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. February 1
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. March 1
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. March 1
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. March 1
Workshops Workshops are interactive educational sessions for attendees. Submissions focused on diversity, equity, inclusion and allyship, science communication – including social media effectiveness -  and professional development are strongly encouraged and all should actively engage attendees. March 1
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.  May 24
Functions/Events/Meetings Working groups, committee meetings, receptions, mixers, and other meetings that do not feature scientific content should submit to this category. June 1*
*A late fee of $175 will be charged for any Functions/Events/Meetings submitted after June 1.

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)
  • List of speakers you plan to include/invite to participate in your symposium
  • Explanation on how you sourced diverse speakers for 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
  • Explanation of how the workshop will be interactive and what attendees will do during the 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 - March 1
  • Section and Member Symposia, Organized Meetings, and Workshops - April 16
  • Lunch and Learns - July 26
  • Functions - July 26

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 and/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 2021?

Yes. Entomology 2021 presenters are limited to one oral presentation and one poster presentation. This includes 10-minute papers, 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 take time to consider the diversity of the speaker line-up of the symposium. Comprehensive submissions with a well thought-out speaker line-up that include diverse background (gender, ethnicity, career stage, etc.) and showcase international and/or cross-disciplinary collaborations are strongly encouraged. View the recommended considerations compiled by ESA's Diversity & Inclusion Committee.

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 17

Is there a required format for symposia?

The format for all symposia should feature:

  • Introductory remarks
  • 15-20 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

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

Symposia presentations are recommended to be 15-20 minutes in length. This includes time for Q&A. When planning your symposium schedule, be sure to factor in time for introductory and closing remarks. If your symposium is 3 hours in duration, plan to include a 15-minute break approximately halfway through your session. If your symposium is 4 hours in duration, plan to include 2 15-minute breaks.

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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