Know Before You Go

Know Before You Go - A Conference Guide for Attendees

Welcome to USRSE’25! We’re excited to see you. Here’s everything you need to know to make your experience smooth and enjoyable. Questions? Reach out to usrse25-conference@us-rse.org.

Essential Logistics

  • Dates: Oct 6-8, 2025
  • Location: Philadelphia Marriott Old City, One Dock St, Philadelphia, PA 19106
  • Registration Desk: Ballroom Foyer
    • Sunday October 5th: 5:30 pm - 7:00 pm
    • Monday October 6th: 7:30 am - 3:30 pm
    • Tuesday October 7th: 7:30 am - 3:30 pm
    • Wednesday October 8th: 8:00 am - 8:30 am
  • Program: The online version includes links to a description of each session or paper/talk/notebook; a printed copy with an overview of the sessions will be provided at registration.
  • Seating: There are tables in the main Ballroom and just chairs in the Bromley/Claypoole room. There are some outlets available around the hotel, but power is not accessible from most conference seats. Expect the rooms to be fairly full with limited empty seats.

Travel & Transportation

  • Getting There: See our guide on getting to Philadelphia for airports, transportation and parking information. As a heads up, there is a Philadelphia Eagles home game on Sunday afternoon.
  • Parking: The daily parking rate at the hotel is $60. There are additional parking garages approximately a half-mile from the hotel. Parking rates are subject to change.
  • Public Transit & Rideshare: See our transportation guide on getting to the conference venue

Schedule & Programming

Meals & Refreshments

  • Registration includes breakfast and lunch Monday - Wednesday served in the Hamilton Room.
  • Welcome reception with light refreshments in the Ballroom Foyer on Sunday October 5th from 6:00 pm - 7:00 pm. Plan to eat dinner elsewhere after the reception.
  • Poster session and reception with light refreshments in Hamilton on Monday October 6th from 5:30 pm - 7:00 pm. Plan to eat dinner elsewhere after the reception.
  • Food, drinks and DJ at Moshulu (401 S. Columbus Blvd.) on Tuesday October 7th from 6:30 pm - 9:30 pm.
  • Local dining options listed in things to do or see. There is a restaurant in the conference hotel.

Enjoy Philly

Check out this local guide for things to do or see while in Philly. It covers some historical and cultural must-see spots as well as a curated guide to dining options near the conference venue.

What to Bring & Weather

  • Laptop, chargers
  • Business cards or digital contact-sharing app
  • Water bottle, notebook, sweater (rooms can be chilly!)
  • Posters: If you’re presenting a poster, please bring the printed poster with you. The registration desk can hold your poster on Monday if you need a place to store it.
  • Weather: Philadelphia in early October averages highs near 70°F and lows around 50°F. Pack a light jacket or sweater. The hotel and conference rooms may be chilly. The walk to the Tuesday evening event is approximately half a mile along the river.

Health & Safety

  • Guidelines: Please do not attend if you are sick. You are welcome and encouraged to wear a mask.
  • On-Site Help Desk: Visit the registration desk located outside of the main conference rooms (Ballroom foyer).
  • Accessibility: If you have a need that wasn’t shared on the registration form, please contact usrse25-conference@us-rse.org ASAP. See more information in the Accessibility section.
  • Food Restrictions: All food restrictions that were noted on the registration form have been discussed with the food vendors. A current overview of the menu is available. If you have additional concerns or questions, please get in touch with Christian Tabedzki. If you have any issues during the conference, please let us know at the registration desk.
  • Quiet Room will be open in the Boardroom at the following times if you need a break:
    • Monday October 6th: 8:00 am - 4:30 pm
    • Tuesday October 7th: 8:00 am - 4:30 pm
    • Wednesday October 8th: 8:00 am - Noon
  • Code of Conduct: If you have a Code of Conduct question or concern, please see the Code of Conduct page for options on contacting the committee members.
  • Public Spaces: While USRSE’25 is the main event at the hotel Monday-Wednesday, there are a few other small events, and the lobby/conference areas are publicly accessible. Please do not leave your belongings unattended.

Connectivity & Tech

  • Wi-Fi Network: A conference Wi-Fi network will be available onsite Monday-Wednesday. Connection details will be on the printed conference program.
  • There are some power outlets available around the hotel, but plugs are not accessible from most conference seats. There will be charging stations at the back of the ballroom.

Connect on Social Media

Networking Tips & New Attendee Orientation

The US-RSE community is very friendly and welcoming. It is OK to talk to anyone at the conference. An attendee list will be provided before the conference including information about those who have opted in to share their contact information.

  • Before the conference
    • Set goals: Know if you’re looking for collaborators, learning new tools, or meeting peers.
    • Research attendees & speakers: Identify people to meet; follow them online for conversation starters.
    • Prepare a brief intro: 20–30 seconds about yourself and your interests.
    • Join the US-RSE slack space: Use the #usrse25 channel to connect with attendees and conference organizers. Add your job title, Institute, LinkedIn, email and other handles to your Slack profile, so other attendees can know you better.
    • Update your resume, LinkedIn, and other professional accounts.
    • Familiarize yourself with our Code of Conduct.
    • Optionally, watch the orientation video from last year’s conference.
  • During the conference
    • Introduce yourself to someone new at each session or meal.
    • Sit strategically for easy conversation.
    • Ask thoughtful questions during Q&A.
    • Take notes for follow-up discussions.
    • Focus on quality connections rather than quantity.
    • Use social media and slack (#usrse25) to engage with attendees or find presenters you’d like to engage with
    • Sign up to present a Rapid Access Microtalk (RAM) before or during the conference
    • Join the US-RSE Group Fair during lunch on Tuesday October 7th to learn about US-RSE working groups and affinity groups (including regional groups). Most groups have a corresponding slack channel starting with #wg- or #ag- or #rg- (such as #wg-testing or #ag-aiml or #rg-north-carolina).
  • Social events and receptions
    • Join the welcome reception, poster reception, and social night at Moshulu to connect with fellow attendees.
    • Proactively introduce yourself to individuals or small groups.
    • Sample conversation starters:
      • “Hi, I’m [Name], working on [topic]. What brought you to the conference?”
      • “I really enjoyed your talk on [topic]. Can you tell me more about [specific detail]?”
      • “Have you attended a US-RSE conference or event before? Any sessions you’d recommend?”
    • Use the #usrse25 slack channel to gather attendees to get meals or coffee together.
  • Poster Sessions & Coffee Breaks
    • Ask presenters about their work.
    • Share a concise summary of your own work.
    • Exchange LinkedIn or email for follow-ups.
  • During Conversations
    • Ask open-ended questions: “What brought you to this session?” or “What recent project excites you?”
    • Listen actively.
    • Share helpful resources or ideas.
  • After the Conference
    • Follow up with personalized LinkedIn/X messages.
    • Send promised resources or references promptly.
    • Reflect on your learnings and continue conversations.
  • Student and Early Career Attendees