REGISTRATION NOW OPEN FOR THE 2025 UCSF ImmunoX / UCB Immunology Retreat 

We would like to invite you to register for the 2025 UCSF ImmunoX / UCB Immunology Retreat!

DATE: September 19 - 21, 2025

LOCATION: Asilomar Hotel and Conference Grounds in Pacific Grove, CA

All faculty, trainees, and lab members from UC San Francisco and UC Berkeley in immunology labs are welcome and encouraged to attend. The retreat is a great opportunity for all immunology groups from both universities to share their research and get to know each other in a more informal setting and in a tranquil atmosphere. In addition to research talks, we will have a poster session and other social events. Retreat faculty organizers are Judy Ashouri Sinha (UCSF), Michel Dupage (UC Berkeley), Molly Ohainle (UC Berkeley), and Mike Waterfield (UCSF). We encourage everyone to register early and identify speakers for your labs!

Registration includes: Lodging for both nights, meals, and conference/resort rental expenses.

Important Notes:

1) We recommend confirming your speedtype/accounting code before beginning registration as this information is required for finalizing registration (i.e., registrations with "TBD" or the like for accounting info will not be accepted). It is also highly recommend that all registrants review the cancelation policy prior to registering. I've also attached the cancelation policy at the bottom of this email.

2) As a result of space restrictions this year at Asilomar, most non-faculty attendees will be lodged in four-person rooms, vs the two-person rooms which we typically arrange for non-faculty at Asilomar. We would not have moved forward with this change unless we were confident that the quality of the attendee experience would be remain consistent with previous years, but still wanted to make sure that everyone was aware of this prior to registration. When it comes to noting requested roommates, feel free to list up to three other names (vs the traditional one other roommate name).

3) Similar to previous years, we are unable to give specific quotes for what exact attendee expenses will be, though they can be expected to be in the neighborhood of what last years fees were. If any speedtype holders (typically PIs) would like more information on expected expenses, they can reach out to Jonathon (jonathon.wilson@ucsf.edu) directly.

REGISTER HERE

Registration confirmations will be sent in early July. For more retreat information, visit: https://immunoretreat.ucsf.edu/ (registration is also available on website).

Accommodations and spaces are limited and will be assigned on a first-come first-serve basis. Please note that registration will close on July 7, 2025 at 5:00 pm.

If you have any questions, please contact Jonathon Wilson at jonathon.wilson@ucsf.edu who will be organizing this year’s retreat.

Cancelation Policy

Our cancelation policy is categorized in stages of when the attendee is canceling their reservation. Also, please note, refunds for the cancelations of guests are also covered by this policy (in other words, if an attendee registers to have several family members join for the retreat, but then informs the organizers that their family members will no longer be joining, the attendee will be charged for these guests cancelations per the below policy).

• Stage 1 - Any time leading up to August 6th 2025 at 5pm: During this period, all cancelations are "no-fee" cancelations, meaning that no charges will be sent to registrant speedtypes as long as the cancelation is confirmed prior to the above date.
• Stage 2 - Between August 6th 2025 at 5pm and September 10th 2025 at 5pm: All attendee charges are broken up into lodging fees and conference incidentals. Any cancelation during this period will result in the registrant speedtype being charged for all lodging fees (i.e., the registrant and their guests), though they will not be charged any incidentals.
• Stage 3 - Any time after September 10th 2025 at 5pm: Any cancelation during this period will result in the registrant speedtype being charged for both lodging fees and conference incidentals for both the registrant and any canceled guests.
• No shows: Those that chose not to let the retreat organizers know that they are canceling are charged for both lodging fees and conference incidentals for both the registrant and canceled guests.

FAQ

• Can I stay off site (i.e., not lodge at Asilomar) and still attend the retreat? Do I still need to register if I select this option?
• Yes, attendees may lodge off site and still attend the retreat. Attendees that select this option are responsible for arranging their off site lodging, as well as transportation between said lodging and Asilomar. Attendees who plan to utilize this option still are required to register if they plan to attend the retreat.
• How do lab members pay to attend the retreat?
• The only acceptable form of payment to attend the retreat is a confirmed UCSF/UCB fund source. Interested lab members should work with their PI to determine the best fund source for their attendance.
• Is it possible to register for just one day of the retreat?
• We do not offer the ability to register for lodging on site at Asilomar for just one of the two nights. Those looking to lodge at Asilomar would be expected to commit to both nights (9/19 and 9/20). Those who can only do one night, but are still wanting to attend, should plan to lodge off site.
• Does UCSF/UCB provide transportation from these institutions to Asilomar and back?
• Neither UCSF nor UCB take responsibility for transporting attendees between the Bay Area and Asilomar. Attendees should plan to plan their travel plans in advance themselves to ensure they have a strategy in place to move back and forth between these locations.
• I see that the registration form does not send an autoconfirmation upon completion. How can I ensure that my registration has been successfully sent in?
• You can email Jonathon.Wilson@ucsf.edu at any point to confirm the status of your registration.
• When will I receive my official attendee confirmation?
• Early July all confirmed registrants (not including the waitlist) will be emailed their official confirmation.
• If I want to present a poster, what is the ideal size?
• 2 ft x 4 ft, though the Asilomar poster displays are quite large and can accommodate larger posters if needed.
• If I have noted my interest to present a talk and/or poster during registration, when will I hear back on if I have been confirmed for these?
• Those selected to present a talk will be informed by early August 2025. Those who sign up to present a poster during registration can consider themselves approved to present a poster unless informed otherwise by retreat leadership.
• What do I do if I miss the registration deadline (7/7/25)? Are there still options to register after the deadline?
• Individuals can continue to register for the retreat past the deadline, though their registration will include an acknowledgement that late registrants are added to a waitlist, and not guaranteed a room on site. As rooms become available, individuals on this waitlist will be notified if space for them has been made available at Asilomar, or if they would need to arrange off site lodging in order to attend.
• When will each day's schedule of activities be published?
• The detailed schedule will not be published until the retreat itself. The general outline for the retreat will be published on the website a month or so out from the retreat start date. Broadly, activities will commence at noon on Friday 9/19, continue all day Saturday 9/20, and then guests will depart Sunday 9/21 (there is no planned programing Sunday 9/21).