Frequently Asked Questions

The Annual Conference has flexible offerings to fit the needs of our members. Please find the answers to our most frequently asked questions.

Still have a question? Contact us!


Q. Where is Warren Wilson College and when/where do I check in?

A: Warren Wilson College address: 701 Warren Wilson Rd, Swannanoa, NC 28778 (Google Map)

Check In:

Saturday 6/24: St. Clair’s House

Sunday-Thursday: Kittredge Theater lobby (link to map of campus)

If you are arriving on campus after 5:30pm, please fill out the evening arrival form.

Q: Do I have to be a professional illustrator to attend?

A: No, the conference is open to anyone interested in the field of scientific illustration.

Q. Are animals allowed?

A. No pets are allowed. Service animals are allowed with proper paperwork. Please contact the conference chair and housing coordinator for details.

Q: Do you ship the conference merchandise?

A: No. Ask a friend to pick up a t-shirt for you!


Q. What to bring for wireless connections? Are all the rooms set up the same for wireless?

A. YES. Whole Campus has WIFI. The password will be in the registration packets. Ethernet connections available in dorm rooms. Bring your own ethernet cable. Cell phone service could be spotty due to the mountains.


Q: When does registration open?

A: Registration opens on Friday, April 7, 2017. Click here to register online.

Q. How much does it cost?

A. The conference is separated into sections and options so you can attend as much or as little as you like. You can also purchase additional tickets to selected events for your guests. See the price overview.

Q. I want to bring my significant other/partner/spouse/BFF/entire family. Can they stay with me on campus?

A. Yes! They will be considered guests and are welcome to sign up for campus housing/dining and for evening events. Please review the Guest Policy page.

Q: How can I register?

A: You can register online or by mail.

Q. Address for registrants to send paper registration forms and/or checks?

A. Please send checks to the registrar.

Susan Underkoffler
GNSI 2017 Conference
PO Box 684
Richlandtown, PA 18955

Q: How can I take advantage of the early bird discount?

A: Simply register before May 26. You will receive a $50 discount for 3-day core registration, or $10/day for day registration.

Q: What is included in the core full conference fee?

A: The core full conference fee includes your pass to attend:

Q. What is the difference between core full registration and core day registration?

A. Core full registration is the full packet for all Sun-Wed events. If you choose to only attend 1 or 2 days, you can register separately for a smaller fee.

Q. Do I have to pay separately for Field trips and Workshops?

A. Yes. Field trips and Workshops are a la carte and are priced individually.

Q. Which events are open for guests?

A. Guest registration Includes portfolio sharing, exhibit reception, annual auction, annual banquet, and Mural reception. Great choice if you are bringing a friend/spouse/significant other who is not an illustrator but still want to hang out and enjoy the fun events. Guests may sign up for as many or as little events as they wish. Please see the Guest Policy for more information.

Q. Can I just sign up for workshops and field trips?

A. Yes. Registration for workshops and field trips only will open on June 1.

Guests attending with a paying attendee may sign up for workshops and field trips starting April 7.

Q. Where can I see the conference schedule? What talks/workshops are on which day?

A. Conference schedule can be viewed on the Schedule page.

Q: How long should I stay?

A: The most common "package" is for the attendees to arrive mid-afternoon on Sunday and to leave on either Friday or Saturday afternoon.

Q. What is the refund policy? What is the refund policy for late cancellations?

  • Registrations cancelled before June 13th are eligible for a 50% refund. After June 13th, partial refunds may be available, depending on commitments made to nonrefundable activities and services.
  • By registering for this conference, you acknowledge participation of your own free will and will not hold the GNSI, its Board of Directors, or its volunteers responsible for any personal injury to your life or limbs during the course of this event.


Q. When will I hear back about the exhibit submission entries?

A. Notification of acceptance will be sent out by May 18.

Q. Can I bring my accepted piece(s) with me when I travel to the conference site?

A. No, we need the artwork to be shipped ahead of time (shipping instructions will accompany the notification of acceptance).


Q. I'm not attending the conference, but I have some auction items I would like to donate. What do I do?

A. Even if you are not attending the auction, you can still support GNSI by shipping your auction items.

Download AUCTION FORM and include with your shipment. Please include one form for each item. Contact Amelia Janes if you have unusual shipping needs.

Ship Items to:

Amelia Janes
21 So Hi Trail
Black Mountain, NC 28711

Q. Would <fill in the blank> be a good fit to the auction?

A. If you looked at an item and thought of the GNSI conference, the answer is YES!


Q. Transportation to/from airport? Ride-sharing?

A. Please see the travel section. If you need a ride or are able to provide a seat in your car, please indicate so on the Carpool and Ride Share Signup.

Q. Directions for registrants to give to taxi drivers so that they can find the dorms?

A. Address for Warren Wilson College is:

701 Warren Wilson Rd, Swannanoa, NC 28778 (Google Map)

Sunderland is in the heart of campus near Upper and Lower College Roads. Schafer is north of Warren Wilson Rd, nearest to Sage Circle.

When you arrive, check in at Kittredge Theater to pick up your packet and housing keys if applicable.

If you are arriving after 5pm, please submit the evening arrivals form by noon on Friday, June 23, 2017 so we know to expect you.

Q. What are the parking requirements/cost?

A. Parking is free on campus, but please park in one of the designated lots (view map). Parking permits are needed. Permits will be included in your registration packet when you check in.


Q. How much is it to stay on campus?

A. See the housing options and prices. The price is per person, per night. For example, a Double Sunderland room has 2 beds and each bed is $70/each. If you are bringing yourself and one guest, the cost of the room is $70 x 2 beds = $140/night. The price also includes meals at dining halls.

Q. What are the check in/out times?

A. Check in opens at NOON on Saturday, June 24 at St. Clair's House.

A. Sunday-Wednesday check-in is at the registration table at Kittredge theater 8:15-5:45.

A. Final check out time is Sunday, July 2 at noon.

Q. What about late/early arrivals/departures?

A. If you are arriving before 8am or arriving after 5pm, please submit the evening arrivals form by noon on Friday, June 23, 2017 so we know to expect you.

When checking out (checkout instructions link coming soon), please drop off your keys and dining card at St. Clair's house.

Q. Are there laundry facilities? What is the cost?

A. There are laundry machines in the basements of Sunderland and Schafer C which are available at no charge. Please bring small amounts of laundry products or purchase detergent (though probably not fabric softener products) at the campus store.

Q. Are any of the rooms air conditioned? Do the windows open?

A. Given the mountain location, air-conditioning is not necessary, and all rooms have heat and opening windows. Climate is usually temperate at night, but sometimes humid.

  • Sunderland is air conditioned with one or two opening windows.
  • Schafer is not air conditioned with one or two opening windows and large ceiling fans.

Q. Are there separate desk lamps for each guest?

A. No. Please bring your own lamp. Please refer to what to pack section under Travel.

Q. What is the mailing address when on campus?

Use the following address to receive mail or packages from USPS:

Your Name
Warren Wilson College
PO Box 9000
Asheville, NC 28815

Use the following address to receive shipments from UPS or FedEx

Your Name
Warren Wilson College
701 Warren Wilson Rd
Swannanoa, NC 28778

Q. Are there mini-fridges in the rooms?

A. No. Mini-fridges are available in the common rooms/kitchens.

Q. What is the alcohol policy?

A. The legal drinking age in North Carolina is 21. If you are under the age of 21 you may not consume or possess alcohol anywhere on campus. Alcohol is not allowed in the public areas of residences or elsewhere on campus except at approved events for people of legal age.

Q. Are there bunk beds or individual beds?

A. Mostly individual, but some are bunkable.

Q. How many beds are in each room?

A. Each room has either one or two beds.

Q. Are extra pillows/blankets available?

A. No. Please bring your own if you need extra pillows and blankets. Please refer to what to pack section under travel.

Q. Are there fitness facilities or pools available to use? Cost?

A. Yes. Fitness facilities are available on campus. Pool will be closed. There will be a basketball camp in the gym itself from 9:00am-3:00pm, but the weight and cardio rooms will be open. We're still waiting to hear the hours, though it has generally been from 8:00am-8:00pm, M-F.

Q. Are children allowed as guests? What is their fee? Is it permissible to bring air mattresses for them to sleep on rather than pay for an extra bed?

A. Yes. Parents with small children staying in the residence hall will need to provide the child’s bedding, including air mattress or cot, pillow, blanket and linens.