15 years of Chandra

Visa Information

Eligibility Criteria for Letter of Invitation

In an email to h_mtgplnrs@head.cfa.harvard.edu you must demonstrate the following in order to receive a letter of invitation from the conference manager to accompany your B-1 Temporary Business Visitor visa application. All requirements for authentication must be met before a letter of invitation will be issued.

  • Your request for a letter of invitation was received by h_mtgplnrs@head.cfa.harvard.edu before September 30, 2014.
  • You are registered to attend the Fifteen Years of Science with Chandra Symposium but your registration fee is pending receipt of a visa.
  • You will present an invited talk, contributed talk, display a poster and deliver a poster micro-talk or participate as a panel member or are of the Science Organizing Committee (select all that apply).
  • Your dates of travel are between November 16-21, 2014.
  • You have sufficient funds from your home institution to support all your travel expenses while in the United States.
  • You declare a residence outside the United States (address please) in which you have no intention of abandoning, as well as other binding ties which will ensure your return abroad at the end of the visit.
  • You provide a URL from your home institution's unrestricted web page or web directory that proves your status.
  • You are a colleague to a 15 Years Science Organizing Committee member (optional).

If you do not meet the criteria noted above, it is suggested you apply for a B-2 Tourist Visa. The B-2 visa is for travel that is recreational in nature, including tourism; visits with friends or relatives; medical treatment; and activities of a fraternal, social, or service nature.

No invitational letter will be sent to an attendee of the Chandra Calibration CIAO Workshop only.

Shipping Instructions

Conference materials will be accepted up to 3 days prior to the event. Materials arriving more than 3 days prior to the conference will be assessed storage fees (i.e., Hotel receives no earlier than Thursday, November 13, 2014).

Shipments should be properly labeled and are subject to the following fee structure. These fees cover receipt of shipment up to 3 days of storage and delivery to your on-site registration area.

0-5 lbs$5.00
5-20 lbs$10.00
20-50 lbs$15.00
>50 lbs$25.00
Each Box$10.00
Shipments will be received through the Hotel's loading dock located on Columbus Avenue. Shipments can be received during the following hours:
Monday - Friday7am - 4:30pm
Saturday and SundayClosed

Labeling Instructions

The required format is as follows:

15 Years of Science with Chandra Symposium
Exhibitor Name

The Boston Park Plaza Hotel & Towers
ATTN: Shipping & Receiving Department
50 Park Plaza at Arlington Street | Boston, MA 02116
Hold for Susan Tuttle | Conference Manager Date: 17 November 2014

Box(es) _______ of ________ (Boxes MUST be numbered, e.g., 1 of 1)
Maureen Prindeville | Associate Director of Convention Services

If you are sending materials to the hotel, proper labeling and delivery information is essential. Improperly labeled packages account for the majority of lost and misplaced packages.

Email h_mtgplnrs@head.cfa.harvard.edu when you have shipped to the Hotel. Be specific regarding the number of boxes shipped, point of origin (company, city), shipping method (FedEx, UPS, etc), expected arrival date, when they should be received by the Hotel, the size, weight, relative condition of the box(s), and any other helpful information so staff can properly and safely handle your shipment.

Exhibitors are responsible for the setup and breakdown of their display, coordinating the return of the display, and vendor payment for shipped packages to home institutions. The Hotel accommodates FedEx and UPS.


Please email h_mtgplnrs@head.cfa.harvard.edu if you require accomodations regarding: hearing-impairment or deafness, visual-impairment or blindness, limited mobility, etc.

Please include your name, email, phone #, and let us know how we can better enable your participation.