Albany 2003: Conversation 13

category image Albany 2003
Conversation 13
June 17-21 2003

Everything that You Wanted to Know. Albany 2003: The Logistics

The University
The University at Albany is located at 1400 Washington Avenue, Albany NY 12222; it is a city by itself. It is an urban institution located away from city center and city life. On one side, about 5 minutes walk, is the Washington avenue where motels (see map later) are located; on the other side, 20 minutes walk, is the Western ave, where many places to eat are located. The Colonial Quad where most of you are staying is the Tall Tower on the right when you view the University from Washington Ave.

Current Status of the Program
The configuration and scheduling of the lectures and posters were announced several weeks ago elsewhere at this web site. Changes will be incorporated at the above web site as we come to know about these.

Downloadable Print Version
The downloadable print version of what is described in this communication appears on the right side. This version also contains a single page capsule summary of the detailed schedule of lectures and other events. Please download and print this version and bring this with you when you come to Albany.

Do Not Misplace Your Name Badge
At the Conversation site you will be given an official Name Badge. Do not misplace this. The security at the symposium hall (LC-18) will not admit you without it. If the name is misspelled or the affiliation is wrong, please correct it with a pen before a new one could be made.

Please note the following:
    If you have any suggestons to improve the Journal of Biomolecular Structure & Dynamics (JBSD) or the Conversation program, please forward your comments to me. We can take up these issues during the JBSD + Organizing Cmte dinner on the 17th at 6:00 PM. For example, you may want to nominate a new people to the JBSD board.

    There is a Pre-Conversation workshop (2:00-5:00 PM, June 17th, LC-18) on Nucleic Acid Structural Parameters. Details are at the above web site. All are coordially invited to participate.
As usual the program is crowded, intense and moves at high velocity. In Albany we accomplish things in 3.5 days of what normally may take 7 days. This is possible because of precise organization of events; such organization cannot work unless all the detailed information is provided in advance. This is the purpose of this final communication. Of course, we want you to read it at least once, please. As you read this, you will come to know the various complications a gathering like this faces, and we try to anticipate these in advance. If you are one of those who may contribute to a complication, please respond to the request in this announcement..

Sponsored by:
University at Albany

    Department of Chemistry
    Department of Biology
    Office of the Dean, Arts and Sciences
    Office of the Vice President for Research
National Institutes of Health
JBSD and
Adenine Press

Click here to download a printer friendly PDF of this document with maps and a single page summary of schedule and events. Pease bring this with you when you come to Albany.

Two Major Requests
    If you are scheduled to give a lecture, and certain emergencies precipitate and you cannot come, please let me know as soon as you are hit with the emergency. There are several people waiting and anxious to give lectures on some very important discoveries and they all are looking for space.
    If you have a poster abstract at the web site, and you are unable to come and present it as a poster, please let me know by email so that we can save a poster station. Please do not waste a station.
Where are you staying?
Most of you are staying at the University Residence Colonial Quad. The near-by motels are : Extended stay, Fairfied Inn and Marriott Courtyard. See map below for their location and telephone numbers.
Time & Place of Meals
Breakfasts at the Colonial Quad, all other meals at the Campus Center dining halls, the Patroon Room or the Ball Room. Time and place appears in the detailed program.

Meals during the Albany Conversation is an important event; it gives a great opportunity for you to meet and get to know others in an informal setting. This is where some of the legends in the discipline and developing young scientists meet each other for the first time leading to long lasting scientific relationships.

If you are staying in a motel, they have no serious facilities to eat. The nearest places to eat are on Western Ave, a 20 minute walk from the symposium site, and it will create great distortion to your life, if you do not reserve your meals at the University.

The University meals package incudes Wine and Cheese reception, 4 breakfasts, 4 lunches, 3 dinners and the big feast. The cost is US $165. If you have not reserved your meals, you still can do so, by sending a check, made out to "University Auxilliary Services" (their Federal ID is: 14-1397537). to R. H. Sarma, Chemistry Dept, SUNY at Albany, Albany NY 12222 USA.

Special Meals: Kosher and Vegetarian: Those of you who have requested special meals (Kosher and Vegetarian) should inform about this at the front desk during registration.

Meal Pass
A white name badge will admit you to the Conversation and all meals. A gold name tag means that you have elected to attend only the Conversation.

Sign Up for Big Feast
If you are having meals within the University, your cost for Big Feast on Friday night is covered. However, if you are planning to come for the big feast, you must sign up for the big feast on the sheets displayed at registration area.

Lecture Center 18
Lecture Center 18 (LC 18) is the place where we hold the symposium and it is located at the center of the University around a pool; the poster sessions will be held in the concourse around the pool. The map below, and the one later, provide you the locations of concern to you.

Blowup of the pool, Campus Center. To get to Patroon terrace and lounge, from the central swimming pool and big fountain, just climb open stairs to the Campus Center. You will meet a second fountain, walk left and go behind the Campus Center to Patroon Lounge. It faces the new library.
Where do you register & pick up your stuff on the 17th of June?
The registration desk is at Colonial Quad, Flag Room and it will open at 1:00 PM on Tuesday the 17th of June and will remain open till 11 PM on that day. Where ever you are staying, you must appear on the 17th of June at the registration desk at Colonial Quad and complete the formalities, pick up your Name Tag and the Book of Abstracts and the program.

Where do you register if you are coming after June 17th?
Go to LC 18 and register for the conference at the desk in front of this hall and pick up your materials.

There are public telephones all around the concourse of LC 18, in the campus center, and Colonial Quad. Public access computer rooms are in the concourse and in the Colonial Quad.

The University has very tight parking regulations. One cannot park in University property without parking permits. Those staying at the Colonial Quad can part at its parking lot for a fee of $3.40 a day. These can be purchased at check in at the Quad. If you want to park within the University, you must park at the lot for vistors for a fee. As the map above indicates everything is within walking distance.

Date and time of arrival
All are expected to arrive on Tuesday June 17th, afternoon, if at all possible. Posters can be mounted on their staions this after noon. See details later. We begin serving dinner at 5:30 PM in the Patroon Room. A Wine and Cheese Reception will be held for all delegates at the Patroon Terrace & Lounge, 8:30-11:30 pm. Even though all steps are taken to avoid inordinate delays for registration, it will help the system if the delegates can arrive between 1:00 pm to 6:00 pm, rather than between 4:00 pm - 10 pm. Arriving early in the day also provides time to put up the poster displays. Some of you have to arrive a day early because of flight regulations. Some of you have to stay over Saturday the 21st to save money on the airlines.

Are you arriving early? Are you leaving late?
If you are arriving earlier than the 17th you must inform the appropriate people: for the University Residence Colonial Quad email:ekrzykowski@uamail.albany.edu, if you have not yet indicated this in the form. If you have to stay later than the 21st, just tell the front desk after your arrival.

How do you get to Albany, N. Y.? to Colonial Quad
The map shown earlier gives you the location of the University at Albany within the context of the various interstate highways that run through Albany and the Albany airport.

Many of you from Boston, New York, Montreal and Buffalo may be coming by car. The University is located at the very heart of the interstate highways 87 and 90. From Buffalo take 90 East and you are in Albany in 5 hrs. At Albany take exit 24, immediately you will see the signs for the University and 90 East, follow 90 East and take exit 2: at the end of the exit you will be facing the Colonial Quad and the evocative architecture of the University; you can drive straignt thru the lights into the University and follow the perimenter road on the right to Colonial Quad. If you are staying in a motel, at the end of exit 2 take a left (you are on Washington Ave) and within a minute you will see on the left the hotels Marriott Courtyard, Extendedstay America. and Fairfield Inn.

From New York, interstate 87 will deposit you at exit 24 and from there follow the above instructions. From Montreal, when you reach Albany, follow 90 East (exit 1E and stay right) and you will be at exit 2 described above within minutes.

If you are coming from Boston, about 40 miles before Albany on 90 West, you will pay a toll. After this toll you will see, exits B3, B2 and B1. Take exit B1 to continue on 90 West, pay a toll again. The 90 West will continue toward Buffalo through downdown Albany. In the Heavens you will get a glimpse of the spectacular Rockefeller Plaza penetrating the skys in a serene sun dance; continue along the busy highway, pregnant with plastic sounds and signs, the fried chickens and Big Macs, until you see exit 2 (Fuller Road and the University exit) on your right side. Take this exit, and at the end of this exit, on Fuller Road, take a left turn and drive for a minute or so. You will be at the intersection between Washington Avenue and Fuller Road. Take a left, and you are on Wahington Ave; at the first traffic light after the turn, take a right and you will be facing the Colonial Quad. Drive on the right along perimeter road to Colonial Quad.

If you are enchanted by a train, riding along the exuberant and happy Hudson, the deers in natural expression running wild in the June sun, you can have a memorable travel from New York City Penn Station and disembark at Rensselaer/Albany Station; a cab will take you through downtown Albany, where the rows of antique brown stones challenge the imperium of Rockefeller concrete, to Colonial Quad at the uptown Campus; it is a 15 minute trip through the old and new world, but ask the cabby the fare before you board, and tell him that you want to go to Colonial Quad at the uptown campus, 1400 Washington Ave. For those who fly into the Albany airport, the University is about 10-15 minutes away in a taxi. It is impossible for us to pick all of you up at the airport. So take a cab to Colonial Quad at the uptown campus of SUNY at 1400 Washington Ave.

Note that, as the map above indicates, the Colonial Quad, and the motels on Washington avenue are very close. Once you reach Colonial Quad, if you have a car, just park at the gold or purple lots (diagram above), just go in and check into the Quad; purchase your paking permit there, and then place the permit on the dash board of the car.

It may rain? Wake-up call? Valuables?
Even though the walk between LC18 and Colonial Quad as well as the motels is only a few minutes, and because the Gods do not let us control the weather,please bring an umbrella, rain coat etc.; please bring an alarm clock. We strongly advise you not to keep any valuables inside your room. The hotels and the University are not responsible for any theft from your room.Give to front desk for safe keeping.

Registered, but not going to show up
If you are registered, and not plannning to come, please let us know by email, phone or fax.. Please let us know whether you are occupying poster space and accommodation space. There is a dire need for poster spaces now.

Have not yet paid the registration fee, despite reminders
If you have been reminded that the University has not received the fees, please take care of it. The forms are avialbale at the Conversation web site

Due to certain problems, a few scientists from certain foreign countries have made arrangements to pay the fee on arrival. The University at Albany does not accept credit cards or wire transfer for registration and meals.

Registered, but have not made arrangements for meals & lodging
Go to Colonial Quad on June 17th, get your symposium materials; pay $165 and get meal passage; to make matters simple, a white name tag will admit you for the conference and meals; a gold name tag means that you are registered only for the conference. The Quad itself may have lodging available for you due to cancellations; or you could get this at the other motels/hotels on a "walk in" basis.

Unregistered, but want to come
Go to Colonial Quad on June 17th and register as a "walk in" & follow instructions just above.

On Saturday, June 21st, after lunch you are ready to leave at about 2:30 pm. There are no organized trips to the airport. Interested parties should get together and organize appropriate cab trips to the airport.

Poster Session: General
The poster papers are an exciting component of the Albany agenda. In order to assure their success it is imperative that the following procedures be followed:

All posters must be mounted on assinged stations on June 17th or before the start of the deliberations at 8:00 am next day morning.The posters shall remain in their stations throughout the symposium until Friday evening. Some 200 poster stations are in the concourse around LC18 and one will see large numbers of people milling around and reading the posters all the time. Posters are a continuing event at Albany. Because of this unusual aspect of the Albany Conversation one should prepare the posters as self-explanatory as possible. One should also leave blank sheets of paper to leave addresses to receive reprints and additional materials. Posters must be removed before 2:00 pm on Saturday. After that the University cleaning crew will throw them away.

Even though the poster session is a continuing event, the posters are formally presented at specific times as noted in the configuration and schedule. We anticipate the formal presentation of about 30 posters at each time. During the above periods the presenters are expected to "man"their posters instead of running around and reading other posters. We know that this is irresistable. Let us assure you that you are not going to miss any good stuff because all posters remain in their stations until Friday evening.
Poster Session: When and Where Should You Mount Your Poster?
All posters are mounted on June 17th at a station which displays the abstract number of your abstract in the Book of Abstracts. Poster abstracts are sequentially numbered in the book of abstracts appearing in the June 2003 issue of the Journal Biomolecular Structure and Dynamics, and 30 or so posters are sequentially presented at one time in the poster session sequences Wednesday through Friday. People should mount their poster only in the station designated by abstract # of their abstract. Note that in the abstract book, the abstracts are arranged in no particular order; it also contains abstract of lectures and there could be 'no show' poster abstract. Look up in the author index, locate the abstract #'s, then go to that poster station bearing your number.(see sidebar)

The area allowed for the poster is 4'x4'. Poster boards are hard peg boards with thousands of tiny holes. There are two ways to mount your poster: (1) Bring your poster all prepared on a light card-board 4'x4' and hang them on the poster station from hooks or using strings. (2) If you bring your poster in bits and pieces on several pieces of paper, use heavy duty tapes to attach them. You bring your own supplies to mount the poster. You can also use tapes in various colors to add a dash of brilliance to your station.

The map below shows the configuration of the Conversation site including LC-18 and where posters are mounted. They all happen around the pool at the center of the University.
You will not know your poster station number until you see the June 2003 issue of the Journal of Biomolecular Structure and Dynamics which will be distributed free of charge at the Conversation site. However, the 130 page Book of Abstracts, with poster station numbers, can be downloaded now from www.jbsdonline.com. If your institutional library has no subscription to the Journal and license for JBSD Online, you will have to pay by credit card for the download. This is a good time to ask your library to acquire a subscription to the Journal.

Publication of Manuscripts Based Upon Poster
It has been a continuing tradition to publish the original and dynamite unpublished researches reported in the posters in the August, October and December issues of the Journal of Biomolecular Structure & Dynamics. The Journal does not relax any of its rules and regulations in order to publish these manuscripts. However, the availability of the Board of Editors and Advisors of the Journal at the symposium site, and the presence of large number of experts at the conference, enable to have the papers reviewed much faster, and thus to publish those accepted within a short period of time.

Many of you presenting posters have expressed an interest in publishing your results in the Journal. If this is the case, you should email a single PDF file of the complete manuscript (including text, tables and figures in one file) along with a list of 5 referees and their email addresses to rhs07@albany.edu. This can be done immeditely before or after the Conversation.

Lecturers and Chairs of Sessions
All lectures will be held in Lecture Center 18 at the University. Speakers should set aside a few minutes for discussion depending upon the length of the allotted time. The Chair of each session controls a light system of yellow (2 to 1 minutes left) and red (stop immediately, you are into discussion time). Chairs reserve the right to adjust the time of speakers in a session to avoid any inordinate delays in ending a particular session on time, for example morning sessions which eat up the lunch time. Within reason, Chairs have the right to terminate or shorten a speaker's time, if the speaker is incoherent and unable to communicate properly with the audiance. Chairs are requested to make sure that during discussion periods, people who have questions should go to the microphone stands and identify themselves and then ask the questions; they are not allowed to shout questions at the speaker from their seats.

Lecture Facilities
In LC-18 one could use simultaneously two slide projectors and two overhead transparency projectors. This will enable to trasmit a great deal of information within the allotted time. However if your stuff is in a MacIntosh, PC or Sun note books, LC-18 allows only a single projection, 18 feet wide and 20 feet high. People who plan to use projection from their note books are strongly advised to bring backup of thie powerpoint slides on a CD and for conventional projection using slides or overhead transparencies.

The Conference, Journal Office at Colonial Quad and Sarma Party Center
The Conference & the Journal of Biomolecular Structure and Dynamics will have an office at the Colonial Quad, second floor during the tenure of the meeting. This office will be open to late evenings throughout the conference. This is the place where the evening Partys take place. Bring a bottle of wine from your country or state to add diversity to what we offer. As has been in the past, this office will continue as a social scene and no official meetings are held here. You can just walk in and join the various conversations and arguments that go on till the early mornings.

Final Check List
    Arrange your travel plans so that you reach Albany before 6:00 pm on Tuesday June 17th and leave after 2:30 pm on Saturday June 21st Those travelling by planes, please take into consideration that they may never arrive or depart on time.
    If you are arriving earlier than the 17th of June let Univ Residential Life (ekrzykowski@uamail.albany.edu) know about it so that appropriate arrangements can be made.
    Your poster, heavy duty tape and strings
    Slides and transparencies by lecturers and panel members; power note books and backups.
    Alarm clock, umbrella and rain coat.
    A copy of this communication & the attached maps.
In this communication, I have tried to cover most of the matters you may be concerned with respect to the 13th Conversation. If some matters are not clear to you, please contact me.

I thank you for reading this communication.

I am looking forward to the pleasure of being your hosts, June 17-21, 2003

Ramaswamy H. Sarma
Institute of Biomolecular Stereodynamics
Chemistry Department
The University, Albany NY 12222 USA

email: rhs07@albany.edu
phone: 518-456-9362
fax: 518-452-4955

May 7 2003