COLDEX 2025 Meeting

Registration is now closed.

All attendees are encouraged to present their work at the annual meeting, so please sign up to give a talk or poster! Presentation details including final title and author list can be submitted later.

Zoom link

We will use the same link for all three days of the meeting.

https://oregonstate.zoom.us/j/96746209519?pwd=MuN7ha7zalAu3avxRpv7oRGN2bMY82.1 

Password: COLDEX

Posters

In addition to being displayed in person at the meeting, posters can be viewed online. https://sites.google.com/oregonstate.edu/coldex-info/coldex-annual-meeting-posters 

When you are on the OSU campus, select the wifi network "Visitor." You should see a pop-up window - click "Accept" and you will be connected. If you do not see a pop-up window, open up a browser window and attempt to navigate to any page.

There is also an eduroam network that you can use if you have a login.

COLDEX welcomes individuals from all backgrounds and strives to provide a place for scientific exchange that is safe, non-discriminating and without harassment. We expect professional courtesy in communications between COLDEX meeting participants. Participants violating these rules may be sanctioned or expelled at the discretion of the organizers. By participating in this meeting, all registrants agree to adhere to the Meeting Code of Conduct.

HARASSMENT

We take seriously any allegations or evidence of harassment from participants. Examples of harassment include but are not limited to:

• Verbal comments that reinforce social structures of power: e.g. related to gender, gender identity and expression, sexual orientation, abilities, physical appearance, neurodiversity, body size, race, age, or religion.

• Sexual or explicit images in public spaces

• Racial or racist stereotypes

• Deliberate intimidation, stalking, or following, including virtual

• Harassing photography or recording

• Sustained disruption of talks or other event

• Unwelcome sexual attention

• Advocating for, or encouraging, any of the above behavior 

If you feel unsafe or harassed at the COLDEX Annual Meeting, even if your concern does not fit into one of the bullet points above, please raise your concerns (see below for reporting). 

Please note that marginalized individuals speaking up about issues and actions that affect them and contribute to marginalization are NOT harassment. 

PROFESSIONAL COURTESY

Disagreements about science are normal and healthy parts of meetings. Civil and constructive criticism of someone’s work for a perceived methodological flaw or a misinterpretation of results is appropriate. Demeaning a researcher by using words such as "sloppy" or "stupid" and other ad hominem attacks are inappropriate. 

We expect participants to extend professional courtesy to one another. Examples of unacceptable and unprofessional behavior include:

• Denigrating the researcher or presenter, or denigrating their work (scientific critique is allowed and encouraged; questioning the value of their work is not)

• Name-calling and patronizing language

• Interrupting presenters or those asking questions

• Note that expectations of professional behavior do NOT mean that participants must regulate their language or tone to conform to common academic standards, so long as they are extending appropriate professional courtesy. COLDEX recognizes that academic tone-policing upholds racist and sexist structures in academic settings. We encourage people to voice their science and their concerns authentically.

• Participants should also be aware of the power dynamics between each other and recognize that unequal power dynamics often increase the effect of words and behaviors. For example, a senior researcher should be especially aware of how criticism of the work of an early career researcher may affect that researcher’s experience at the meeting. COLDEX rejects the idea that it is necessary to have a 'thick skin' to be a scientist.

ENFORCEMENT

Participants asked to stop any harassing behavior are expected to comply immediately, regardless of who asks them to stop. If someone asks you to stop a behavior because it is making another participant feel unsafe or unwelcome, please recognize that while that may not have been your intent, it was the impact . It is your responsibility to reflect on that behavior.

If a participant engages in harassing behavior or unprofessional conduct, event organizers retain the right to take any actions to keep the event a welcoming environment for all participants. This includes warning the offender or expulsion from the COLDEX Annual Meeting. 

Event organizers may take action to redress anything designed to, or with the clear impact of, disrupting the event or making the environment hostile for any participants. 

We expect participants to follow these rules at all event venues and event-related social activities. We think people should follow these rules outside event activities too! 

REPORTING

If someone makes you or anyone else feel unsafe or unwelcome, please report it as soon as possible. See below for avenues for reporting.

Harassment and other code of conduct violations reduce the value of our event for everyone. We want you to be happy at our event. People like you make our event a better place. 

If you do not feel comfortable immediately reporting harassment or other code of conduct violations, we will continue to accept reports after the end of the meeting.

You can make a report either personally or anonymously. 

Anonymous Report: 

You can make an anonymous report here: https://forms.gle/GeiyaGEsBHExMtm67 

We can't follow up an anonymous report with you directly, but we will fully investigate it and take whatever action is necessary to prevent a recurrence. 

Personal report:

You can make a personal report to COLDEX Leadership.

• Ed Brook, Edward.Brook@oregonstate.edu 

• Danielle Whittaker, Danielle.Whittaker@oregonstate.edu 

• Erin Pettit, pettiter@oregonstate.edu

• Peter Neff, pneff@umn.edu 

• Christo Buziert, christo.buizert@oregonstate.edu  

• Mindy Nicewonger, Mindy.Nicewonger@oregonstate.edu  

When taking a personal report, you won't be asked to confront anyone and we won't tell anyone who you are. 

Our team will be happy to help you contact local support services or otherwise assist you to feel safe for the duration of the event. We value your attendance! 

We’re thrilled to have you join us for the Annual Meeting! At COLDEX, we value your right to express yourself on social media. However, to safeguard our organization’s integrity, funding, and your personal reputation, please adhere to the following guidelines when using personal social media during the event. Note: Although some social media sites may offer privacy settings, be aware that the Internet is a public domain. Meeting participants are expected to be aware of these guidelines regardless of their privacy settings.

• As part of a federally funded organization, your social media presence reflects on COLDEX. Be mindful that your posts may be seen as representing our organization. Avoid sharing content that could be interpreted as misusing federal funds or making inappropriate or “inside” jokes that might be misunderstood without context.

• If you are under 21, do not post any content related to alcohol or drugs while at any Annual Meeting related event.

• If you are over 21, ensure that your posts do not feature individuals under 21 in the presence of alcohol or any alcohol-related activities during the course of the Annual Meeting.

• While recreational marijuana is legal in Oregon for those 21 and over, please refrain from posting any content showing marijuana consumption or related activities during the COLDEX Annual Meeting. In addition, please note that marijuana possession and consumption is not permitted on the Oregon State University campus.

• We encourage you to tag our official COLDEX account (@coldex_STC on Instagram, for example) in your posts, keeping the above guidelines in mind. We look forward to sharing your stories and experiences with our audience, highlighting the great work being done.

• Avoid taking and posting photographs of your colleagues’ research talks or posters. Some of the research being presented at the Annual Meeting is still unpublished and not public. Make sure you receive affirmative confirmation from the owner of any research before taking photographs and especially before sharing it online.

Thank you for helping us maintain a positive image that reflects the values of the COLDEX community online. Enjoy the Annual Meeting!

Getting here 

• The closest airports are in Portland (PDX) and Eugene (EUG). 

• Both airports have car rental services.

• You can book a shuttle from PDX and EUG through Groome Transportation. The Hilton Garden Inn Corvallis is one of the regular shuttle stops.

• Make the trip more to Corvallis this Fall more fun—join the carpool to this year’s COLDEX Annual Meeting! Whether you're looking to connect with colleagues or avoid riding the shuttle, sharing the ride is a smart choice.

  • Sign up now if you know you will have a car and will be driving from the airport (either Eugene or Portland) to Corvallis.  

  • Sign up if you are interested in finding a ride from the airport to Corvallis.

  • Carpool Sign Up Form

• There is an Amtrak station in downtown Albany, OR (ALY), which is about 13 miles from the OSU campus.

Hotel

• We have reserved a block of rooms at the Hilton Garden Inn Corvallis, which is located on the OSU campus. 

  • Hilton Garden Inn, 2500 SW Western Blvd, Corvallis, OR 97333 

  • Group Rate: $235 per night 

  • Single King or Double Queen rooms available 

  • Last day to reserve a room at the discounted rate: August 8th 

  • Booking Link: Book your COLDEX guestroom reservation at the HGI Corvallis here!

  • Front Desk Phone: 541-752-5000

Parking

• Parking can be added to your room at the Hilton Garden Inn, and the hotel is located within walking distance of the meeting venue.

• If you would like to park on campus, please see the OSU Parking website to purchase visitor parking passes and find visitor parking lots.

Dorm Rooms

• We also typically have a block of single dorm rooms on OSU's campus for REU students. Details for 2025 are TBD. 

Getting around Corvallis

Corvallis is a very walkable town, but there are other options too.

• Corvallis Transit System - the city buses are completely free!

• Bike rental

Meals

• We are providing several meals to conference attendees: 

  • We are hosting a pre-meeting evening reception on 9/7 at the CEOAS Admin Building (see map), with hors d'oeuvres and a cash bar.

  • Breakfast and lunch will be catered at the main meeting venue on 9/8, 9/9, and 9/10. Every effort will be made to accommodate dietary restrictions.

  • A COLDEX Early Career Researcher dinner will be hosted at Burt Hall, room 193, on Monday, 9/8.

  • This year's COLDEX conference dinner will be held at the Lions Shelter at Avery Park on Tuesday, 9/9. Avery Park is about a 1 mile walk from the Hilton Garden Inn. There is a free parking lot at the park for those who prefer to drive.

  • After the meeting ends on 9/10, we will gather at Common Fields food truck pod in Corvallis for dinner, drinks, and fun (everyone will be responsible for purchasing their own food and drinks at this event). 

• Please provide an image file (.jpg, .png, pdf) of your poster no later than Thursday, September 4. We will upload all posters to a webpage where virtual attendees can view them. Send your image file to danielle.whittaker@oregonstate.edu. If your file is too large to send via email, contact Danielle and she will send you an upload link.

• There are no formatting requirements for the posters, to enable participants to use posters for multiple conferences.

• We encourage you to hang your poster in the morning of the first day (Monday, September 8) and leave it up until the end of the last day (Wednesday, September 10).

• All talk sessions will be hybrid, and we will run the presentations from a central computer. You will not be permitted to connect the projector to your own laptop. Please send your presentations (.ppt or .pdf) to danielle.whittaker@oregonstate.edu no later than Thursday, September 4. If your file is too large to email, contact Danielle and she will send you an upload link.

• Please stick to your allotted time. Most talk slots will be 15 minutes (including 12 minutes for your talk, 3 minutes for questions). Be sure to leave 2-3 minutes for questions and for transitioning between talks.

• The talk sessions will be moderated. The moderators will foster an inclusive atmosphere during the Q&A periods to make sure that all participants feel comfortable asking questions.