pathway along the beach in Pacific Grove, CA

Registration & Lodging

Registration

  • How much is the registration fee?
  • Registration costs:
    The registration and lodging will be 2 separate links this year. Registration for the conference will be collected via EventBrite, and will be available in February 2025. 

    Early bird Registration (February through May 9, 2025) Increase $100.00 after Early bird ends
    $650 - Participants from government, academia or NGOs.
    $950 - Participants from industry organizations.
    $290 - Off-site Participant meals (for meals onsite in addition to the registration fee)

    Registration Includes:
    Attendance to the 8 plenary sessions, during the 2.5 day program, 3 networking receptions, 4 coffee breaks, multiple ride-and-drive opportunities, the premium charge on 3 upgraded dinners, and conference memorabilia. Transportation to and from the Monterey Bay Aquarium exclusive reception. Lodging is NOT included in the registration fee.

    Scholarship Information:
    Scholarships may be available for participants from local governments and non-governmental organizations. Please contact Conference and Outreach Manager Cristina Cameron at cfetcheverry@ucdavis.edu for information regarding scholarships.
  • Is it ok if the name on my ticket or registration does not match the person who attends?

  • No. All attendee names must match the registered conference guest names and provide the email address of the conference attendee to receive updated information regarding the conference.

  • Are registrations transferable?

  • Registrations are transferable. You must reach out to Operations and Events Manager, Natalie Ruiz via email at natruiz@ucdavis.edu. Again, registration and lodging are separate processes and you will need to update the participants’ lodging information with Sales Coordinator Vivian Garcia, at garcia-vivian@aramark.com. 

  • Can I pay by check?

  • If you’d like to pay by check please reach out to Operations and Events Manager, Natalie Ruiz via email at natruiz@ucdavis.edu for an invoice. 

  • Can I bring a guest to the Monterey Bay Aquarium?
  • Yes. Guests are welcome to attend the reception. On the registration website, you will be able to purchase an additional ticket for your guest. See below for pricing.
         Adult guest for Monterey Bay Aquarium admission and shuttle- $55.00
         Kid/teenager (ages 2-17) guest for Monterey Bay Aquarium admission and shuttle- $45.00

Lodging

  • What lodging accommodations will be provided?

  • Lodging is NOT included in the registration fee. You can secure your lodging at the Asilomar Conference Grounds booking link (link will be available in February 2025).

    Lodging On-site including meals and state park fee at Asilomar: 
    Single Occupancy room and meals: $320.18 per night (per person)
    Double Occupancy room and meals: $214.47 per night (per person)

    Further breakdown for an on-site participant:
    -------------------------------------------------------------------
    Single Occupancy conference participant breakdown per night:
    Total cost for 3 nights: $980.54
    Processing Fee: $20.00 
    Lodging rate for single occupancy: $186.22 
    Occupancy Tax: $22.35 
    State Tourism Fee: $0.36
    City Tourism Fee: $2.50  
    Facility Fee: $12.00 
    Meals (breakfast, lunch, and dinner [does not include premium charge for upgraded dinner])- $73.68
         Breakfast: $23.19
         Lunch: $30.00
         Dinner: $46.68
    Service Fee: $14.74
    Sales Tax: $8.18 
    State Tourism Fee: $0.15

    -------------------------------------------------------------------
    Double Occupancy conference participant breakdown per night:
    Total cost for 3 nights: $663.41
    Processing Fee: $20.00 
    Lodging rate per night: $93.11
    Occupancy Tax: $11.18
    State Tourism Fee: $0.18
    City Tourism Fee: $1.25      
    Facility Fee: $12.00 
    Meals (breakfast, lunch, and dinner [does not include premium charge for upgraded dinner]): $73.68
         Breakfast: $23.19
         Lunch: $30.00
         Dinner: $46.68
    Service Fee: $14.74
    Sales Tax: $8.18 
    State Tourism Fee: $0.15

    ----------------------------------------------
    Non-conference participant lodging fees:
    Guests are absolutely welcome and are required to pay additional fees as follows:
    Adult Guest: $108.73 per night (meals, taxes, and fees included)    
    Youth (3-12 years) Guest: $76.89 (meals, taxes, and fees included)

    Cancellation Policy: $100 per person will be deducted from all refunds to cover the cost of processing and handling for cancellations received by June 14, 2025. Regrettably, no refunds can be made for cancellations received on or after June 15, 2025. 

    ------------------------------
    Lodging Off-site Participant:
    This option allows participants to secure their own lodging off the conference grounds, and still enjoy meals onsite. See breakdown below:
    $78.88 - Day 1 (dinner, facility fee and admin fee)
    $132.07 - Per day (2 & 3, for breakfast, lunch, dinner, facility fee, & admin fee in addition to the registration fee)

    Further breakdown below: (taxes and fees inclusive)
         Breakfast - $23.19
         Lunch - $30.00
         Dinner - $46.68
    Facility Fee - $12.00
    Admin Fee- $20.20 

  • What should I pack?

  • Dress attire is business casual for both the conference and the Monterey Bay Aquarium reception. The weather in July in Pacific Grove, CA is typically foggy in the morning and is projected to be "California Chilly" - mid-60's during the day and in the 50's in the evening. Wear comfortable shoes and bring layers of clothes. The property has walking trails and there are trails along the ocean. The majority of our programming will be indoors, but please note, 2 out of the 3 dinners will be outside in the evening, we advise you to pack a warm jacket, a scarf, and maybe a warm hat/beanie. In the plenary sessions, we will have the windows and doorways cracked open to create additional airflow, so dress warm.

  • How do I get to Asilomar?

  • The conference center is located at 800 Asilomar Ave, Pacific Grove, CA 93950. No matter what mode of transportation you are taking, it's easy to get to Asilomar from area highways, as well as numerous airports. For directions, use Google Maps or see the venue’s site.

    There are a few alternatives:
    Ground Transportation
    --------------------------
    Shuttle: To book your shuttle to Asilomar from a local airport, please check out the Monterey Airbus to secure your shuttle. https://www.montereyairbus.com/pickup-locations

    TNC: The conference center is inside the Uber and Lyft service area; however, service may be limited. Plan accordingly.

    Airports
    ---------
    The Asilomar Conference Grounds is located 80 miles from the San Jose Mineta International Airport (SJC), roughly 1 hr 45 min away by car and 2 hr 38 min by train. Another option is the San Francisco International Airport (SFO), roughly 112 miles away and roughly 2 hr 30 min away by car and 8 hr 50 min by train.

  • What are my transportation/parking options for getting to and from the event?

  • Ride shares, taxis, and buses are available modes of transportation to and from SMF:
    Average cost for rideshare (Lyft, Uber) to Davis: $100/$140 one-way trip

    Monterey Airbus from SJC or SFO to Monterey
    Every 1 hr 30 minutes
    Cost: $50 - $65  one-way

    Car rental:
    SMF offers on-airport car rentals from numerous companies
    Enterprise: Approximately $89/day (economy) - $124/day (midsize SUV)
    Hertz: Approximately $80/day (economy) - $106/day (SUV)

    Taxi: Airport Taxi SJC
    Projected cost is $250 - $270

    Downtown Monterey is 9 minutes from Asilomar Conference Grounds by car and 15 min by bike. 

    Carpool
    Carpool Link: https://www.groupcarpool.com/t/vkxar8

    To sign your car up:
    Click the “ADD” button
    Fill out your contact information, seats available, address or city you are departing from, depart time, return time, and any comments
    Confirm your details and click “ADD CAR”
    *You can edit your information by clicking on “details” and then “edit” on the dropdown

    To join a carpool:
    Find an available carpool in your desired city and time (if not available, join the waitlist)
    Click the “JOIN” button on the car
    Fill out your contact information, any comments, and if you are joining the departing trip, return trip, or round trip
    *You can edit your information by clicking on your name under the carpool

  • When should I arrive and check-in?

  • The conference center is located at 850 Willow Creek Road, Lake Arrowhead, CA 92352. Complimentary guest parking is available. Symposium registration will be available from 3:00 PM - 6:00 PM on Tuesday, July 11, 2025 in Merrill Hall. We suggest that you arrive by 3:30 PM to receive your name badge and check-in to your lodging before the Welcome Reception kicks off at 4:30 PM. For guests arriving later Tuesday evening or on following days, registration will be available in Merrill Hall. Check-in for lodging is not available until 4:00 PM in the main lodge. You may pre-register with the front desk earlier in the day to streamline the process and receive your keys. Your room won’t be available until 4:00 PM. Check-out for lodging is at 11:00AM. The main lodge can assist with storing luggage upon check-out. Due to room availability, we cannot accommodate requests for specific bedroom plans. You can find further lodging information and policies on the website. 

Health & Safety

  • What health & safety protocols will be in place for the symposium?

  • Asilomar Conference Grounds take great pride in the accessibility and safety of their guests. You can find detailed policy information on their website. 

  • How can I contact the organizer with any questions?
  • You may reach us at itsdavis@ucdavis.edu with any questions regarding the event.