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technical questions about submitting abstracts

important dates

Abstract Deadline
26 January 2009

Acceptance E-mails Out & Registration Opens
Early February 2009

Hotel Reservation Deadline
30 March 2009

Manuscript Deadline
24 April 2009

Last Day to Register On-line
14 May 2009


Call for Papers

Online Submission of Abstracts

Online Registration for Meeting and Short Course

Exhibit Registration (PDF)

Exhibit Floorplan (PDF)

Exhibitor List


Paper Pre-Registration Form

General Information (PDF)

Author Instructions (PDF)

Guidelines for Oral and Poster Presentations (PDF)


10th Conference on Polar Meteorology and Oceanography

18–21 May 2009, Madison, Wisconsin

General Information (PDF)

The 10th Conference on Polar Meteorology and Oceanography, sponsored by the American Meteorological Society and organized by the AMS Polar Meteorology and Oceanography Committee and cosponsored by the AMS Board on Societal Impacts, will be held 18–21 May 2009, at the Madison Concourse Hotel, 1 West Dayton Street, Madison, WI 53703.

All meeting sessions for the conferences will be held at The Madison Concourse Hotel and Governor’s Club, 1 W Dayton Street, Madison, WI 53703. A block of rooms has been reserved at the hotel for meeting attendees at a special rate of: $115.00 single and $125.00 double for non-government employees. The current government rate is available for government employees.

To receive these special rates, attendees must request a room under the 2009 Polar Meeting room block.

Reservations must be made prior to 30 March 2009 and be accompanied by a onenight deposit. Reservations made after that date are on a space available basis. Subject to room availability, these special rates will be available the weekends before and after the conference. We urge you to make reservations early since space is limited. For reservations, call the hotel directly at 800.356.8293


On-site registration. The AMS registration desk at the Madison Concourse Hotel will be open for registration on Sunday, 17 May 5:00-7:00 P.M., and Monday through Thursday during the hours of the conference.

We urge you to preregister. If you do not have Web access, contact the AMS Meetings Dept. 617-227-2426, ext. 226 or 227 for a registration form. Completed forms must be faxed or mailed to AMS by April 27, we do not accept registration over the phone.

Registration Rates




Before April 6


After April 6


AMS Full Member;
Program/Session Chair 






Speaker, Poster Presenter; AMS
Associate Member;
Cosponsoring Society Member












Retired Member






AMS Student Member






Student Nonmember






One Day Registration







REGISTRATION includes: your badge, a program, admission to all sessions, receptions and one ticket to Tuesdays conference luncheon

*One-Day Registration includes your badge, a program, and admission to all sessions for one calendar day.

Confirmation of registration will be sent once the registration form has been processed at AMS Headquarters. REGISTRATION WILL NOT PROCESSED WITHOUT PAYMENT. Payment may be made with check, money order, purchase order, or credit card (MasterCard/VISA/American Express). Checks must be drawn on a U.S. bank and payable in U.S. dollars. Refunds (less a $25 processing fee) will be granted only for cancellations received before Monday 11 May 2009.

Formal Poster Viewing
A Formal Poster Viewing reception will be held Monday 5:00–7:00 P.M. at the Madison Concourse Hotel.

The Madison Concourse Hotel is conveniently located near State Street, the State Capitol, University of Wisconsin campus, Monona Terrace Convention Center, Alliant Energy Center and just 10 minutes from Dane County Regional Airport, offering several non-stop flights into Madison

Airport Shuttle
A complimentary airport shuttle is available to and from Dane County Regional
Airport to all hotel guests. Please use the courtesy phone in the baggage claim area at
Dane County Airport to let us know that you have arrived. The shuttle pick-up area is located outside baggage claim, Door 5. Please make a reservation at the Front Desk for your return trip to the airport.

Getting here is easy! Simply select your origin from
to view detailed directions to The Madison Concourse Hotel,If you have any questions please call the hotel at 608-257-6000.

Car Rental
Enterprise is the official rental car agency for this meeting and special rates are available. Advance reservations may be made on-line at Select "Corporate Account" then "Make a reservation". Then you simply enter this account # 10ATO34 and the first three letters of the account name (AME) or by calling Enterprise at 1-800-593-0505. When making a reservation, please mention the AMS Corporate account # 10AT034.

Parking at the hotel is $7 per day

Other Airports
Milwaukee Airport: 1.5 hours from Madison
From Milwaukee, Badger Bus Company ( provides bus
service from Mitchell Airport to the Madison Bus Depot.

O'Hare Airport: 3 hours from Madison
From Chicago, the Van Galder Bus Company (
offers service from O'Hare and Midway Airports to the Memorial Union at the University
of Wisconsin.

Special Needs
It is our sincere desire to comply fully with both the letter and the spirit of the Americans with Disabilities Act of 1990 (ADA). Attendees with special needs should call the AMS Meetings Department at (617) 227-2426 ext. 226, 4–6 weeks prior to the meeting to request special arrangements. Special housing needs should be requested when making hotel reservations.


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