COLDEX 2026 Meeting

A link to the registration form will be posted here when ready. 

All attendees are encouraged to present their work at the annual meeting, so please sign up to give a talk or poster! At the time of registration, please indicate if you are interested in presenting and give us a preliminary title to help us sort you into the proper session. We will send a request for presentation details including final title and author list later.

Zoom link

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

Link will be posted here.

Posters

In addition to being displayed in person at the meeting, posters can be viewed online. Here are the posters from the 2025 meeting: https://sites.google.com/oregonstate.edu/coldex-info/coldex-annual-meeting-posters 

Information on how to connect to the UT Austin wifi will be posted here.

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

• Christo Buziert, christo.buizert@oregonstate.edu  

• Mindy Nicewonger, Mindy.Nicewonger@oregonstate.edu  

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 airport is the Austin-Bergstrom International Airport (AUS). 

• Information about car rental, airport shuttles, and other forms of transportation will be posted here.

Hotel

• Information about hotel rooms will be posted here when available.

Parking

• Parking information will be posted here when available.

Dorm Rooms

• Information about dorm rooms for undergraduate and graduate students will be posted here when available.

Getting around Austin

• Information about public transit and bike rental will be posted here when available.

Meals

• Information about the meals we are providing will be posted here when available.

• Please provide an image file (.jpg, .png, pdf) of your poster no later than Monday, July 27. 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 (Tuesday, August 4) and leave it up until the end of the last day (Thursday, August 6).

• 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 Friday, July 31. 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.