Before the Conference
What is the application process for the 2018 Harvard Conference?
You must first fill out and submit an application before the appropriate deadlines.
If accepted, you must then fill out the online registration form and pay the conference fee. You can register online only after receiving notification of your acceptance. You must register by the registration deadlines listed under the “Registration” section of this FAQ.
Closer to the date of the conference, you are expected to fill out a pre-arrival survey.
What are the application deadlines?
- Early Application Round: November 11th, 2017 | 11:59 EST
- Regular Application Round: December 9th, 2017 | 11:59 EST
- Late Application Round: January 6th, 2018 | 11:59 EST
Who is eligible to apply?
Prospective and current undergraduate and graduate students are eligibly to apply to the HPAIR conferences. Recent college graduates who obtained an undergraduate or a graduate degree in the the past 5 years are also eligible to apply to HPAIR conferences.
When will I be notified of the application decision?
Early round applicants will be notified in mid-November. Regular round applicants will be notified in mid-December, and late round applicants will be notified in mid-January.
I have been waitlisted for the conference. What happens now?
After the registration deadline has passed for accepted delegates, we will notify waitlisted delegates if there are still positions available.
I was not accepted or waitlisted for the conference. Is there any chance that I can still participate in HPAIR?
Unfortunately, we will not be able to offer you a place in this year’s conference. We do encourage you to apply to future HPAIR conferences, as the result of this application will not affect your future admission chances.
What is the difference between Early, Regular, and Late applications?
Early applications do not receive special preference. However, there are many advantages to applying early. First, early applications are evaluated in greater detail, as HPAIR receives fewer applications in the cycle. Second, applicants who are accepted through the early cycle are notified earlier, giving them more time to apply for a visa and complete registration. Finally, early applicants will have the opportunity to pay a smaller registration fee. Since decisions are made and spots are filled on a rolling basis, it is certainly beneficial to apply and to register as early as possible. Please note that your registration fee is dependent on when you actually register.
Late applicants historically have a substantial lower acceptance rate, as available positions in the conference drop dramatically as early and regular applicants begin to register. Therefore, HPAIR highly recommends applying in the early or regular application rounds.
Will attendance of previous conferences influence my chances of being accepted again?
Having attended previous conferences does not by itself influence your chances of acceptance. However, if you were accepted for a previous conference, this means we were sufficiently impressed by your essays, resume and credentials in a previous application cycle. As such, you will have a fair chance of being accepted again this year provided your application demonstrates the same strength relative to the rest of our applicant pool.
Are scholarships available?
Yes! Scholarship applications will be released from November 12th – December 9th.
What is the scholarship process for the 2018 HPAIR Harvard Conference?
To clarify, the scholarship application is separate from the general application. You need to apply to both to receive scholarships. You will only be considered for scholarships if you submit both your application and your scholarship application by the regular round deadline.
Where can I apply for scholarships?
Under the Scholarship Tab in the delegate application portal.
How much will the scholarships be worth?
The HPAIR team has set aside $15,000 USD for Scholarships.
How many scholarship awards will be granted?
The HPAIR team is aiming to provide 12-15 total partial/full scholarships for the 2018 Harvard Conference.
What are you looking for in scholarship applicants?
Passionate about HPAIR and willing to actively contribute the HPAIR community
Stands to gain significant benefits from HPAIR as a conference and as a network of international leaders
Demonstrates maturity, a commitment to service, and a global perspective
How do I register for the 2018 Harvard Conference?
After you have been accepted, register for the conference by accessing the registration portal through a link on the main application portal page.
When are the registration deadlines?
Early registration deadline: December 26th, 2017 | 11:59 PM EST
Regular registration deadline: January 18th, 2018 | 11:59 PM EST
Late registration deadline: February 5th, 2018 | 11:59 PM EST
What are the registration fees for the 2018 Harvard Conference?
Early Registration = $400
Regular Registration = $425
Late Registration = $450
How do I pay the registration fee?
You will have to pay your registration fee when submitting your online registration form for the conference. Delegates can use a debit or credit card. Alternative methods of payment are also available on a case by case basis.
How can I confirm that my payment and registration have been received?
After registering and paying, your application portal should show that your payment has been received. If it does not, please email us at [email protected] hpair.org to let us know and we will help you complete your payment.
What if, due to medical, family-related, or other reasons, I am unable to make the conference after being selected to attend? Is my registration fee refundable then?
If you are accepted to the conference but have not registered yet and find that you unable to attend, please inform us as soon as possible at help @hpair.org. Because you have not registered yet, there is no need for a refund. However, if you cannot attend after registering, please refer to our refund policy (below) and email us as soon as possible with documentation in regards to your circumstance. Refund requests will be evaluated on a case-by-case basis.
How do refunds work?
Should you cancel your registration due to a change in plans, please note the following refund scheme:
On or before December 26th, 2017: 90% refund of all payments.
On or before January 18th, 2018: 70% refund of all payments.
On or before February 5th, 2017: 50% refund of all payments.
Be sure to inform us of your registration cancellations before July 17th, 2017, as we will, unfortunately, be unable to offer any refunds beyond that date unless it is a declined Visa.
If you are unable to attend the conference because of visa issues, please email help @hpair.org with a copy of your visa rejection letter and you will be issued a full refund.
Please note that all refunds are final and release your reservation for a spot at the conference; if you want to re-register after having canceled, you will only be allowed to do so if there is still space available in your panel. Please also note that for refunds processed through PayPal, PayPal will take a portion of the transaction as fees, meaning that you will not receive the full amount of the reimbursement. Should you wish to receive your funds through an alternative method of payment to circumvent this fee, please let us know.
Travel / Visa Applications
How do I apply for a visa?
HPAIR will issue an electronic acceptance letter that can be used in your visa application, but we cannot endorse applicants. It is the personal responsibility of the applicant to obtain a visa in time for the conference.
How soon upon admittance should delegates apply for a visa?
Since obtaining a visa takes a substantial amount of time for many delegates, it is crucial to start as soon as possible, preferably once you receive your electronic acceptance letter by email.
I need a support letter for my visa application. How should I obtain one?
The acceptance letter should typically suffice as a support letter for your visa application, but if you require an additional supporting document, please contact us at [email protected] with the subject title: “Visa Support Letter”. Please do so as soon as possible in order to expedite your visa application process.
Can HPAIR talk to the delegates’ respective embassies to validate their admission to the conference?
We will not be able to contact embassies on our own initiative, but if the embassy contacts us directly to confirm conference participants, we will be happy to do so.
During the Conference
Accommodations / Expenses
Does HPAIR provide housing?
HPAIR does not provide or facilitate housing for the conference, but HPAIR will recommend a list of hotels and hostels for delegates to stay at which are close to the main venue. HPAIR will also try to secure discount codes for delegates to use when booking accommodation at these locations to ensure an affordable rate. This information will be given to delegates during the online registration process. Free housing will be provided to only Scholarship recipients and delegates with special requests.
Does HPAIR provide transportation?
HPAIR will not provide transportation during the conference. However, aside from the opening and closing ceremonies, all HPAIR events will take place on Harvard campus, so transportation costs will be kept to a minimum.
Does HPAIR provide meals at the conference?
While catering details are still being finalized, HPAIR will likely provide lunch every day of the conference except for Day 1, and dinner every day of the conference except Day 4.