WIN Conference Policies

Please read the information before agreeing to present at the WIN conference. We look forward to your participation.

By presenting at the WIN conference, I agree to:

  • Register and attend the conference in San Francisco. If the primary author of an abstract is unable to attend the conference, the author should make arrangements for another individual to present the paper or poster, and that individual must register for the conference. Substitutions for existing registrations are not permitted. Cancellations affect publication deadlines, meeting room assignments, and poster board expenses.
  • WIN’s Audio-Visual Policy. Each meeting room will be equipped with a podium, microphone, laptop, projector, and screen. Presenters are responsible for any fees associated with acquiring audio for their PowerPoint presentations and must notify WIN by March 14 if audio is required. We recommend that you always carry your PowerPoint file on a thumb drive as a backup. Switching computers during a concurrent session is not allowed.
  • Show respect for all. Treat attendees and colleagues with respect, courtesy, dignity, and consideration. 
  • Do my part to improve accessibility. WIN strives to offer an accessible and equitable experience for all conference participants. Please review the following guidelines and consider these simple adjustments when creating your presentation: Presenter Guidelines

Registration & Cancellation
All presenters are required to register for the conference and pay the applicable registration fees. As a reminder, all presenting authors of WIN peer-reviewed abstracts must be current WIN members when presenting. If you are not yet a WIN member:

1) Sign up for membership HERE. 
2) Register for the conference and select member rates HERE.

Conference registration fees for the 2026 conference are as follows:
Individual Member: $550
Student, New Graduate, Retired Member: $380
Individual Non-Member: $735
Student, New Graduate, Retired Non-Member: $480

  • An early registration discount of $50 will be given to those who register by February 15.
  • Registration fees increase by $100 beginning on April 13.
  • Cancellations received by March 30 will be refunded less a $100 processing fee. No refunds will be given after March 30.

Hotel Room Block  
To support WIN and its financial obligation to the Hilton, the hotel reservation link will be included on the receipt of your conference registration. Group bookings should first contact the WIN office: win@ohsu.edu 

WIN has secured a group rate of $289 for a single king or double room and $309 triple / $329 quad room. Rates do not include taxes or fees. The cut-off date to secure a room in WIN's room block is March 30. Rooms are subject to availability.

A deposit equal to the first night’s room and tax will be charged to the credit card given at the time of booking.  This deposit is refundable for reservations canceled 72 hours (3 days) prior to the confirmed arrival date.  “No Shows” and reservations canceled within 3 days of the arrival date will forfeit the deposit. 

Social Media and Email Communications
WIN reserves the right to use, publish, or share images and video shared from the WIN conference or associated events by attendees posting to public social media sites such as LinkedIn, Instagram, and Facebook, for marketing and promotional purposes. WIN staff and professional photographers associated with the WIN conference will make a concerted effort to make their presence known in case you prefer not to appear in photos, excluding audience participation in general sessions.

By registering for the WIN conference, all contact information will be added to WIN’s database. If you do not wish to receive future email communications from WIN be advised this may affect your ability to receive timely conference-related information such as registration and conference updates, mobile app invitation, and access to continuing education credits.  WIN does not sell or share email lists to third party entities outside of the organization.

To request removal from WIN emails please contact win@ohsu.edu