Accommodations

Accommodations for this Symposium have been reserved at The Hotel Hershey in Hershey, Pennsylvania.  Because special rates have been arranged, all room reservations must be made by registering on the Symposium registration page. 

Amenities at The Hotel Hershey include a spa, fitness center, sauna, indoor pool, hiking trails, year-round ice skating, and four golf courses.

Note:  If you are a person with a disability and require any assistive device, service, or other reasonable accommodation to participate in this event, please contact Informed Horizons, LLC by Oct 13, 2011, to discuss your needs.

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Location & Transportation Options

The Hotel Hershey is located in central Pennsylvania, approximately 15 minutes from the Harrisburg International Airport (MDT).



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Complimentary Airport Shuttle:

The Symposium is providing complimentary airport shuttle service on the days of Nov 6 (for arrivals) and Nov 9 (for departures) to and from the Harrisburg International Airport (MDT).  Details about this shuttle service will be provided here soon.

Hours of Operation for Complimentary Airport Shuttle:

AIRPORT TO HOTEL
Sunday, Nov 6, 2011: 11:30 am – 4:30 pm
Shuttles depart every 30 minutes on the half hour.

HOTEL TO AIRPORT
Wednesday, Nov 9, 2011: 11:00 am – 3:30 pm
Shuttles depart every 30 minutes on the half hour.

Please note that if you are arriving or departing outside of these complimentary shuttle times, you will be responsible for paying for your transfer to or from the Harrisburg International Airport.  To schedule, please contact The Hotel Hershey at 717-533-2171 (toll-free phone: 1-800-437-7439) and ask for the concierge.  The Hotel Hershey charges a roundtrip rate of $50.00 and a one-way rate of $25.00 (these costs are inclusive of tax and are subject to change; gratuity is at the discretion of the guest).

Taxis:

Taxis are also available right outside the Harrisburg International Airport.  The cost for one way is approximately $40.00.

Driving Directions:

Please click here for driving directions via The Hotel Hershey website or call 717-533-2171 (toll-free phone: 1-800-437-7439) if you need driving directions to the hotel.

If you are planning to rent a car, six national rental car companies are located onsite at the Harrisburg International Airport.  Additionally, vehicle rental can be arranged with the hotel concierge.

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Presentation Details

Oral Presentations:

Please refer to the Scientific Program for updated information about the oral presentations. Keynote speakers presenting 45-minute or 30-minute presentations should reserve 5-10 minutes for questions and discussion; all other speakers should reserve ~5 minutes of their 20-minute presentations for questions and discussion.

Speakers should send their PowerPoint files to John Coffin by email (coffinj@mail.nih.gov) no later than noon on Nov 4, if possible. Although we will have the capability of using your individual laptop computer for your presentation, the program flows much more smoothly if all the presentations are on the same computer (we will have both a Mac and a PC set up for these presentations). When you send your file to Dr. Coffin, please indicate which type of computer (Mac or PC) you prefer for your presentation. He will review your file to make sure there are no transfer glitches. If you cannot send the file by email before the meeting, please bring your file on a CD or USB keychain device to Ann Wiegand or Valerie Boltz (who can usually be found near the podium area of the lecture hall) as soon as possible after arriving — but certainly no later than the session prior to the one in which you are scheduled to speak — so that the presentations will run as smoothly as possible.

Poster Presentations:

Posters will be presented on Monday and Tuesday evenings, Nov 7 and 8. The size of the easels for poster display will be 4 ft. high by 6 ft. wide; push pins and velcro dots will also be provided. Details about which presenters will be scheduled for each night will be available when the final Scientific Program is posted on this website (see Scientific Program).

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Registration

Please refer to the Registration page for updated information about availability.

The University of Pittsburgh is charging and collecting the registration fee to offset its share of the expenses for this Symposium; the registration fee does not offset the National Cancer Institute's expenses for this event.

Early Registration Fees (for registrations received on or before Sept 1, 2011):
Single-Occupancy Registration $950
Double-Occupancy Registration $700
Commuter Registration $425

Regular Registration Fees (for registrations received Sept 2 through Nov 1, 2011):
Single-Occupancy Registration $1000
Double-Occupancy Registration $750
Commuter Registration $475

Single-Occupancy Registration includes:
Single-occupancy accommodation for three (3) nights - Nov 6-9, 2011
Entrance into all scientific sessions, including poster area
Official meeting materials
Welcome reception on Sunday evening, Nov 6
Poster session receptions on Nov 7 and 8
Refreshment breaks during the oral sessions on Nov 7-9
Full breakfast on Nov 7-9
Lunch on Nov 7-9
Dinner on Nov 6-8

Double-Occupancy Registration includes:
Double-occupancy accommodation for three (3) nights - Nov 6-9, 2011
    (Note: Double occupancy means that you will be sharing a room
    with another Symposium attendee)
Entrance into all scientific sessions, including poster area
Official meeting materials
Welcome reception on Sunday evening, Nov 6
Poster session receptions on Nov 7 and 8
Refreshment breaks during the oral sessions on Nov 7-9
Full breakfast on Nov 7-9
Lunch on Nov 6-9
Dinner on Nov 6-8

Commuter Registration includes:
Entrance into all scientific sessions, including poster area
Official meeting materials
Welcome reception on Sunday evening, Nov 6
Poster session receptions on Nov 7 and 8
Refreshment breaks during the oral sessions on Nov 7-9
Lunch on Nov 7-9

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Cancellation Policy

Registrations cancelled on or before Sept 1, 2011, will incur a $50
    administration fee.
Registrations cancelled after Sept 1, 2011, and on or before Oct 2, 2011, will
    incur a fee equivalent to 50% of the registration payment.
No refund will be issued for registrations canceled after Oct 2, 2011.

Participation Support

Limited funds are available to provide financial assistance to postdoctoral fellows, students, and other non-physician researchers whose abstracts are accepted for presentation but who are not in the position to support their own participation in the Symposium on Antiviral Drug Resistance.  Click here for more information about participation support.

Letter of Invitation

International registrants who require a letter of invitation to obtain a travel visa may contact Informed Horizons, LLC, directly by email at info@informedhorizons.com.  Please include your name, address, fax number, and note requesting a letter of invitation.  Registrants from China should also include their passport number, date of birth, and gender.  All letters of invitation will be sent by fax unless otherwise requested.  Because the process of applying for a travel visa can take at least 3 to 4 months in some cases, please plan early to request a letter of invitation (see also Traveling to the United States, below).

Traveling to the United States

Obtaining a visa for traveling to the United States can be a time-consuming process taking at least 3-4 months.  Please plan accordingly by requesting a letter of invitation (see above) if necessary and by contacting the United States consulate or embassy in your country well in advance.

Two helpful websites for visa information are travel.state.gov/visa/visa_1750.html and www.nas.org/visas/Traveling_to_US.html.

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Important Dates

Symposium dates Early registration deadline Abstract submission deadline for oral presentations Participation support request deadline Acceptance notification for abstracts received by Sept 8 Participation support acceptance notification Abstract submission deadline for poster presentations Presentation status (oral or poster) notification for     abstracts received by Sept 8 Final date for online registration Opening session (begins around 6 pm) Closing session (adjourns by 1 pm)

Nov 6-9, 2011 Sept 1, 2011 Sept 8, 2011 Sept 8, 2011 Sept 23, 2011 Sept 23, 2011 Oct 2, 2011* Oct 3, 2011 Nov 1, 2011* Nov 6, 2011 Nov 9, 2011

* or when the capacity is reached