Frequently Asked Questions for Submissions

Version Française

Is there a limit on the number of presentations speakers may make at the 2018 Joint ESA, ESC, and ESBC Annual Meeting (Entomology 2018)?

Yes. Entomology 2018 presenters are limited to one oral presentation and one poster presentation. This includes contributed, student competition, and invited presentations part of symposia. Participants in Organized Meetings, Lunch and Learns, Workshops, and 3-Minute Presentations will be allowed an additional oral presentation. 

Is there a limit on the number of submissions to the Student Competition taking place at Entomology 2018?

Yes. Students may not enter both the Student 10-Minute Paper and Student Poster competition. Nor can they enter both the Student 3-Minute Presentation and Student 10-Minute Paper competitions. However, students may enter both the Student 3-Minute Presentation and Student Poster competition.

If I have been invited to presenter in a symposium or Organized Meeting, do I still need to submit my presentation and abstract online?

No. If you have been invited to present in a symposium or an Organized Meeting, you should not submit your presentation or abstract online. Please email your presentation title and abstract to your symposium organizer directly.

I am considering a 10-minute presentation. How long will I have to present and answer questions?

Presenters should plan to speak for 8 minutes leaving 2 minutes for questions (10 minutes total). Student competition participants will be judged by their ability to effectively manage time and answer questions, so be sure to plan accordingly.

How do I know if my submission is complete?

Your submission is considered complete once the submission application has been filled out in its entirety and you have received the confirmation email from Confex. 

If you are submitting a virtual poster or student competition virtual poster, your submission is considered completed once the submission application has been filled out in its entirety and payment has been received by ESA. 

If I start my submission and have to exit out before it is completed, can I pick-up where I left off? 

Yes. Once you begin your submission, you will receive an email from Confex with instructions on how to log back into your submission. You can also enter your submission ID and password here: https://esa.confex.com/esa/2018/cfp.cgi

Once I have completed by submission, will I be able to make any edits/changes?

Yes. You will be able to access your submission and make any edits/changes necessary until the submission site closes on June 4, 2018. You will be able to log back into your submission by using the link provided in the submission initiation email from Confex. You can also enter your submission ID and password here: https://esa.confex.com/esa/2018/cfp.cgi

Virtual poster presenters will be able to make changes until the submission site closes on July, 31, 2018. 

Are abstracts required for submissions?

Yes. Abstracts are required for all submitted presentations including 10-Minute Paper, Poster, Virtual Poster, and student competition presentations. Invited presentations part of symposia or Organized Meetings are not required to submit abstracts, but they are strongly encouraged. Presenters submitting to the 3-Minute Presentation and Student Competition 3-Minute Presentation categories are not required to provide abstracts.

What are the guidelines for preparing an abstract? 

Abstracts should be no more than 250 words in length and written in English. Do not include titles, authors, or addresses in the text of the abstract. Use scientific names for species and taxonomic groups. 

Will I be able to edit my abstract after the deadline?

Yes. After the deadline has passed, all presenters will receive an email with a link to access their abstract and make any necessary edits. Abstracts may be edited through October 12, 2018.

Will I be able to edit any other information after the deadline?

Yes. Presenters will also be able to edit the list of authors on their presentation through July 16, 2018. Please note that titles may not be edited after the June 4 deadline.

How do I know if I am submitting to the student competition?

Use the submission links with student competition in the title on the Entomology 2018 Submissions page. Submitting through these links will ensure your entry into the student competition. 

If you have already submitted your presentation but are unsure whether you submitted to the correct category, please refer to your submission confirmation email. It will state the name of the program you submitted to in the first line. If you did not submit to the student competition but intended to, please contact Becky Anthony by June 11, 2018 to have your submission moved to the appropriate category. 

When will I find out whether my submission has been accepted?

Acceptance notifications will be sent by ESA staff by mid-July of this year. 

When do submissions for virtual posters open?

Submission will open for regular and student competition virtual posters on June 1, 2018. 

Who can submit a virtual poster presentation?

Anyone who is unable to attend the Annual Meeting in person is eligible to submit a virtual poster. 

I missed the regular paper and poster submission deadline, can I submit a virtual poster?

Yes, if you are unable to attend the Annual Meeting. If you are planning to attend the meeting in person, you cannot submit a virtual poster. 

If I submit a virtual poster, do I still have to register for the meeting?

No. Virtual poster submissions are for those unable to attend the Annual Meeting, therefore registration is not required. However, in order for your submission to be considered complete, ESA must receive your submission fee, which is collected during the submission process. 

How do I know if my virtual poster submission is complete? 

Your submission is considered complete once the submission application has been filled out in its entirety and payment has been received by ESA. 

How much does it cost to submit a virtual poster?

The submission fee for a virtual poster is $175 USD. Student virtual posters are $75. Payment may be made online by credit card during the submission process. 

When will I be able to upload my virtual poster?

In early fall 2018, ESA staff will send notification to all virtual poster presenters with instructions on how to upload your PDF virtual poster. View the Sample Virtual Poster template. 

Is funding available for presenters?

Yes and no. There is limited funding available for invited speakers presenting in symposia. Symposia organizers have been provided with instructions on how to request funding for eligible speakers. However, funding is not available for presenters of submitted presentations. 

Want to learn more? See other content tagged with: