Each year, HCIC will sponsor two invited students for the Annual Workshop from each HCIC member university that pays full dues. Invited students' expenses are paid by HCIC.
After receiving an invitation, invited students must register at the HCIC web site as soon as possible. After registering, students will receive further instructions about obtaining a Travel Authorization Number and purchasing flights through HCIC's preferred travel agent. After making travel arrangements, invited students must update their registration with their travel itinerary.
Airfare or other transportation, ground transportation from San Jose or San Francisco International Airports to Asilomar, room, meals, and registration fees at the conference will be covered. Students are responsible to pay out of their own pocket for any transportation to the airport in their home state, meals in transit, dinner on Thursday night which is not part of the conference, transportation to the dinner location of their choice on Thursday night, and any leisure activities they choose to participate in.
For transportation from the San Jose or San Francisco International Airports to HCIC, we will make reservations for you on the Monterey Salinas Airbus Shuttle and charge it directly to HCIC. Note: Flight and shuttle arrangements will be made so that invited students can ride the shuttles together in large groups to the HCIC Conference. As soon as you know your flight schedule, you must update your registration with your travel itinerary so that we can reserve your spot and arrange payment.
If you arrive at the San Jose International Airport - Terminal A, exit curbside from the baggage claim, turn left (south) and head to the sign post on curb labeled 'Scheduled Buses' (about 30 to 50 yards; just past the private car pick-up zone). When you board the shuttle, inform the driver that you are traveling to the HCIC Conference at Asilomar and give them your name.
If you arrive at the San Jose International Airport - Terminal B, go across the street from the baggage claim to the ground transportation island shelter labeled 'Scheduled Buses' (Bus stop #6). You can board the shuttle there. When you board the shuttle, inform the driver that you are traveling to the HCIC Conference at Asilomar and give them your name.
If you arrive at the San Francisco International Airport (Terminals 1 & 3), cross the street from the lower level baggage claim and head to the blue posts on the center island labeled 'Airporters'. You can board the shuttle there. When you board the shuttle, inform the driver that you are traveling to the HCIC Conference at Asilomar and give them your name.
Departures alternate at approximately 90-minute to 30-minute intervals from 6:45 a.m. to 10 p.m. The Monterey Salinas Airbus Shuttle has specific baggage allowance limitations. Please visit the Monterey Salinas Airbus web site for more information on pickup locations, schedules at each airport and baggage allowance limitations. Note: If you take the Monterey Salinas Airbus Shuttle, you must request a receipt from the driver for your expense report.
If you wish to use alternative transportation (e.g, rental car), you will be reimbursed up to the cost of transportation on the Monterey Salinas Airbus Shuttle ($70 - $80, depending on airport). If students share a rental car, the reimbursement for each is applied (for example, two students will be reimbursed up to $140 - $160). Please let Lai Tutt (HCICemail@example.com) know if you plan to use alternative transportation.
Receipts and Reimbursements
Students will need to submit receipts for transportation and other expenses, even if the expenses are paid directly from HCIC, including:
- Airline boarding pass and receipt
- Monterey Salinas Airbus Shuttle receipt
- Rental car receipts
- Mileage claim (if driving to HCIC)
Receipts can be submitted to Lai Tutt prior to the last day of the conference.
Those booking their own transportation (rental car) will need to send additional receipts within 2 weeks of their return home to Lai Tutt.
Invited students share rooms (two people minimum per room) at HCIC. If you have a roommate preference, you may specify it when registering. If you do not specify a roommate, you will be assigned one.
A Few Words from "The Committee"
We know none of you would even think of skipping talk sessions, but just in case, We will be explicit about expectations for behavior: Invited students are expected to attend all talk sessions and group dinners. There is a long lunch break each day and Thursday afternoon is free for recreation. Skipping sessions so that you can have a full day on the beach is not considered good behavior and is duly noted.