Frequently Answered Questions

When is the LANS Research Conference?

Always the last weekend in July. July 23-25, 2025

Where is it taking place?

The Hartford Marriott and Connecticut Convention Center until 2028. Online 

What airport should I fly to?

Bradley Airport (BDL)

How far is the airport from the hotel?

It is about 30-45 minutes from the hotel, depending on traffic.

What time should I arrive and what day?

All programs should plan to arrive by 12 pm on Friday to allow enough time to register prior to an informal networking lunch at the Convention Center scheduled from 12:00 PM – 2:00 PM. Cohorts that would otherwise be unable to arrive in time for the official start of the program at 3 pm on Friday should contact the Executive Office to arrange for early arrival on Thursday. Thursday arrivals will need prior approval by Maria DoVale.

Who makes the travel arrangements?

Coordinators will be responsible for making travel arrangements for their undergraduate participants, program staff, and guests.  All participants should seek the most cost-effective mode of transportation and book travel early to obtain the best fares/rates.

Can we invite faculty to LANS?

Yes, the Alliance will pay for two faculty members. 

• Registration is free

• The Executive Office will pay for their travel (through reimbursement) and

• Hotel (room and tax only)  (directly billed to us upon check out) 

How do I get to the hotel from the airport?

Large cohorts will be provided with a contact for ground transportation, where coordinators will be responsible for scheduling pick-up from the airport and the return from the hotel on Sunday afternoon.  This will be directly billed to the Executive Office.  If you are 5 or more traveling together, please contact Maria_DoVale@brown.edu for the ground transportation contact. All others should use a taxi, Uber,  or Lyft.  Keep the receipts to submit for reimbursement after the conference.  Email the receipts to Maria DoVale for reimbursement. Kindly book your air travel to depart after 3 pm on Sunday.

Bus & Train (Union Station)

Union Station is the main bus terminal and Amtrak station in Hartford, Connecticut, with service from Boston and New York.  It is located 0.8 miles West of the hotel, 1 Union Place, Hartford, CT 06103 (203) 247-5329.  Click here to view a walking map.

Free bus shuttle servicing DASH service from Union Station (Free)

Service departs the convention center every 15 minutes.  Union Station is the 7th and 8th stop along the route.

Click here for more information.

How do I make my hotel reservation?

• Group Reservations: Coordinators are responsible for making reservations for their group. This includes faculty, graduate students, undergraduates, and anyone else attending LANS from your institution. DOUBLE ROOMS are only for undergraduates and graduate students because they share a room (same gender).  All others are booked in single/king rooms—reservation Worksheet.

• Individual reservations: Coordinators or invited guests (administrators, Doctoral Scholars, speakers, exhibitors, anyone not traveling with a summer cohort) can make their single room reservation by clicking on the following link: RESERVATION LINK.

Who do I send the group reservation sheet to?

Click here for directions.

How much is registration?*

• SR-EIP designated students are $350 [2025 only $175]

• Non-SR-EIP students are $950 [2025 only $475]

• Graduate Students working with the summer cohort $350

Complimentary Registration:

• Invited by the Executive Office: faculty, doctoral scholars, and graduate students

When can I register?

Registration opens on April 15  

What are the other deadlines?

• Online registration opens for everyone: May 12 - July 4

• Submit Presentation title/application: May 12 - July 4

• Deadline to approve title/application by a coordinator: July 4

• Submit Presentation Abstract: May 12  – July 11

How do I pay for LANS registration fees?

In 2022 we implemented a new system where you will (in advance of the conference) pay for students and all guests attending LANS. Click here for directions on how to use the site.  Here is the link to pay and list attendees.  If you are not able to pay by credit card you can select the 'Pay Later' option on the payment method page and you will be sent an invoice.

How many students can do an oral presentation or poster?*

There is room for 200 oral presentations and over 200 posters. 

How long does each student have for their oral presentation?*

Each student is given 15 minutes. Ten minutes for presentation and five minutes for Q&A.

2025: How long does each student have for their oral presentation?*

Each student is given 10 minutes. 5 minutes minimum/8 minutes maximum, remainder of time for Q&A.

How long is the poster session?*

In one 90-minute session, everyone presents at this time.

2025: How long is the poster session?*

In one 70-minute session, everyone presents at this time.

Will the Leadership Alliance reimburse me/us?

• Individual – travel reimbursement requests should be submitted via email to the Executive Office no later than September 2, to ensure payment.  (Send to Attn:  Maria DoVale, Maria_DoVale@brown.edu)

• Institutional – reimbursement requests for summer research cohort travel should be submitted on institutional letterhead along with appropriate documentation of expenses.

Also, the accounting department requires everyone to complete the supplier/vendor form via this secure link.  Not covered are any meals, early boarding, luggage or trip insurance fees.  Travelers should email Maria_DoVale@brown.edu their scanned original travel receipts before September 6.  The Alliance is unable to reimburse expenses without a receipt.  Credit card statements may not be submitted in lieu of lost receipts.

If you have further questions, you may find more answers by clicking here.  If you have a more specific question(s) you may contact Maria DoVale via email at Maria_DoVale@brown.edu.