New Mexico Network for
Women in Science and Engineering

PO Box 51926, Albuquerque, New Mexico, 87181 USA 
http://nmnwse.org/
2009 Annual Meeting & Technical Symposium
16-18 October 2009, Algodones, NM
REGISTRATION NOTES
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Registration Form

GENERAL NOTES

The deadline to register online and to submit abstracts for the technical sessions is Sep 25, 2009.  Online registrations and abstracts received by 8:00 a.m. on Sep 26, 2009 will be viewed as meeting the deadline.

After Sep 25, 2009, post-deadline registrations will be accepted on a space available basis, and a late registration fee of $10.00 will be charged. Please contact the registrar to confirm space availability before submitting a post-deadline registration.

Each Meeting Attendee must complete a separate registration form. An electronic copy of your registration will be sent to the AM2009 registrar when you click on the submit button at the bottom of this page.  To complete the registration process, you must send a hardcopy of the registration form with your check, payable to NMNWSE, to:
          NMNWSE / AM2009
          PO Box 1360
          Los Alamos, New Mexico, 87544 USA.

If your payment is postmarked Sep. 26 or later (Oct 2 or later if applying for a scholarship), the $10 late registration penalty will apply.  After Oct 9, please pay by cash or check at the meeting rather than sending the payment by mail.  (Note we do not accept credit cards.)  If you plan to pay at the meeting rather than mailing your payment, please indicate this in the comment box on the registration form.  (Note the $10 late registration penalty applies for payment at the meeting.)  Cancellation by Sep 25, 2009 will receive 90% reimbursement, cancellation after Sep 25, 2009 will receive 50% reimbursement (reimbursements exclude annual dues).  If you have any questions about the registration fees, please contact the Annual Meeting Chair.

If you would like to let us know if your interest in coming but are not ready to register, please use the Interest Survey.

If you have any questions please contact the AM2009 Registrar or appropriate Meeting Chair.
 Click here for meeting contact info.

TECHNICAL PRESENTATION NOTES

Technical presentations on any topic in science and engineering (broadly defined to include most other fields), as well as presentations on other topics which may be of interest to women working in these fields, are welcome. Due to the limited time available for talks, poster presentations are preferred. If more talk submissions are received than time allows, the Technical Chair may relegate some talks to posters. If your employer requires you to give a talk in order to be reimbursed for attending, please specify that in the abstracts section.

Post-deadline technical abstracts (ones submitted after Sep 25, 2009) may be relegated to the poster session even if you indicate you prefer to give a talk - contact the Technical Chair for scheduling of your presentation.

Note students and members with exceptional circumstances are eligible to apply for a meeting scholarship (details below), and we are offering reduced 2010 membership rates for new members attending the annual meeting.

CONFERENCE FEES NOTES

Attendee registration for the full meeting includes a Friday evening reception, snacks during the meeting, the wine and cheese reception during the poster session, and the conference dinner, plus covering our facilities costs. Although slightly reduced rates are offered for attendees who can only attend the technical portion, all attendees are encouraged to come for the full meeting.

Note we are also offering a reduced annual membership rates for new members attending the meeting, as indicated on the registration form.

Accompanying adult (12+) registration for the full meeting includes the Friday evening reception, the wine and cheese reception during the poster session, and the conference dinner. A reduced rate is offered for those who will only join us Saturday evening. Accompanying children (11 and under) are also welcome to attend the Friday evening reception at no charge, but only need to be included on the registration form if they will be at the Saturday reception and dinner (even if under 4 so free, as we need to give the count to the caterer). Accompanying persons 18 and under are welcome to attend the technical sessions at no charge (if interested). Accompanying adults over 18 wishing to attend the business meeting or technical talks would need to register as attendees; however, accompanying adults registered for dinner may come to the poster session/pre-dinner reception without registering as attendees. If you select any "4+" persons option in the conference fees section, please use the accompanying person name field or the comment box at the end of the registration form to specify actual number(s), and multiply by the actual number(s) of people to obtain the total.

Lunch and Breakfast are on your own. A Continental breakfast is included with rooms at the Hacienda Vargas Bed and Breakfast (conference hotel). There are several places to purchase lunch in the neighborhood.

SCHOLARSHIP NOTES

Students, and members with exceptional circumstances, can apply for a meeting scholarship to cover costs. The application process is simple: check the box on the registration form indicating you want to apply for a scholarship, and provide a brief justification in the space provided (e.g., "student presenting paper" is sufficient for student applicants) - we will contact you if more information is needed.

Scholarships are awarded based on need and whether presenting a paper in the technical session. The scholarship covers the conference registration, receptions, and conference dinner. In exceptional circumstances we may be able to provide full scholarships to cover lodging, all meals, and some transportation - please indicate in the justification if you feel your circumstances justify a full scholarship. You can also contact the NMNWSE Board or the Technical Chair for more information on our scholarship policy.

If applying for a scholarship, after submitting the online registration form, please wait to send any payment for your conference fees until you have heard from the meeting registrar as to your scholarship status. Only send payment after the registrar has let you know your remaining balance after subtracting the scholarship award. Please give us at least one week to review your request. If you do not receive an email from the registrar in that time, or if you have questions, please contact us.

We understand that some applying for scholarships may not be able to attend the meeting without it, and if your application is not approved we will not access any penalities for cancelling your registration. We also encourage any who might fall into this category to indicate that on their application.

ACCOMMODATIONS NOTES

Accommodations are on your own. Please see the conference hotel page for hotel contact info, and further details. The Hacienda Vargas is small, so we encourage you to reserve your accommodations early. There is no discount rate for the meeting.

Room Sharing / Carpooling: We plan to send emails out to those who check these boxes basically saying "The people on this email expressed interest in sharing a room/carpooling. Contact each other." The Registrar will take standard measures to insure all that the email goes out only to those who have a legitimate meeting-related interest. However, if you do not wish us to share your contact information with others who are similarly interested in a sharing a room or carpooling, be sure to indicate that in the comments section, or just don't check these boxes.

Scholarship applicants: we have pre-reserved an inexpensive room for use by scholarship recipients - contact the Meeting Chair, rather than the hotel, about this room.

PREFERENCES NOTES

The comment box at the bottom of the form or the interest survey may be used if you would like to provide further details on your preferences.

If any organized activities are offered, you will pay for these at the meeting. No organized will be planned unless sufficient interest is indicated, although we'll try to provide some activity suggestions in any case.