Current Status of the Program
The web site contains over 260 abstracts now. This is somewhat
more than what we could normally handle. The configuration and scheduling
of the posters and lectures as of April 21 appears elsewhere
at the web site. Since its initial release on March 16, the only changes
are in the assignment of chairs of sessions. There have been some movement
of chairpersons and addition of new chairs. It has been an Albany tradition
to assign chairs from the registration list without any consultation with
the persons involved. If your name appears as a chair we request you to
perform this duty.
By the second week in March, we selected 27 speakers, mostly young investigators,
and a few established ones, from the submitted abstracts. All the people
selected have agreed to present a poster and a lecture and to bring the
manuscript of their lecture for publication in the Proceedings. We unfortunately
do not have the time to contact the authors of all the abstracts submitted
for poster + oral presentation to inform who were and who were not selected.
We are certain that the posters from those we did not select for oral will
be excellent, and we applaud and congratualte them for submitting abstracts
for consideration for poster + lecture.
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 atleast 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.
A Major Request
I have a major request to you: 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 now 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 Howard Johnson just across from the University on Washington Ave. It is located at 1375 Washington Ave. Some of you are at the University Residence called Colonial Quad.
A few weeks ago, the Howard Johnson became full for the conference. However they will continue to accept reservations until May 17. Their intention now is to overflow the late registrants to two new hotels next door to HJ. One is called "Extendedstay America", just completed, and the other is "Marriott Courtyard" to be completed in three weeks. HJ is in charge of overflowing the late reservations accepted by them, and if your reservation is accepted by them, they will take care of it.
The University residence has plenty of accommodation left, but you must send your reservation form so that they can prepare the room for you.
Albany Ramada, Capital Lodge and other nearby hotels are identified on the map below.
Time & Place of Meals
All meals are at the Howard Johnson; if your reservation is handled by Howard Johnson, the package includes the cost of meals. For the Friday Night Italian Feast Banquet you must purchase the ticket from HJ by paying $24.50 when you check in.
If you are staying at the University Residence or made your own arrangement for accommodation, please purchase your meal package from HJ for $105.60 per person at the time of registration; the banquet is an additional $24.50.
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 for the first time leading to long lasting scientific relationships.
Wednesday June 18th we are starting the deliberations at 8:00 AM, and hence the breakfast will be served between 6:00-7:30 AM. You must be at Lecture Center 18 several minutes before 8:00 AM. Please.
Thursday June 19th and Friday June 20th, breakfast will be served between 600-8:00 AM. We are starting the deliberations at 8:30 AM.
Saturday June 21st, breakfast will be served between 6:30--8:30 AM, and we are starting the deliberations at 9:00 AM.
Time of lunches and dinners are in the program. They are all served in the Howard Johnson. Note that the pakage does not include dinner on the day of arrival (June 17th) or on Friday June 20th.
Friday June 23rd evening there is an informal Italian Feast and Drinking (7:30 PM to 12:00 midnight). This will provide ample opportunity to mingle and talk. The cost of this is $24.50. When you check in, you can reserve this event.
Those of you who have requested special meals (Kosher and Vegetarian) should inform about this at the front desk at Howard Johnson during check in.
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 concerns to you.
Where do you register on the 17th of June?
The registration desk is at the Howard Johnson and will open at 1:00 PM on Tuesday the 17th of June. Where ever you are staying, you must appear on the 17th of June at the registration desk at Howard Johnson and complete the formalities, pick up your Name Tag and the Book of Abstracts and program packets.
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.
Communications
The central number of Howard Johnson is 518-459-3100; their FAX number is 518-459-5689; use the above numbers to receive messages to your room. If you are staying in other hotels give the respective hotel numbers to receive messages. (Ramada is 518-489-2981; Capital Lodge is 518-489-4423).One can also receive messages at the Journal Office at the Howard Johnson (Room 209). A secretary will be there throughout the conference. Messages and faxes can be sent to Adenine Press (518-456-0784; FAX; 518-452-4955). There are public telephones all around the concourse of LC 18 and in the campus center. The Tenth Conversation will operate a communication desk at the Conversation site to facilitate xerox and FAX operations. Emails can be sent to Dr. Sarma's address: RHS07@CNSVAX.ALBANY.EDU.
Parking
The University has very tight parking regulations. One cannot park in University property without parking permits, except at the parking lot for Colonial Quad where some of you are staying. If you are not staying at the Colonial Quad, I suggest that you do the following: Where ever you are staying, drive over to Howard Johnson, park in their lot and walk into the University. If you want to park within the University, you must park either at the vistors lot or you must first go to the University Police, pay a fee and get a parking permit. Because the University is across the street from Howard Johnson it is not necessary for you to park within the University. As the map above indicates everything is within walking distance.
Date and time of arrival
All are expected to arrive on Tuesday June 17th, by 6:00 pm, if at all possible. A Wine and Cheese Reception will be held for all delegates at the Howard Johnson, 8:30-11:00 pm. Even though all steps are taken to avoid inordinate delays for registration at the Howard Johnson, it will help the system if the delegates can arrive between 10:00 am 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 Howard Johnson, 518-459-3100. 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 Howard Johnson?
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, folow 90 East and take exit 2, make a left turn into Washington avenue and on your right you will see the evocative architecture of the University, and within a minute you will see on the left the hotels Marriott Courtyard, Extendedstay America and the Howard Johnson. 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 within 2 minutes, at the second traffic light after the turn, Howard Johnson will be on your left and the entrance to the University on the right. Before you hit the Howard Johnson, you will see the new Marriott Courtyardand the Extendedstay America hotels.
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 throughdowntown Albany, where the rows of antique brown stones challenge the imperium of Rockefeller concrete, to Howard Johnson; 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 the Howard Johnson across the uptown campus, 1375 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 the Howard Johnson.
It may rain? Wake-up call? Valuables?
Even though the walk between LC18 and the Howard Johnson is only a few minutes, and because the Gods do not let us control the weather,please bring an umbrella, rain coat etc. Howard Johnson, being full may not succeed to give wake-up call at 6.00 AM to all; please bring an alarm clock. We strongly advise you to not to keep any valuables inside your room. The hotels and the University are not responsible for any theft from your room.
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 (Fax: 518-452-4955; phone: 518-456-9362). Please let us know whether you are occupying poster space and accommodation space. There is a dire need for poster spaces now. If you are getting this communication, the computer thinks that you are coming; if this is wrong, please get in touch.
Have not yet paid the registration fee, despite reminders
If your name is in the Tenth Conversation computer, and you have been reminded that the University has not received the fees, please take care of it. Due to technical problems, a few scientists from certain foreign countries have made arrangements to pay the fee on arrival.
Registered, but have not made arrangements for meals & lodging
Go to Howard Johnson on June 17th, get your symposium materials and meal passage; HJ itself may have lodging available for you due to cancellations; or you could get this at the University Residence or other motels/hotels on a "walk in" basis.
Unregistered, but want to come
Go to Howard Johnson on June 17th and register as a "walk in" & follow instructions just above.
Departure
On Saturday, June 21st, after lunch you are ready to leave at about 2:00 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:
1. 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. Over 225 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 a blank sheet 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.
2. 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 35 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 intheir 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 1977 issue of the Journal Biomolecular Structure and Dynamics. 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.
The area allowed for the poster is 4'x4'. Poster boards are 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.
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 bring with you, one original and three copies of the manuscript (plus the diskette from your word processor), prepared according to the "Instructions to Authors" in the Journal and deposit this at the Conference & Journal Office at Howard Johnson (Suite: 209/211 just upstairs from the Registration Site). More about the Conference & Journal Office later.
Lecturers and Chairs of Sessions
All lectures will be held in Lecture Center 18 at the University. Speakers should set aside atleast five to one minute 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 deep.
Manuscript for the Proceedings from Lecturers
We want to take this opportunity to remind all speakers that we need the manuscripts of their lectures (along with the diskette from the word processor) at the time of the conference so that the Proceedings in extenso can be published quickly. Not only that, this will be a timely documentation of the changing dynamics in structural biology, but it enables to access the Conversation by thousands of scientists from many countries who do not have the means to join us. In addition funding agencies such as NSF and NIH expect us to publish the proceedings. Under these conditions, it is only responsible to publish the proceedings as quickly as possible, and since its inception in 1979, the Albany Conversation has published, within a few months of the deliberations, several volumes of the Proceedings. We have never failed, and we do not intend to fail. We have the technological might of accomplishing this. But if you do not bring your papers in time, what use is the technological clout? I have provided the lecturers all the necessary information and instructions before.
Please deposit the manuscript at the Conference & Journal Office in Howard Johnson (Suite: 209/211).
The Conference & Journal Office at the Howard Johnson
The Conference & the Journal of Biomolecular Structure and Dynamics will have an office at the Howard Johnson in suite 209/211 during the tenure of the meeting. This office will be open to late evenings throughout the conference. It is here that all the manuscripts are deposited and a receipt is obtained.
Professor R. H. Sarma will be at this office most of the evenings and it is a good place to catch him. 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
1. Arrange your travel plans so that you reach Albany before 6:00 pm on Tuesday June 17th and can leave after 2:00 pm on Saturday June 21st. Those travelling by planes, please take into consideration that they may never arrive or depart on time. Those arriving in New York Kennedy Airport and Boston Logan are usually connected to Albany by commuter planes. Depending upon which commuter you are on, you have to go to the appropriate terminals. Also, from New York City plenty of buses, and several trains are available to Albany.
2. If you are arriving earlier than the 17th of June let Howard Johnson (518-459-3100) know about it so that appropriate arrangements can be made.
3. Pack your manuscript and diskette whether for the Journal or for the Proceedings
4. Your poster, heavy duty tape and strings
5. Slides and transparencies by lecturers and panel members
6. Alarm clock, umbrella and rain coat.
7. A copy of this communication & the attached maps.
In this communication, we have tried to cover most of the matters you may be concerned with respect to the Tenth Conversation. If some matters are not clear to you, please e mail RHS07@CNSVAX.ALBANY.EDU, call at 518-456-9362; FAX: 518-452-4955.
We thank you for reading this communication.
We are looking forward to the pleasure of being your hosts, June17-21, 1997
Ramaswamy H. Sarma
Mukti H. Sarma
Institute of Biomolecular Stereodynamics
Chemistry Department
The University, Albany NY 12222 USA
April 20 1997