11/9 Update on Conference
Friday, November 9, 2018
November 9, 2018
A Note from the VP for Conferences
In our effort to serve a membership with varied needs related to the conference, we have inadvertently created confusion. The EC has cancelled ASTR’s contract with the Westin and has cancelled the 2018 conference as scheduled.
Daphne Lei, President, is currently reserving a few rooms on the UCSD campus for working sessions that still wish to meet and need space on Friday, November 16th or Saturday, November 17th. We don’t know how many, but we hope to serve all groups who request them. Some groups are meeting and have already found alternative meeting space elsewhere in San Diego. Kirsten Pullen is in communication with WS chairs to assess their needs.
Chase Bringardner is in communication with plenarists and curated panelists to see if they want to meet in San Diego or on electronic platforms to share their work with one another. We will not be able to reschedule these presentations. There will not be plenary papers or curated panels scheduled for next weekend.
Daphne and Patricia Herrera, the VP for Awards, are determining how best to honor this year’s awards recipients; they have not determined if there is an appropriate space for this or if it still makes sense to schedule an event.
I’m working with Sissi Liu, GSC President, to find space for the GSC to hold its meeting and social gathering if they wish to do so.
For those who need documentation of participation/attendance at a conference for their institution, we will provide this. We will explain the situation, indicate that an alternative forum was created for sharing work in the absence of a conference, and acknowledge the pre-conference scholarship work that many participants have already undertaken. We will aim to tailor documentation to individual needs as best we can given the very different requirements across institutions. For purposes of consistent documentation, we are calling next weekend’s event ASTR 2018 Forum (La Jolla).
We will create a refund policy and procedure by which people can request a full refund or select to donate part or all of their registration fee and receive a receipt of that donation for tax purposes. Even if you attend next weekend’s event, you may request a refund.
This is all we know about next weekend at this point. As the above plans develop, we will update the membership. I hope this clarifies how ASTR is moving ahead under difficult circumstances as we try to meet the needs of many different constituencies.
VP for Conferences