Venue:
The conference will take place at Keauhou Beach Resort in Kailua-Kona on the Big Island of Hawaii, USA, which is located only 12 miles (19 km) from Kona International Airport (KOA). We welcome you to Kailua-Kona this March!
Address: 78-6740 Ali'i Drive, Kailua-Kona, HI 96740, USA
Toll Free: +1-877-532-8468 Ext. 2515
Direct: +1-808-324-2515
Fax: +1-808-324-2508
E-Mail: kbr@outrigger.com
The Kahalu'u II, III, and IV conference rooms (4,512 sq. ft) will be used for the conference. The Kahaluu Lanai area will be used for the poster presentations. No small rooms are available for satellite meetings, however LOC can arrange a space for such meetings if necessary (cf. Overview / Room layout).
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Accommodation:
Keauhou Beach Resort
100 rooms have been already reserved for the conference.
Please make your room reservation by phone or fill out the attached form (MS-Word, PDF) and fax or e-mail it to the hotel (the e-mail address, telephone and facsimile numbers are provided on the form). You are requested to make hotel reservations by 6th February, 2009.
- Room Category: Run of Ocean
- Single Rate: $130.00+tax / Double Rate: $130.00+tax
- No self-parking fee
- The same rate applies to up to five nights before and five nights after the conference period on an availability basis.
Those of you who are looking for someone to share a room with, please contact LOC.
Reception Desk:
Our reception desk will be open for 16:00-20:00 on the 8th of March near the front of the hotel. Those who arrive late can come to our reception desk on the following morning between 8:00-8:45(-13:00) on the 9th of March. If you arrive later during the week and our reception desk is closed, come to the LOC office near the conference room for your conference kit.
Currencies and Payment:
You may want to use the current (16/12/2008) exchange rates:
1USD = 89Yen, 1Euro = 125Yen, 1GBP = 138Yen.
You are requested to make a full payment for the conference at our reception desk when you arrive at the Venue. The payment must be made either by a credit card or in cash (USD). This will inculde the registration fee, lunches, and a banquet. Any other incidentals (such as phone calls, drinks, etc.) should be settled when you check out at the front desk, either by a credit card or in cash.
Major credit cards, such as VISA, MasterCard, Diners Club, AMEX, and JCB are widely accepted at hotels, stores, shops, and restaurants.
You can exchange your currencies (cash or major traveller's check) at the front desk of the Venue with a relatively high handling charge. Thus you are advised to make exchanges at the airports. There are some cashing machines in the Venue.
Cancellation:
You should directly contact the hotel for your room reservations (cf. reservation request form: MS-Word, PDF). In case you cancel your room reservation, please let LOC know by e-mail (subaruconf09_loc@naoj.org). The cancellation fees will be charged to you as shown below:
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8 days prior to arrival date |
No cancellation fee |
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Between 7 days and 72 hours prior to arrival |
One night deposit for accommodation 50% of registration fee |
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Within 72 hours prior to arrival |
Entire stay for accommodation 100% of registration fee |
Welcome Reception:
The Welcome reception will take place between 18:00 and 20:00 on the 8th of March at the Kuakini Gardens (cf. Overview.). Pupu platters (appetizer) will be served with one ticket per person for beer or soft drink.
Oral Presentations:
We will prepare Mac and Windows machines for your presentaion. You may use your own laptop, if that is necessary. If you have any special requests, such as OHP or a slide projector, please contact us well in advance.
Poster Presentations:
The size of a poster should be 5ft (150cm: vertical) x 3.5ft (100cm: holizontal). Velcro tapes will be provided which you use to stick your poster on the board.
Banquet:
The banquet will start at 18:30 on the 11th of March, with a buffet style dinner and some short speeches at the Kama'aina Terrace (cf. Overview).
Children under 6 are free and between 6 and 12 years of age will be at half price.
Internet Connection:
Wireless internet connection is available everywhere in the conference room and the lobby of the Venue.
In the guest rooms, complimentary wired internet access is available.
Conference Photo:
A conference photo will be taken during the lunch break (12:00-12:30) on the 11th of March in the Royal Garden (cf. Overview). A 5 x 7 (127mm x 178mm) size copy of the photo will be given to each participant on the 11th of March. The fee is included in the registration fee.
Proceedings:
The proceedings papers are published in the American Institute of Physics (AIP) Conference Proceedings within 6 months after the end of the meeting. We will collect manuscripts of all the contributions (invited/oral/poster), and a copy of the proceedings book will be sent to all the participants in due course. The cost is included in your registration fee.