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Travel & Accommodation

Travel & Accommodation#

Important

The information outline below is for attendees who have registered for the event before the June 20 deadline. If you are reading this after June 20 and have not completed the registration form, please reach out to Mark Welden-Smith @ escience-hackweeks@uw.edu.

Here is a quick link to the reimburesment information. Read the details below for more context.

Travel Support#

Important

All attendees travelling from outside the Seattle area are required to purchase their own flights.

Attendees flying to Seattle for the duration of the event are entitled to receive travel funding support to offset or cover the expense of a return trip plane ticket. Please refer to this Google Doc outlining the process for reimbursement and the amount of funds available.

Note: to gain access to the Google Doc above use the email address used during the event registration process.

It can be challenging for UW to reimburse flights purchased through aggregators like Expedia, Kayak, etc., due to the way they generate itineraries. We advise booking directly through the airline you’re seeking to fly with.

Also, it is important to provide comparable travel fare information (ie. to compare with travel costs in the August 17-23 timeframe) during the reimbursement process if traveling to Seattle before August 17, 2025 or departing after August 23, 2025. This timeframe is considered personal time.

If in doubt or if you have any questions, reach out to Mark Welden-Smith or DM via ICESAT-2 Slack.

Campus Dorm Accommodation#

A private dorm at Alder Hall is available to all attendees flying to Seattle for the duration of the event. To ensure a room is reserved for you, please complete the registration form no later than June 20 and indicate your preference. Any late registrations after this date may result in a room being unavailable.

Check-in procedures The Lander Hall Conference Desk is located on University of Washington’s west campus at 1201 NE Campus Pkwy, Seattle, WA 98105.

  • Check-In : After 2 p.m. on 8/17/2025

  • Check-Out: By 11 a.m. on 8/23/2025

  • Conference Desk main telephone line: 206.543.0235

  • Lander Hall Conference Desk is open 7 a.m.-10 p.m., seven days a week.

Late Arrivals
If you expect to arrive late for check-in, or after the conference desk has closed, please call Resident Conference Assistant (RCA) on-call at 206.543.1000 and follow the prompts and indicate that you are checking in on west campus.

Self-Accommodation Suggestions#

Note

If booking your own accommodation we recommend the following venues. Please note that UW cannot reimburse non-campus dorm accommodation.

The University Inn 4140 Roosevelt Way NE Seattle, WA 98105 (206) 632-5055

The Watertown Hotel 4242 Roosevelt Way NE Seattle, WA 98105 (206) 826-4242

Residence Inn - University District 4501 12th Ave NE, Seattle, WA 98105 (206) 322-8887

Pre-Arrival Instructions#

Slack#

If you are new to the ICESAT-2 Slack account (or no longer have access) contact Mark Welden-Smith. We will be using Slack for quick communication and updates during the event. New channels will be created and once attendees have completed their registration they will be invited to the channel.

What to Bring#

Variable weather clothes most likely warm (65F-80F) and possibly raining some days

  1. Light rain jacket

  2. A drinking bottle for water

  3. A mug or cup

  4. Laptop (unless requesting a UW notebook)

  5. Power cord for laptop - don’t forget it!

  6. A mouse (if needed)

  7. A backpack

  8. Comfortable walking shoes

Arriving in Seattle FAQ#

What is the best way to get to campus from X location?

The best answer will depend on your travel preferences. We suggest looking at this campus resource.

Can I park on campus during my time in Seattle?

The short answer is yes, but not for free and we cannot reimburse parking expenses. The cheapest lot is E18 and it uses the paybyphone app (or you can call the number on the pay station). Rates may change between now and the event, so be sure to check this resource for the most up to date information. Parking is abundant at this location with the lot designed to take stadium level traffic during Husky games.

The map below shows the walking paths between lot E18 and Physics/Astronomy Tower. Note that the suggested path through the middle of campus includes very steep stairs. Take the lower route near Husky Stadium for an easier, more level travel option.

If you wish to park closer to the Alder Hall dorms, please refer to the information on the transportation website. The closest lots to the Alder Hall dorms are W41, W10, and W27. The closest lot to the Physics/Astronomy Tower is lot W27.

walking_path

Is the the University District next to the eScience Institute area safe?

As with any major US metropolitan city, people should be mindful of the environment they are moving through as a pedestrian. The University District may have a reduced amount of student pedestrians due to the time of year and depending on the time of day. If you are at all concerned about your safety coming to and from the hackweek venue, reach out to mweldens@uw.edu. We can facilitate travel buddy arrangements in groups through Slack for those staying in the same area. We also suggest looking at this campus safety website for additional resources.

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