7th Annual oSTEM Conference - FAQ


General Conference:

  • When is the 2017 Annual Conference?
    • November 16 - 19, 2017.
  • Where is the 2017 Annual Conference?
    • Hyatt Regency O'Hare (9300 Bryn Mawr Ave, Rosemont, Illinois, USA, 60018)
    • A hotel booking link and guaranteed conference rate will be coming shortly. To ensure that you have a spot at the conference, we highly recommend registering for the conference prior to booking your hotel accommodations.
  • What is the dress code?
    • Dress code is business or business casual for sessions and business for the Career and Graduate School Expo.
  • What do I need to bring to the conference?
    • If you plan to attend the Career and Graduate School Expo bring copies of your resume and/or CV. 
  • Is there a conference schedule available?
    • A high-level version of the conference schedule is available here. A more detailed one will be posted closer to the conference.  
  • Why is the conference 4 days instead of 3?
    • Our conference this year has expanded to allow time for the oSTEM / Maven / QTC Chicago Hackathon! The hackathon will take place all day Thursday and Friday at this year's conference. You can participate by registering for the conference and selecting "Yes" for the sign up question, or if you'd like to only participate in the Hackathon there is a Hackathon Only ticket.

Registration:

  • Registration is now open!
    • You can register here.
  • When does registration Close?
    • Registration will close on November 1st, 2017 at 11:30 pm Central. 
  • What is the refund/cancellation policy?
    • For cancellations on or before October 16, 2017, 50% of the registration will be refunded. For cancellations after October 16, 2017, no refund will be issued. You may swap your registration with a non-registered individual for no charge but you must handle any exchange of payment on your own. Any request to cancel or swap registration must be requested via email at conference-logistics@ostem.org.
  • Are there any discounts for registration?
    • Volunteers can receive a $25 reimbursement on the cost of registration at the conference. You can indicate if you'd like to volunteer during the registration process. 

Travel & Transportation:

  • What is the closest airport to the conference venue?
    • O'Hare International Airport (ORD)
  • Are there any travel discounts for the conference?
  • What are the ground transportation options from the airport to the hotel?
  • How much is hotel parking?
    • The hotel offers on-site guests parking for $30 per day per vehicle self parking. If you are trying to save, we encourage you to look for other off-site parking options. Check out this site for options.

Lodging:

  • Is there a preferred conference hotel?
    • The conference venue and the preferred hotel are the same this year:
    • Hyatt Regency O'Hare (9300 Bryn Mawr Ave, Rosemont, Illinois, USA, 60018)
  • Where can I make a reservation?
    • You can use this link to book a hotel room at our discounted rate.  
  • When does the hotel block close?
    • We can only guarantee the discounted rate until 10/26/2017 (12 pm Central). It is strongly encouraged to book a hotel room before then. 
  • What are the hotel room rates?
    • Single Occupancy: ~$179
    • Double Occupancy: ~$179
    • Triple Occupancy: ~$204
    • Quadruple Occupancy: ~$229
    • **The rates above do not include applicable state and local taxes (~14%) and fees. 
  • Can oSTEM connect me with other people who want to room together to lower hotel costs? (Please note that this is separate from a funding request for the conference)
    • Yes, there is an option to be matched with roommates in the registration process. Please wait to be contacted by a member of the oSTEM team prior to booking hotel accommodations if you want to be matched with a roommate.

Hackathon:

  • What is a hackathon?
    • A hackathon is an event where people get together and collaborate in teams to develop new ideas into realities. Hackathons usually involve developing technology like apps, websites, hardware hacks, or other types of programs from scratch. Individuals of various levels of coding experience from novice to expert are encouraged to join!
    • Our hackathon is being supported by Maven and the Chicago Queer Tech Club. Maven fosters innovative solutions that empower LGBTQ+ youth to network, organize, and educate for social change. 
  • Do I need to know how to code to join the hackathon?
    • Nope! 
  • How can I join the hackathon?
    • You can register for the hackathon via registration, as by selecting "Yes" to the hackathon question while registering for the conference. If you have already registered you should be able to edit your registration. If not, please email conference-logistics@ostem.org
    • If you just want to attend the hackathon and not the conference there is a Hackathon Only ticket you can register for. 
  • How much does the hackathon cost?
    • The hackathon is free to take part in! Please be aware that you will not be able to attend any Friday programming though. 
  • Do I have to go to the conference to participate in the hackathon?
    • Nope! If you'd like to just take part in the hackathon that is an option. It is free but we ask you register so we have an accurate headcount for food and transportation. 

Posters:

  • What are the recommended poster sizes? 
    • The maximum poster dimensions are 48" x 36".
  • How long will poster submissions be open for?
    • We will accept posters until November 3, 2017.
  • I submitted my poster but never received a confirmation email. Did you receive my poster submission?
    • The google form is not currently set up to send confirmation emails, however, feel free to contact conference-programming@ostem.org if you have questions regarding your submission.
  • How will the posters be displayed?
    • We display the posters on an 8' x 4' free standing cork board with push pins.
  • I notice the poster session is during the Career Fair and Graduate School Expo. Can I still attend the expo and present a poster?
    • Yes! Please let the programming committee know that you need to attend the career fair and feel free to promptly leave at the end of the session to attend the Career Fair and Graduate School Expo. 
  • Do I need to bring my poster/can you print it for me?
    • Unfortunately, oSTEM cannot print your poster. We advise that you travel with your poster, however, the hotel has a full-service FedEx/Kinko's business center in case you need to print it in Chicago. 
  • Do I have to participate in the research symposium to present a poster?
    • Nope! Feel free to just participate in the poster session. 
  • How will I know if my poster was accepted for the poster session? 
    • Due to the interdisciplinary nature of oSTEM as an organization as well as the programming committee all submitted posters are accepted for the poster session. You should receive an email during October confirming your poster submission.
  • How will I know if my poster was accepted for the research symposium?
    • The programming committee will contact those individuals who were accepted. 
  • Can I still present my poster if I wasn't accepted for the research symposium?
    • Of course!
  • When can I set my poster up?
    • Poster setup will be on Saturday morning and be available throughout the day on Saturday; feel free to take a free moment to wander through the posters during the day.

Do you still have a question? Send us an email at conference-logistics@ostem.org. We'll continue to keep this page updated as we get your questions.