Information for PIs and Observing Teams

Reservation Guidelines and Information

Reservations can be made online for Visiting Scientist Quarters (VSQ) at WMKOHeadquarters in Waimea or for the Hale Pohaku (HP) mid-level facility on Mauna Kea (for those with prior approval), via the Reservation Form website.

Reservation request should be submitted individually for each team member as early as possible and no later than two weeks in advance of expected arrival date. Observing Information on our web pages contain the information necessary to prepare for an observing run including telescope and Support Astronomer schedules.

WMKO contact for lodging reservation is Diana Hudgins. Monday through Friday 8:00am – 4:30pm HST 808-881-3664.

VSQ reservation requests are prioritized according to the VSQ Booking Priorities. In the event the VSQ is sold out, reservations will be made at one of the local motels. All reservations are confirmed via email within two weeks of receipt.

A credit card authorization form is required from all team members. Reservations will NOT be confirmed until this form is received. If you have authorized your credit card to be retained "in file", you will not need to send a new form untill requsted. For complete information see the Payment Information page.

VSQ cancellation should be done at least 24 hours in advance of scheduled arrival to avoid a one-night penalty charge to your credit card.

Air/Car Rental Arrangements: Visiting Scientists are responsible for their own air travel arrangements and ground transportation. (Keahole- Kona Airport is closer to W. M. Keck Observatory Headquarters [Waimea] than Hilo Airport). See Ground Transportation for information on rental car, taxi and shuttle information.

Scientists wishing to visit the summit before or after their observing run can make their request in the “Comments” field on the room reservation form, or contact Gloria Martin directly.

Please review Summit Safety and High Altitude pages for your safety.

VSQ/Headquarters Entry: If arrival does not coincide with business hours (8:00am – 4:45pm, M - F) it is the observer's responsibility to phone Diana prior to arrival for access codes to the buildings. Codes are not given via email because of security reasons.

Headquarters Security: See HQ Security.

VSQ Rules and Guidelines

The VSQ is an adults-only, non-smoking facility for working observers.

Spouses are welcome to accompany working observers, however NO infants or children under 16 years old are allowed.

All rooms have one queen bed.

Emergency (Maintenance)

• In case of emergency maintenance problems call Dennis Callan:
  • Monday – Friday between 7a – 3p 808-881-3842
  • Evenings 808-217-7282
• To turn off a leaking sink or toilet, use the key in the bathroom medicine cabinet.

Emergency (Medical)

• For life-threatening emergencies, call 911
  
• First aid kits are located:
  • Common Building handicapped bathroom
  • Keck I remote ops room
  • Kitchen/Lounge of the Main building
  • Electronics Lab
  • Drafting and Support Office (Kohala Building across from the restrooms
  • Hualalai Lab
  • Coffee room in the Hualalai Wing
• North Hawaii Community Hospital (885-4444) is located directly across the street from Keck headquarters. The hospital's emergency room is open 24 hours a day.
  
• Waimea Medical Associates (885-7351) are directly across the street from headquarters and business hours are weekdays and Saturday mornings only.

Meals/Food Preparation

• Residents are encouraged to prepare their meals in the fully equipped communal kitchen.
• To keep the kitchen "pest-free," it is imperative in our climate to follow a few simple "house rules:"
  • Store/consume food in the Common Building only.
  • Please do NOT dispose of food/containers in your room.
  • Keep food well wrapped and stored in the refrigerator or cupboards and place a label on your item.
  • Clean up after yourself:
    • Wipe and sweep up crumbs and spills.
    • Wash, dry and put away all dishes, pots and pans or at least rinse well and place in the dishwasher.
    • Dispose of leftovers upon departure
  • If you are NOT prepared to abide by the "house rules," please do not use the kitchen, as WMKO does not provide kitchen maid service.

Telephones

• Long-distance calls cannot be made from the Common Building. Credit cards are required for long-distance calls made from VSQ suites.
• Local calls are toll free to anywhere on the Big Island.
• Calls to other islands are considered long distance.
• Each room contains instructions on using voice-mail and the other function buttons.
• Hawaii (Big Island) phone books and a list of employee extension numbers are provided with each phone.

Air Conditioning/Heat

• Each suite has its own climate control (heat and air conditioning).
• Please turn off the system if windows are opened.

Housekeeping

• Requests for additional linens can be left on the clipboard in the Common Building laundry room.
• For stays more than 5 days, room are cleaned and linen changes every fifth day.

Parking

• VSQ residents are asked to use the parking lot adjacent to the Common Building.

Check in/Check out Procedures

• Upon arrival find your room assignment on the bulletin board between Remote Ops I & II located in the Kohala Wing.
• Check in time is 5:30 pm or ealier if the sign upon the door indicates “Welcome”
• Please flip sign to indicate room occupied
• Check out time is 2:30 pm - upon departure please use sign to indicate check out
• If you arrive early and your room is not ready, please use the VSQ Commons building.
• If you are departing on a late flight, please vacate your room and move your luggage to the VSQ Commons building before 2:30 pm.
• For keyless entry codes, please call Diana Hudgins in advance, Monday - Friday between 8:00 am - 4:30 pm at 808-881-3664

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