HEAN 2024 Annual Meeting - Oct 7-9

FAQ Page

 

 

Meeting Details

Meeting dates and times*

The HEAN 2024 Annual Community and Scientific Partners Meeting will take place October 7-9 in San Francisco, California at the Hyatt Regency Downtown SOMA.

*Full schedule and agenda details coming soon.

 

Day 1: Monday, October 7, 2024  

  • Investigators Skills Development Workshop (begins at 8am) - details soon
  • Community Partner Sessions - details soon
  • Community Village
  • Poster Session & Awards
  • Welcome Reception (all attendees)

 

Day 2: Tuesday, October 8, 2024 

  • General Session, Keynote Speaker & Working Group Break Out Sessions
  • Community Village
  • Group Off-site Social Activity (optional)
  • Dinner (on your own)

 

Day 3: Wednesday, October 9, 2024 

  • General Session, Keynote Speaker, Social Activity & EAG Break Out Sessions
  • 3:30PM end time

 

Registration

  1. What is the registration deadline?
    General Session, Keynote Speaker & Break Out Groups
    • September 16th is the deadline to register.
  1. Where do I register?
    • All attendees should register at https://mm.swoogo.com/hean2024/
    • If you are a travel scholarship recipient, please note specific instructions for scholarship-recipient travel arrangements.
  1. Can I register for and attend all three days?
    • Day 1 (Oct 7) is designated for Investigator Skills Development Workshop for early stage and pilot investigators, which will begin at 8AM PDT for the full day, and will include poster sessions, career development, and skill building. If you are attending the Skills Development Workshop on October 7, please plan to arrive on Sunday, October 6. 
    • There will be a welcome reception in the late afternoon/early evening for all attendees.
      Detailed meeting agendas will be posted on this website as soon as they become available.
    • Day 2 (Oct 8) & Day 3 (Oct 9) are designated for Community & Scientific Partner sessions. You must register for all days you intend to participate in.

 

Hotel and Meeting Venue

Location: Hyatt Regency Downtown SOMA - 50 3rd St, San Francisco, California

*REMINDER: scholarship award recipients should NOT book their hotel rooms – all hotel room reservations for scholarship awardees only will be booked automatically once scholarship recipients' registration for the meeting is completed.

 

 

  1. When can I book my room at the Hyatt?
    Please be aware of the specific instructions below based on the group you are in:

     

    • RCC-funded Travel-Scholarship Recipients:
      • Step 1: register for the meeting/workshop (https://mm.swoogo.com/hean2024)
      • Step 2: do nothing further; Scholarship recipients hotel reservations will be made for each person, and email confirmation will be sent out AFTER the registration period closes on September 16th.
      • What hotel nights are covered by the RCC-funded scholarships?
        • Hotel accommodations will be booked based on the meeting days you plan to attend.

       

    • P50 Center-funded attendees (NON-Scholarship attendees):
      • Step 1: register for the meeting/workshop (https://mm.swoogo.com/hean2024)
      • Step 2:Please use this link. Please us this link to book your room in order to get the discount for the HEAN conference room block only if you are NOT traveling on a scholarship. You can also call 617-912-1234 and reference Group Code: G-MB16. Do not use this link or phone number if you are a scholarship recipient. See instructions above for RCC funded Travel-Scholarship recipients room booking.

 

  1. Are the Hyatt Regency Downtown SOMA rooms discounted?
    • Yes, the group rate: $299.00 plus 16.695% hotel

 

  1. How Do I Get to Hyatt Regency Downtown SOMA?
    • There is no airport shuttle from any of the Bay Area airports.
    • Taxi Cab or ride share (Uber, Lyft) are options from both the San Francisco International Airport (SFO) and the Oakland International Airport (OAK).
    • Public Transportation Access
      1. BART and MUNI (local train): Hotel is a 2-minute walk from BART and Muni trains at Montgomery Street station
      2. Amtrak Station (EMY) is located 9.2 miles (21 minutes by taxi) from hotel.
      3. BUS: The nearest bus stops are 3rd St & Brannan St and Townsend St & 4th St, Market & Montgomery.
  1. Is there parking?
    • If you drive to the hotel valet parking is offered for $77 per night
    • There are self-parking lots near the hotel, please check back here for a list of nearby parking lots.

 

  1. What airports are closest to Hyatt Regency Downtown SOMA?
    • San Francisco International Airport (SFO) - 14 Miles
    • Oakland International Airport (OAK) - 19 Miles
    • Norman Y. Mineta San Jose International Airport (SJC) - 51 Miles

 

  1. If I stay with friends or family, can I receive a cash room stipend or “rebate?”
    • No, NIH funding regulations do not allow reimbursement for lodging if you choose to stay with family or friends.

 

  1. If I am an employee of the Research Coordinating Center (RCC) what is the travel policy?
    • Please refer to the most recent UCSF Travel Regulations, or ask your supervisor what the policy is.

 

  1. Will meals be included on all three days?
    • Buffet breakfast and lunch are included
    • Appetizers will be passed during the evening welcome reception on Day 1
    • Appetizers will be passed during the cultural event reception on Day 2
    • Dinners are not included

 

  1. What are the dining options?
    • When you stay at Hyatt Regency San Francisco Downtown SOMA, you won’t need to venture far for an incredible drink and a delicious meal. Refer to EATERSF for the most up- to-date list of local restaurants.
    • The hotel restaurant La Société Bar & Café, offers a brassier vibe and specializes in contemporary French cuisine inspired by California ingredients.

 

Research Coordinating Center Travel-Scholarship Recipients – IMPORTANT INFORMATION PLEASE READ

Criteria: Each Research Coordinating Center can support up to 12 travel scholarship slots. Here's how these slots should be allocated:

    • Early-Stage Investigators (ESIs): 6 slots are reserved specifically for ESIs.

     

    The remaining 6 slots should be allocated as follows:

    • Community Partners/Community Researchers: At least 2 slots should be given to community partners or community researchers. This includes your NCAB (National Community Advisory Board) member and at least one other community partner.
    • R01-Level Project or Program Managers: At least 1 slot should be allocated to an R01-level project manager or program manager, but 2 slots for this group are strongly encouraged.
    • Data Manager:It is strongly encouraged to allocate 1 slot to a data manager.
    • Other Roles: The remaining slots can be filled by other investigators, staff, or community partners as needed.

 

  1. Do I need to register if I am a travel-scholarship recipient?
    • Yes!  All attendees, regardless of role, must register for the meeting and/or workshop before any travel can be booked.
    • If you don’t know if you’re a scholarship recipient, please contact your Center PI/MPI.
    • DO NOT book and pay for your own travel out of pocket. Out-of-pocket airfare or hotel can NOT be reimbursed by the Research Coordinating Center (RCC).
    • Air Travel: The RCC will send instructions for scholarship awardees to book air travel in a separate email shortly after your registration has been received. If you are a RCC travel-scholarship awardee, your airfare MUST be booked through our internal UCSF travel agency. Scholarship Recipients should wait 5 business days after registering before reaching out to the travel agency. We cannot reimburse flights that scholarship awardees book and pay for with personal funds.
    • Air Travel Allowance: Arrival a few days before and/or a few days after the conference is permitted, if attendee wants to enjoy a few days of SF. 
    • For questions about SCHOLARSHIP Recipient air-travel please contact Dorian Hollis dorian.hollis@ucsf.edu.
    • Hotel:   DO NOT book hotel on your own if you are a scholarship recipient. All hotel rooms for scholarship recipients will automatically be booked by the meeting organizers, and you will receive an email confirmation for the reservation (after registration closes on September 16th)
    • Hotel Allowance: maximum of 4 nights: arriving and checking in Oct. 6 and checking out Oct. 10th (awardee would have to book and pay for any hotel stays outside of these specific dates, room rates are only valid for conference nights). 
      • Step 1: register for the meeting/workshop (https://mm.swoogo.com/hean2024)
      • Step 2: do nothing further; Scholarship recipients hotel reservations will be made for each person, and email confirmation will be sent out AFTER the registration period closes on September 16th.

 

  1.   Is ground transportation to/from airport or train station included in the travel scholarships?
    • No. Ground transportation to/from airport or train station is NOT covered by the Coordinating Center-supported scholarships.
    • Attendees who receive scholarships should check with their P50 Center PIs to find out if their ground transportation will be reimbursed with P50 Center funds.

 

  1.   Will there be a designated room to store luggage on the last day?
    • No, there will not be a designated room to store luggage, but you can have the bell desk hold it.

 

What about Posters?

CLICK HERE for more details and to submit your poster.

    • Poster dimensions are 4’ x 4’ and the design template can be found HERE
    • Deadline and instructions for poster submission will be sent to you via email.
    • If you have questions about the skills development workshop, or poster submissions, please contact Rochelle Blanco (rochelle.blanco@ucsf.edu)