Frequently Asked Questions for Session Submissions

What are the differences between Program, Section, and Member Symposia and other session types?

Session Type Description Deadline
Program Symposia ESA’s top tier symposia category. Submissions should be broad in scope, reflect the meeting theme, and feature speakers from a variety of backgrounds reflecting the diversity of ESA’s membership. Approximately 10% of all symposia submissions are accepted as Program Symposia. Submissions not accepted as Program Symposia will automatically be considered for Section and/or Member Symposia. January 31
Section Symposia Submissions to this category should serve the interest of one of ESA’s Sections and fit the criteria set forth by that Section. 50% of submissions considered for Section Symposia are accepted. Submissions not accepted as Section Symposia will automatically be considered for Member Symposia. February 28
Member Symposia These submissions cover a wide range of topics and subject matter and may be more narrowly focused and feature a variety of topics of interest to members, provided that the proposal is well crafted. 67% of submissions considered for Member Symposia are accepted. February 28
Organized Meetings Specialty groups (i.e., Society of Overseas Nepalese Entomologists, International Society of Hymenopterists, etc.) that hold their business meetings, student competitions, and other activities which contain scientific presentations during the Annual Meeting may submit to this category. February 28
Workshops Workshops are interactive educational sessions for attendees. Submissions focused on science communication and professional development are strongly encouraged and all should get attendees out of their seats. February 28
Lunch & Learns These one-hour sessions take place during the lunch break at the conference. Lunch & Learn sessions should be highly engaging and interesting in order to attract attendees during this time.  June 22
Functions/Events/Meetings Working groups, committee meetings, receptions, mixers, and other meetings that do not feature scientific content should submit to this category. June 22*
*A late fee of $175 will be charged for any Functions/Events/Meetings submitted after June 22.

What is the submission criteria for Program, Section, and/or Member Symposia?

What information is required for submissions?

Submissions for symposia and Organized Meetings require the following: 

  • Session title
  • Organizer(s) contact and affiliation information
  • Summary Statement of Goal or Concept and Objectives
  • Explanation of how the symposium reflects the theme of the meeting (Program Symposia submissions only)
  • Explanation of how the symposium reflects the interests of the ESA Section (Section Symposia submissions only)
  • Symposium Description (50 words or less; for use in the online program)
  • List of speakers you plan to include/invite to participate in your symposium

Submissions for Workshops and Lunch & Learns require the following: 

  • Session title
  • Organizer(s) contact and affiliation information
  • Summary Statement of Goal or Concept and Objectives
  • Session Description (50 words or less; for use in the online program)
  • Description of the interactive component to your workshop and what attendees will do during your session

What type of room setup is most appropriate for my Function, Workshop, or Lunch and Learn?

Do I have to be an ESA member in order to submit a symposium, Workshop, or Lunch and Learn proposal?

Yes and no. A minimum of one organizer of the session must be an active ESA member. If you are the sole organizer of the session, you will need to have an active ESA membership.

When will I learn whether my submission has been accepted?

Decisions will be announced to all submitters by:

  • Program Symposia - February 28
  • Section and Member Symposia, Organized Meetings, and Workshops - April 6
  • Lunch and Learns - July 24
  • Functions - July 24

If I submit a Program Symposia proposal but it is not accepted, do I have to resubmit the symposium proposal to the Section or Member Symposia program?

If your Program Symposia submission is not accepted, you do not need to resubmit the proposal to a different category. It will automatically be routed for consideration as a Section or Member Symposium.

If I submit a Section Symposia proposal but it is not accepted, do I have to resubmit the symposium proposal to the Member Symposia program?

If your Section Symposia submission is not accepted, you do not need to resubmit the proposal to a different category. It will automatically be routed for consideration as a Member Symposium.

Is there a limit on the number of presentations speakers may make at Entomology 2020?

Yes. Entomology 2020 presenters are limited to one oral presentation and one poster presentation. This includes 10-minute papers, 3-minute presentations, student competition, and invited presentations part of symposia. Participants in Organized Meetings, Workshops, and Lunch and Learns will be allowed an additional oral presentation.

Is it necessary to contact and confirm participation of each speaker before submitting a proposal?

No, a confirmed list of speakers is not required for submission. However a list of invited speakers who have committed to your session makes the proposal stronger. ESA and the Annual Meeting Program Committee strongly encourage organizers to recruit speakers from a variety of backgrounds reflecting the diversity of ESA and insect science as a discipline.

When will I need to confirm the speakers in my symposium/Organized Meeting?

Once acceptance decisions have been made the Program Committee, organizers will be requested to confirm their speakers and upload talk titles to their sessions by:

  • Program Symposia - March 31
  • Section and Member Symposia, Organized Meetings, and Workshops - May 1

Is there a required format for symposia?

The format for all symposia should feature:

  • Introductory remarks
  • 15 minute presentations
  • 15 minute break (in the middle of the symposium for sessions 3 hours or longer)
  • Discussion/Panel discussion, if desired
  • Poster session, if desired
  • Other elements that create interaction with audience members
  • Concluding remarks

*All presentations in symposia must be either 15- or 30-minutes in duration.

How long can symposia presentations be and how many presentations can be in a symposium?

Symposia presentations are required to be 15 minutes in length, with allowance for one or two 30-minute keynote presentations per session. This includes time for Q&A. For a two-hour symposium, no more than eight (8) 15-minute presentations should be included. For a three-hour symposium, no more than eleven (11) 15-minute presentations should be included, allowing for a 15-minute break. For a four-hour symposium, no more than fifteen (15) 15-minute presentations should be included, allowing for a 15-minute break. Don’t forget to factor in time introductory and concluding remarks.

Is funding available for speakers?

ESA provides limited funding for invited speakers in Program, Section, and Member Symposia. Learn more about ESA's Program Enhancement Funds program.

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