GEM Summer Workshop 2018  -  June 17 - 23, 2018 -  Eldorado Hotel & Spa - Santa Fe, New Mexico
GEM Summer Workshop 2018  -  June 17 - 23, 2018 -  Eldorado Hotel & Spa - Santa Fe, New Mexico

GEM 2018 Summer Workshop
June 17-23, 2018 - Santa Fe, NM

Poster Information
Travel & Accommodations



It is that time of the year again and we are excited to let you know about the upcoming GEM Workshop 2018 in Santa Fe, New Mexico at the Eldorado Hotel & Spa.

Student Accommodations are at the Eldorado Hotel & Spa, in Santa Fe, NM.

For more information regarding the student sessions on Sunday, June 17, 2018, please download: Check back.


The deadline for student applications and advisor recommendations is Monday, March 12th, 2018. Applications or advisor recommendations received after March 12th, 2018 will be waitlisted.

Since there is a high demand for graduate student financial assistance, we must prioritize student support based on criteria developed by the steering committee. A high priority will be given to the following groups: graduate students engaged in their thesis or dissertation research, first time attendees and students from small institutions, and students having specific GEM-related duties.

We urge those of you that qualify and are planning to attend the 2018 GEM Workshop to act quickly and send an email application to Zhonghua Xu requesting support that includes the following information:

  • Name:
  • Email:
  • Advisor's name and email:
  • School:
  • Graduate or undergraduate student:
  • Year in school:
  • Previous GEM support received (list number of years):
  • Are you signed up to give a student tutorial (yes/no)?
  • Are you signed up to be a volunteer (taking pictures, recording tutorials, light control during plenary sessions...) (yes/no)?
  • Tentative title and abstract for your oral/poster presentation
  • Write a brief statement of purpose (500 words) about why you should come to GEM. The statement should include what your research goals are, how GEM could help in pursuing those goals, and how you can contribute to GEM.

For students who receive support to attend GEM, we will now require that you submit a follow-up report (500 words) within 2 weeks of workshop completion. In the report, please briefly summarize what you have learned or accomplished at GEM. Failure to complete this report could lower your priority in the next year for funding.

Every student applying for assistance must have his or her advisor send a one or two paragraph email to Zhonghua Xu at ( including the following information:

  • Is the student ready for GEM? For GEM workshop, we believe, it is most appropriate for students engaged in research. If the student is an undergraduate, please justify why he/she should be considered.
  • Is there a specific benefit for the student that you can identify?
  • If you have several students applying for support, please submit one email containing your assessment for all of the students. Please also prioritize the students to receive GEM support.

Deadline for student applications and advisor recommendations is Monday, March 12, 2018. Applications or advisor recommendations received after this date will be waitlisted.


For details see the Registration Page


Once you receive support information from Dr. Xu you will be responsible for working directly with our travel agent to book your airfare. Once you have been granted support, contact Jan Oakes with Martin Travel . She can be reached at 540-527-5242 or (with a copy to Ashley Barker She will need the following information:

  • Full legal name (as it appears on your government issued id)
  • Gender
  • Date of birth
  • Cell phone number (in case airline needs to reach you on day of travel)
  • Departure location
  • Preferred dates and times
  • Return destination
  • Preferred return dates and times

Once a flight itinerary is available for you to review, it will be forwarded to you for approval via email. Once your approval is received (must be within 24 hours) the ticket will be booked and an e-ticket will be sent to you. If changes need to be made after the ticket is booked, you will be responsible for any fees associated with the changes.*

Travel to the hotel will be arranged from either Santa Fe or Albuquerque airports, and you will receive more detail about that closer to GEM 2018.

Please note: ALL travel fees must be approved by Ashley Barker in advance. Flight itineraries will be sent automatically by Martin Travel, however if you choose to make other arrangements these must be approved in advance and must be sent to Ashley Barker with a cost analysis justifying that the alternative transportation is cheaper. An alternate transportation email will be sent to you upon approval of your request with additional instructions.

Once you have been granted support, your lodging reservation will also be made for you and the confirmation number and roommates will be sent to you as we get closer to the conference.

The international students will need to cover their own international travels. The GEM student support ONLY covers the domestic travel within the U.S.

For student application questions please contact:
Zhonghua Xu

For further information or questions please contact:
Ashley Barker
Phone: 540-231-2188

* If after booking your ticket, you decide to cancel without approval from Dr. Xu you will be responsible for reimbursing Virginia Tech for the cost of your travel, and possible booking and administration fees.

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