PI Meeting FAQs

Below are answers to some common questions. If you have a question that is not answered here, please send us an e-mail at CADRE@edc.org. More information about the meeting can be found on the 2023 DRK-12 PI Meeting event page.

Topics: Dates, Times & Location | Registration & Cost | Where to Stay  | Agenda  | Preparing for the Meeting | Health & Safety 

Dates, Times & Location 

When will the meeting be held?

The 2023 DRK-12 PI Meeting will be held in-person June 28-30, with additional virtual programming beginning two weeks prior. The in-person event will begin midday on June 28 and end midday on June 30 (Eastern Time).  View the working agenda.

Where will the meeting be held?

Hyatt Regency Crystal City, 2799 Richmond Hwy, Arlington, VA 22202

The hotel is across the river from downtown Washington, DC which is accessible via public transportation. Find more information here.

Will there be a virtual component of the meeting?

CADRE will offer several virtual events leading up to the meeting. In addition, participants will be able to access information and select resources and events through an online platform before, during, and after the meeting.

Registration & Cost

Who is invited to attend?

Registration for the 2023 DRK-12 PI Meeting is now open for PIs of invited projects. As PI of your project, the invitation to register is only extended to you at this time. If you are unable to attend, a PI substitute can register in your place. Online registration is on a first-come, first-served basis. If you are a PI on an active DRK-12 project and did not receive an invitation via email in January, please contact cadre@edc.org. Once the meeting is at capacity, CADRE can only allow attendees off the waitlist if there is a cancellation.

What if I’m an invited PI and cannot attend?

If you are unable to attend please designate one other person from your project team (a co-PI or other team member) as PI substitute. This person will be responsible for registering for the meeting and reserving a hotel room.

How do I know that I am successfully registered?

CADRE will confirm receipt of your registration via e-mail. An official registration confirmation notification will be emailed within two weeks of your submission.

If I registered for the meeting, will I automatically have a hotel reservation? 

No, you will need to reserve a room. Reservation information will be sent in your registration confirmation email. Please do not reserve a room until your meeting registration has been confirmed.

If I have a hotel reservation, will I be automatically registered for the meeting? 

No, please be sure you are responding to an invitation from CADRE to register for the meeting, complete the online registration survey, and wait to receive your confirmation (please allow up to two weeks for the confirmation or waitlist notice).

What is the deadline for registering? 

Registration is open on a first-come, first-served basis for invitees, and will remain open until we reach meeting capacity.

What if I am waitlisted?

Once we reach capacity, we will place additional registrants on a wait-list. We will notify waitlisted awardees in the order of their registration when and if a space becomes available.

I can no longer attend, how do I cancel?

Please email cadre@edc.org ASAP so that we can allow someone else to attend. Please also remember to cancel your hotel room if one is booked.

How do I update or edit my registration?

Please email cadre@edc.org

Who covers the cost of attending the PI Meeting?

There is no registration fee to attend the PI meeting. All travel and hotel costs must be covered by your DRK-12 project funding. 

Where to Stay

Is there a recommended hotel?

Your project is responsible for reserving and paying for your lodging. For your convenience, CADRE has negotiated hotel rooms at a per diem rate at the Hyatt Regency Crystal City, i.e., the same location as the meeting. Within two weeks of registering for the PI meeting, you will receive a confirmation email from CADRE with the information to book a hotel room at the negotiated rate. It is your responsibility to make the reservation.


How do we present about our work?

The Call for Session Proposals closed January 20, 2023. However, we encourage projects to sign up to present a poster. See the Poster Guidelines for more information. 

What types of events will occur during the meeting?

More information coming soon.

Preparing for the Meeting

What opportunities will I have to share my work?

The meeting will offer a number of ways to present your work. CADRE issued a Call for Proposals that sought submissions of sessions designed and led by DRK-12 project members and collaborators that are focused on cross-project topics and issues.  We also encourage each invited project to present a poster representing your project’s work and to network throughout the meeting.

How do I submit a session proposal?

The deadline for the Call for Proposals has passed.

I submitted a session proposal. When will I hear about whether it’s accepted or not?

Notifications about session acceptances and declinations will be sent by the end of March.

How can I make the most out of the meeting?

  • Meet with your program officer: Contact your program officer soon to schedule a time to meet during the meeting. In addition to private meetings, there will be time for informal conversations.
  • Participate in the Poster Hall: When preparing your poster, think about the kind of feedback that you want to solicit in addition to the information that you will share. Consider inviting colleagues and your NSF program officer to visit your poster. Plan for these sessions by previewing the list of projects that will be represented by a poster, visiting project pages to learn more about the work, and pre-planning what questions you might want to ask about those particular projects. And don’t forget to leave time to peruse the other posters.
  • Network during your free time: Take advantage of meals, breaks, and other unstructured time to meet informally with your colleagues. The participant list will be available prior to the meeting. Learn who will attend and make plans accordingly.

How do I register to present a poster at the PI Meeting?

CADRE will send meeting registrants a separate email to register to present a poster at the PI meeting. Registered attendees can sign up to participate in an in-person general poster hall, virtual poster hall, or both. See the Poster Guidelines for more information. 

I am a DRK-12 awardee, how do I update my cadrek12.org profile and project information?

Login at http://www.cadrek12.org/user. Your username is typically your first name and last name (for ex. John Doe). If you have forgotten your password, you can reset it here.

  • Update your profile: Go to your profile page and click the edit tab to update information shared on the site.
  • Update your project information: Go to your profile page and select the project that you want to update. Once on your project page, click the edit tab to revise your project information.

Alternatively, you are welcome to send any updates to cadre@edc.org and we can make these changes for you.

What food will be provided and what if I have special dietary requirements?

We will provide a light breakfast and lunch on June 29 and a light breakfast on June 30. All other meals are on your own and a great time for networking. If you have special dietary requirements, please respond to the question about special requirements in the registration form. Meals will be served buffet style to accommodate for varying diets to the degree that the hotel can do so.

What is the dress code?

Business casual, with layers for cold or hot meeting spaces!

Can I bring my kids?

While we are all in the business of helping children learn, this is not an appropriate venue for children. Please make other arrangements.

Health & Safety

What COVID precautions are you taking?

We are committed to providing a safe and healthy environment for participants of the conference. We expect participants to abide by the following health and safety guidelines. If you feel unwell or test positive for COVID-19, please do not attend the PI meeting. We strongly encourage all attendees to have up-to-date vaccination and at least one booster to attend in person (if eligible). Mask wearing is strongly encouraged, but not required, in common areas. We expect attendees will be unmasked while eating or drinking. Mutual respect and health and safety remain priority goals. To report harassment you were subjected to, have witnessed, or became aware of during the PI meeting, please contact event staff or the NSF Office of Equity and Civil Rights (OECR) at programcomplaints@nsf.gov.