Before your Visit

Information for Program Participants

If you will be coming for less than three workweeks (< 17 days), please go to our Information for Speakers and Short-term Visitors.

Dear Colleague:
We are providing this information in connection with your recent letter of invitation to participate in a KITP program. We hope that your visit will be a smooth and productive one. If you have not already confirmed your attendance, please do so as soon as possible.

As you prepare for your visit, the "Visitor Info" pages will help you plan.  In particular, please note:

Things to do right away:

  1. Housing — Read the instructions on the Long-term Lodging page and and fill out the housing form. If you have any questions, please contact the Residence Manager. Unless seeking housing for a family, do not wait for a housing confirmation to make travel arrangements.  If you have arranged for housing yourself, please let us know together with your dates.
  2. Visa — If you are not a U.S. citizen or U.S. permanent resident, please pay careful attention to the visa information.
    • Waiver information — If you plan to come on the waiver, please note that you now must have a Machine Readable Passport (MRP) and an ESTA authorization -- no exceptions. In order for us to reimburse you, you must obtain a W-B status when you enter the U.S.
    • If you come on the B- visa, be sure to request the B-1 status for business when you enter the U.S. so that you are able to be reimbursed for travel expenses and subsistence. If you need assistance with another type of visa, please let the Visa Specialist  know as soon as possible so that the necessary paperwork can be started.
    • If you need assistance with a J-1 visa, please let the Visa Specialist know as soon as possible so that the necessary paperwork can be started. (Plan to begin the application process at least 3 - 6 months prior to your visit at KITP.)
    • If you will have a visa (J or H) issued by another institution, please contact our Visa Specialist for instructions.

Things to do before you visit:

Requesting a change to your visit dates: Most invitations start on a Monday and end on a Friday. Your invitation tactily includes weekends or holidays surrounding your visit, but you will not be issued an entry key to the building until staff members are present. As the Director states in your letter of invitation, because of space and financial limitations, any significant change in the duration or time of your visit requires consultation with the coordinators and with us. This includes changes that would result in your participation for less than the whole period for which you are invited. Should you need to request a change in the dates of your scheduled visit, you may do so through your HERALD account.

Family Fund — If you will be coming for four weeks or longer and anticipate bringing children, you may apply for additional financial assistance if needed. Please read the Family Fund information.  Remember to submit the housing form before completing the Family Fund Application.

Conference — If your visit coincides with the program's associated conference, you must register for the conference and pay the fee at least 30 days before it starts. Here you will find information regarding conference registration and fees.

If you wish to bring a graduate student or postdoc affiliate to KITP with you: The Institute has limited space and cannot accommodate uninvited postdocs or students. Participants visiting for four weeks or longer may wish to have a postdoc or student visit; if so, please complete the Affiliate Nomination Form after you have accepted your invitation. The minimum stay for affiliates is three weeks; this period must be within the period of the advisor's participation. We will invite as many as space permits. In most cases, affiliates must be fully financially supported from other sources, usually by their mentors. In the event that there is such a grant, which is usually available for programs in biological physics, the KITP can provide limited support for local expenses. We also have a limited amount of funding for the graduate student affiliates of long-term program participants in other programs; both student and mentor must participate for at least six weeks. In both cases, KITP expects travel expenses to be paid by the mentor

  • You also may wish to consider nominating your top student for a KITP Graduate Fellowship, for which KITP does provide financial support. The student must be willing to spend a full semester at KITP.

General information:

  • Reimbursements — If you will be visiting the KITP for a month or less, you will receive one reimbursement check just prior to your departure. We cannot advance funds, so please make any financial arrangements necessary prior to your arrival to assure that you will have sufficient funds while you are here.
  • Parking and Directions, Campus Parking Lots— Please read the parking information and follow it carefully.
  • Parking at the Residence: Short-term parking and loading/unloading is immediately adjacent to the residence, as is at least one Zip Car. The closest long-term parking lot is about 1/4 mile away.
  • Office Space — Because of the popularity of our programs, all offices must be shared by two participants.
  • Staff Contacts — People whom you may wish to contact about programs

If you have questions about alternative dates or financial arrangements, please contact the Program Manager directly.

Information for Speakers and Short-term Visitors

If you are coming for at least three workweeks (minimum 17 days), please go to Information for Program Participants.

Dear Colleague:


We are providing this information in connection with your recent letter of invitation to participate in a KITP program. As you prepare for your visit, other "Before your Visit" pages in the left-hand menu will help you plan. In particular, please note:

Things to do right away:

  1. RSVP — If you have not already confirmed your attendance, please do so as soon as possible. Most invitations start on a Monday and end on a Friday. Your invitation tacitly includes weekends or holidays surrounding your visit, but you will not be issued an entry key to the building until staff members are present (Monday-Friday, 8 AM - 12 PM and 1 PM - 5 PM).
  2. Visas — If you are not a US citizen, you will need to show an appropriate status (i.e., B1, J1, H1, WB, PR) in order to be reimbursed. Please bring your employment authorization card or passport, visa and I94 card. Should you have questions regarding your status, or if you will have a J or H visa issued by another institution, please contact Timber Kelley.
  3. Please arrange your travel and lodging as soon as possible.
    • Lodging
      • If you participate in the program for at least a full work week (5 days) you are eligible to stay in the KITP Residence, if capacity allows. If we are not able to house you in the Residence, you will need to book your own lodging. Please see the short-term lodging page for instructions--you must fill out the housing form in order to be considered for residence lodging.
    • Travel: see our air and ground transportation web pages.
  4. Conference — If your visit coincides with the program's associated conference, you must register for the conference and pay the fee at least 30 days before it starts. Here you will find information regarding conference registration and fees.

Other things to know:

  • Campus Parking Information and campus mapsThere is extensive parking information, especially on long-term permits, on our web page. Campus parking is expensive, so please read the web page so you know how to get the best rate. For short-term parking, Lot 10 is most convenient to our building. Payment kiosks are on each floor. VIP permits (top level only) is $10 and can be used until 7:30 AM the following day. You can also pay by space for up to 4 hours.
  • Parking at the Residence: Short-term parking and loading/unloading is immediately adjacent to the residence, as is at least one Zip Car. The closest long-term parking lot is about 1/4 mile away.
  • Reimbursements: Please note that KITP can only reimburse actual expenses and cannot advance funds. In order to be reimbursed for lodging and/or transportation, please bring your original receipts.
  • Staff Contacts: People whom you may wish to contact about programs.

We suggest referring to our arrival guide checklist prior to traveling to KITP.

Questions? Please contact Speakers.

Dear Colleague:

We are providing this information in connection with your recent letter of invitation to participate in a KITP program. We hope that your visit will be a smooth and productive one. As you prepare for your visit, other "Before your Visit" pages in the left-hand menu will help you plan. In particular, please note:

Things to do right away

  1. RSVP — If you have not already confirmed your attendance, please do so as soon as possible. Most invitations start on a Monday and end on a Friday. Your invitation tacitly includes weekends or holidays surrounding your visit, but you will not be issued an entry key to the building until staff are present (Monday-Friday, 8 AM - 12 PM and 1 PM - 5 PM).
  2. Housing — Read the instructions on the Long-term Lodging page and and fill out the housing form. Housing assistance is only provided for visits of at least 3 work weeks. If you have any questions, please contact the Housing Coordinator. Unless seeking housing for a family, do not wait for a housing confirmation to make travel arrangements.  If you have arranged for housing yourself, please let us know together with your dates. 
  3. Visa — If you are not a U.S. citizen or U.S. permanent resident, please pay careful attention to the visa information.   
    • Waiver information — If you plan to come on the waiver, please note that you now must have a Machine Readable Passport (MRP) and an ESTA authorization -- no exceptions. In order for us to reimburse you, you must obtain a W-B status when you enter the U.S.
    • If you come on the B- visa, be sure to request the B-1 status for business when you enter the U.S. so that you are able to be reimbursed for travel expenses and subsistence. If you need assistance with another type of visa, please let the Visa Specialist  know as soon as possible so that the necessary paperwork can be started.
    • If you need assistance with a J-1 visa, please let the Visa Specialist know as soon as possible so that the necessary paperwork can be started. (Plan to begin the application process at least 3 - 6 months prior to your visit at KITP.)
    • If you will have a visa (J or H) issued by another institution, please contact our Visa Specialist for instructions.
  4. Conference — If you will be at KITP during the dates of your program’s associated conference, you must register and pay the associated fee at least 30 days before the conference begins. As a program affiliate, you are eligible for a reduced registration fee. Please email the Conference Assistant for details.

General Information

  • Parking and Directions, Campus Parking Lots— Please read the parking information and follow it carefully.
  • Reimbursements: If your invitation letter stated that you are receiving a reimbursement and you will be visiting the KITP for a month or less, you will receive one reimbursement check just prior to your departure. We cannot advance funds, so please make any financial arrangements necessary prior to your arrival to assure that you will have sufficient funds while you are here.
  • Staff Contacts: People whom you may wish to contact about programs.

Request a change to the dates for which you have been invited: As the Director states in your letter of invitation, because of space and financial limitations, any significant change in the duration or time of your visit requires consultation with the coordinators and with us. This includes changes that would result in your participation for less than the whole period for which you are invited. Should you need to request a change in the dates of your scheduled visit, you may do so through your HERALD account.  

We suggest referring to our arrival guide checklist, and possibly printing it out, prior to traveling to KITP.