Hot Quarks 2016 Workshop - HQ 2016
Third Circular -- Instructions for Participants
You receive this email because you have submitted an abstract for the Hot Quarks 2016 conference which
has been accepted. Congratulations! We ask you to complete your registration and pay the conference fee of $500 ** by August 1, 2016 **
by returning to the HQ 2016 Indico registration page which you can reach through the "Registration" link at http://hq2016.bnl.gov/ . You have to click the "Modify" button to edit and complete your registration.
On the registration page you will find several new entries to fill:
* Acceptance of talk (yes/no)
* Formal invitation letter needed for visa purposes etc. (yes/no)
* Meal options
* Arrival and departure information at the hotel
* Upgrade to private room or room mates
* Payment of the conference fee of $500 (there is also a link for that in the Indico side bar)
** Room Information **
We will automatically book rooms for participants with accepted abstracts at the conference hotel once attendance is confirmed and the conference fee is payed. It is therefore mandatory to confirm attendance in Indico and stick to the deadline of August 1 to pay the conference fee. We also need your arrival and departure days as soon as possible. Please note that in the spirit of the Hot Quarks conference series we expect participants to stay for the entire duration of the conference. We understand that exceptions are sometimes necessary.
Since we make reservations there should be no need to contact the hotel directly.
The conference fee completely covers default accommodation which is a standard room shared by two participants, for the time of Sunday, September 11 to Sunday, September 18. You will have an opportunity to indicate preferred roommates in your Indico registration form. Please note that although there won't be additional housing costs if you stay in default accommodations the hotel will usually ask for a credit card on file for incidentals at the time of check in. Again, we need your arrival and departure days as soon as possible so we can make accurate hotel reservations.
** Meals **
Meals (breakfasts, coffee breaks, lunches, dinners) on conference days (9/12 - 9/17) will be provided and are covered by the conference fee. Most meals will be taken at the conference hotel.
** Room Upgrades, Accompanying Persons and Longer Stays **
If you need a single room for privacy reasons, or because you will bring a companion/spouse/children, you will be responsible for the additional expenses. Generally arrangments are made through us, but additional payments are due to the hotel, typically at check out.
The upgrade from a shared room to a private room is $44.50 per night plus applicable taxes for a standard room as long as we do not exceed the number of negotiated rooms. You have to let us know in your Indico registration if you would like to upgrade to a private room. Please also send an email to firstname.lastname@example.org requesting the upgrade. Due to the limited number of rooms set aside for the conference upgrades to private rooms are provided on a first come first serve basis. September is still a busy season on South Padre. If you need additional special arrangements again please contact the organizers directly via email.
If you bring a companion/spouse/children who want to participate in shared conference meals please indicate so on the Indico registration page. You will be charged by the hotel for the additional food expenses, usually at the time of check out. The cost of the full meal package for the six conference days would be roughly $500 per person plus applicable taxes.
If you stay longer than the duration of the conference (>8 nights) you will have to bear the cost of added days. The room rate might not be the negotiated conference rate. If you plan to do so it will again be important to let us know as soon as possible. If you have any questions, please contact us by email.
** Paying The Conference Fee **
The conference fee payment links on the Indico page will take you to a company contracted by Texas A&M University. Click on "Add to Cart". You will only pay here for participants, not for accompanying persons, so the number of transactions in your cart should be "1". You will have to provide identifying information and then go to check out and provide your credit card information. Please note that you can check out as an unregistered person, you do not have to create an account on this system. If you paid the fee successfully you will get a confirmation email.
** Travel Information **
Information on airports close to South Padre Island and on the transfer from the airports to the conference hotel has been posted on http://hq2016.bnl.gov/
If you need a visa to come to the U.S. please apply early. Since the conference venue is extremely close to the U.S.-Mexico border we recommend all participants, including U.S. citizens and permanent residents, bring appropriate citizenship documents (passport, green card etc.) with them.
We look forward to seeing you in September.