8th Annual oSTEM Conference - FAQ

General Conference:

  • When is the 2018 Annual Conference?
    • November 15-18, 2018.
  • Where is the 2018 Annual Conference?
    • Westin Galleria Houston (5060 W Alabama St, Houston, TX 77056)
    • Each hotel costs $149 for single or double occupancy, $164 for triple occupancy, and $179 for quadruple occupancy when booked through our discounted room block found at this link. All prices are per room per night. These rates apply only to bookings made before October 22, 2018 and do not include 17% taxes and fees.
  • What is the dress code?
    • Dress code is business or business casual for sessions and business for the Career and Graduate School Expo.
  • What do I need to bring to the conference?
    • If you plan to attend the Career and Graduate School Expo bring copies of your resume and/or CV. 
  • Is there a conference schedule available?
    • A high-level version of the conference schedule is available here. A more detailed one will be posted closer to the conference.  
  • Is there a hackathon this year?
    • Following the success of last year's hackathon, we are excited to bring it back this year! The hackathon is open to all attendees and will take place all day Thursday and Friday at this year's conference. You can participate by registering for the conference and selecting "Yes" for the sign up question. Learn more here!
  • How can I apply for conference travel funding?
    • Limited conference travel funds are available for student attendees.
    • For details about applying for funding as a chapter, email membership@ostem.org.
    • For details about applying for funding as an individual unaffiliated with an oSTEM chapter, email finance@ostem.org.

Registration:

  • Registration has closed.
    • Registration fees this year are $100 for students and postdocs and $300 for professionals.
  • What does conference registration cover?
    • The Student and Professional tickets are both all-access passes to conference programming, events, and meals.
    • The Expo-Only pass grants access only to the Graduate School and Career Fair Expo on the afternoon of Saturday, November 17.
  • When does registration close?
    • Registration has closed. Please contact conference-logistics@ostem.org with any questions.
  • Will there be on-site registration?
    • No.
  • What is the refund/cancellation policy?

Travel & Transportation:

  • What is the closest airport to the conference venue?
    • William P. Hobby Airport (17.7 miles)
    • George Bush Intercontinental Airport (26.7 miles)
  • Are there travel discounts for the conference?
    • Air Canada: Discount code KYHQ6Y1, valid for a travel period of 11/8 - 11/26.
    • United Airlines: Offer code ZYH9377767, valid for a travel period of 11/11 - 11/23. Percentage discount varies from 2% to 10% based on ticket type.
  • What are the ground transportation options from the airport to the hotel?
    • We recommend using Lyft, Uber, or other airport shuttle and taxi options for transportation. 
  • How much is hotel parking?
    • Hotel parking is complimentary for overnight and local guests.

Lodging:

  • Is there a preferred conference hotel?
    • The conference venue and preferred hotel are the same this year:
    • Westin Galleria Houston (5060 W Alabama St, Houston, TX 77056)
  • Where can I make a reservation?
    • Please use this link to book a hotel room at our discounted rate.
  • When does the hotel block close?
    • We can only guarantee the discounted rate until 10/22/2018. It is strongly encouraged to book a hotel room before then.
  • What are the hotel room rates?
    • Single Occupancy: ~$149/room/night
    • Double Occupancy: ~$149/room/night
    • Triple Occupancy: ~$164/room/night
    • Quadruple Occupancy: ~$179/room/night
    • These rates do not include applicable state and local taxes and fees at 17% of the base hotel cost.
  • Can oSTEM connect me with other people who want to room together to lower hotel costs? (Please note that this is separate from a funding request for the conference)
    • Yes, there is an option to be matched with roommates in the registration process. Please wait to be contacted by a member of the oSTEM team prior to booking hotel accommodations if you want to be matched with a roommate.

Hackathon

  • Learn about this year's hackathon here!
  • What is a hackathon?
    • A hackathon is an event where people get together and collaborate in teams to develop new ideas into realities. Hackathons usually involve developing technology like apps, websites, hardware hacks, or other types of programs from scratch. Individuals of various levels of coding experience from novice to expert are encouraged to join!
  • Do I need to know how to code to join the hackathon?
    • Nope! 
  • How can I join the hackathon?
    • You can register for the hackathon via registration, as by selecting "Yes" to the hackathon question while registering for the conference. If you have already registered you should be able to edit your registration. If not, please email conference-logistics@ostem.org.
  • How much does the hackathon cost?
    • The hackathon is included with your conference registration! If you plan to participate in the hackathon, please indicate so on your registration form. 
  • Do I have to go to the conference to participate in the hackathon?
    • Nope! If you'd like to just take part in the hackathon that is an option. It is free but we ask you register so we have an accurate headcount for food and transportation. 

Posters

  • What are the recommended poster sizes? 
    • The maximum poster dimensions are 48" x 36".
  • How long will poster submissions be open for?
    • We will accept posters until November 2, 2018.
  • I submitted my poster but never received a confirmation email. Did you receive my poster submission?
    • The google form is not currently set up to send confirmation emails, however, feel free to contact conference-programming@ostem.org if you have questions regarding your submission.
  • How will the posters be displayed?
    • We display the posters on an 8' x 4' free standing cork board with push pins.
  • I notice the poster session is during the Career Fair and Graduate School Expo. Can I still attend the expo and present a poster?
    • Yes! Please let the programming committee know that you plan on attending the career fair and promptly arrive at the start of the session.  There will be about 20 minutes to attend after the session is over if you need additional time.
  • Do I need to bring my poster/can you print it for me?
    • Unfortunately, oSTEM cannot print your poster. We advise that you travel with your poster; however, there are printing services in the area you may be able to use.
  • Do I have to participate in the research symposium to present a poster?
    • Nope! Feel free to just participate in the poster session. 
  • How will I know if my poster was accepted for the poster session? 
    • Due to the interdisciplinary nature of oSTEM as an organization as well as the programming committee all submitted posters are accepted for the poster session. You should receive an email during October confirming your poster submission.
  • How will I know if my poster was accepted for the research symposium?
    • The programming committee will contact those individuals who were accepted. 
  • Can I still present my poster if I wasn't accepted for the research symposium?
    • Of course!
  • When can I set my poster up?
    • Poster setup will be on Saturday morning and be available throughout the day on Saturday; feel free to take a free moment to wander through the posters during the day.
 
 
Do you still have a question? Send us an email at conference-logistics@ostem.org. We'll continue to keep this page updated as we get your questions.