and perhaps others is likely to be available to reduce room charges and the registration fee, but the amount is not yet known. Decisions on awards will be made after August 1.
Instructions for Making Hotel Reservations
The Keauhou Beach Resort is making special low rates available to conference attendees. There are two classes of rates, for non-residents of the state of Hawaii and for residents (kamaainas).
Hawaii residents. To reserve a room at the hotel print the hotel reservation form for kamaainas, fill it out, enclose a check payable to the Ohana Keauhou Beach Resort) or credit card information, and post or fax to the address or fax number on the form. One night's deposit is required. You will have to prove Hawaii residency upon arrival at the hotel (via. e.g. a driver's license)
Important Note: You may wish to wait until you are notified that your attendance at the conference is approved, before making hotel reservations. Notification may not occur until early August. However, please keep in mind that the hotel will hold our block of rooms until September 3, two months before the conference begins. The hotel guarantees special conference rates for attendees until the conference begins, if rooms are available, but it does not guarantee the availability of a full block of rooms after September 3 (at that date the hotel may reduce the reserved block if the response is lower than expected). The nearest alternative hotels are a few miles away.
In November on the Kona coast daytime temperatures are warm (typically 25-30 Celsius during the day - skies generally range from clear to partly cloudy, and precipitation is generally light (although heavy rain is a slight possibility). Protection of skin from sunburn, e.g. when snorkeling, is important, except early in the morning or late in the afternoon. As little as fifteen minutes of direct sunlight can cause a painful sunburn and ruin a beautiful week. Snorkelers often wear t-shirts into the water to protect their backs and shoulders.
At the Hawaii Volcanoes National Park (maximum altitude 1200m) temperatures can range from 10C to 25C, and precipitation can be highly variable. Sweaters, light rain gear, and good walking shoes are advisable.
On the Mauna Kea summit (altitude 4200m = 13,800') daytime temperatures range from 0C to 10C. Precipitation is possible, and can be in the form of rain, sleet, or snow. Warm clothes and good shoes will be required. Because of the detrimental effects of high altitude, and restrictions by the observatories, nobody under the age of 16 will be allowed on this tour. Pregnant women should consult their physicians about possible health risks.
Scientific program: Angela Cotera - email@example.com
Logistics: Tom Geballe - firstname.lastname@example.org
Financial aid: Sera Markoff - email@example.com
September 13, 2002
September 13, 2002