Each year, HCIC will sponsor two students to attend the annual conference from each HCIC university member that pays full dues. Sponsored students' expenses are paid by HCIC.
HCIC Funded Students
After receiving an invitation, HCIC funded (sponsored) students must register for the conference and select "HCIC funded student" as the registration type). HCIC funded students will be required to submit their flight preference at the time of registration. Note: There is no guarantee that your exact flight preference will be purchased, however we will do our best to purchase flights based on your preferences.
After receiving an invitation, Paying students must register for the conference and select "Paying student" as the registration type. Paying students should consult with the faculty member that invited them for direction on making flight arrangements.
HCIC Funded Students
- Round-trip airfare (or other transportation)
- Round-trip ground transportation from the San Jose or San Francisco International Airports or the Monterey Peninsula Airport
- Shared lodging (with one other student) at Asilomar
- Meals (except dinner on Tuesday)
- Registration fees for the conference
HCIC funded students are responsible to pay for the following themselves:
- Transportation to and from the airport in their home state
- Meals in transit
- Dinner on Tuesday night (which is not part of the conference)
- Transportation to the dinner location of their choice on Tuesday night
- Any leisure activities they choose to participate in.
Paying students should consult with the faculty member that invited them as to what expenses their university will cover for them.
HCIC Funded Students
If you fly into the Monterey Peninsula Airport, you will need to arrange and pay for transportation via taxi to Asilomar. You may submit the receipts for reimbursement after the HCIC conference (please make sure that you obtain a receipt from your taxi driver). Advance reservations for taxi service at the Monterey Peninsula Airport are not needed. A taxi coordinator is on site to assist you with your taxi transportation needs. The cost of round-trip taxi transportation ranges from $70-$90 ($35-$40 one way). Please note that a $3 airport surcharge will be assessed to the overall meter rate to and from the airport.
If you fly into the San Jose or San Francisco, International Airports, Lai Tutt will make reservations on the Monterey Salinas Airbus Shuttle for you and charge the expense directly to HCIC. Note: Our goal is to make flight and shuttle arrangements so that students can ride the shuttles together in small groups.
Directions for where to meet the shuttle bus:
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.
If you wish to use alternative transportation (e.g, rental car), please select the alternative transportation option on the conference registration form. Then refer to the reimbursement instructions and limits listed under the Reimbursements section of the HCIC website.
Paying students should consult with the faculty member that invited them for direction regarding their transportation options.
All students attending the conference share rooms (two students per room). If you have a roommate preference, you may specify it when registering. If you do not specify a roommate, you will be assigned one.
Students are not allowed to present papers at the HCIC Conference. All students are encouraged to submit boasters. A "boaster" is an eight page or less paper. Boasters will be posted in their entirety at the HCIC web site, but only abstracts will be distributed at the conference. At the opening session of the meeting, all Boaster presenters will be asked to stand, announce their names and provide an overview of their boaster in 45 seconds. This procedure provides a valuable way of getting smaller papers and new authors - especially graduate students - to attend the conference and to interact with the attendees. Historically, we find that the resulting interactions have been beneficial for all concerned.
- A cover page with:
- Title, author(s) (indicate those available to chat at meeting)
- A one-word keyword
- A 50 word abstract
- A paper of 8 pp or less.
Deadline for Boasters: Friday, June 7, 2013 (you may upload a boaster after this date, but it will not be part of the printed conference materials)
Directions for Boaster Submission: Boasters must be submitted online in PDF format at the HCIC web page. All boasters are automatically accepted. There is no review process.
If you have any questions contact the HCIC Webmaster at firstname.lastname@example.org.
Presentation and Attendance Rules
The rules of the consortium state that only employees of member organizations may present major papers. Papers may have non-member coauthors. However the board must approve either attendance or attendance and co-presentation. Obviously, invited speakers are exempt from this rule. Students are not eligible to present a major paper. However, they are strongly encouraged to submit a boaster.
HCIC Online Paper Archives
All boasters will be posted and archived on the HCIC web site. If you have any questions or concerns about the online papers archive, please contact Lai Tutt.
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. All students are expected to attend all talk sessions and group dinners. Tuesday 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.