Frequently Asked Questions for the Virtual Annual Meeting

The ESA Governing Board has voted to move Entomology 2020 to a fully virtual format. Below is information to address many questions you may have about this change in programming.

What can you expect at Entomology 2020?

The Entomology 2020 Program Committee is working to build an outstanding virtual experience. Entomology 2020 will combine four days of multiple live-streams running simultaneously with two weeks of on-demand content, the better for all presenters to share their science and all participants to learn from it. The virtual platform and meeting schedule will also have built-in opportunities for networking, making connections, and building community, just like our in-person conferences.

What are the meeting dates and overall schedule for the meeting?

Entomology 2020 will feature multiple live-streams running simultaneously November 16-19. On-demand content will be available from November 11-25. All registrants will have access to all live-streamed and on-demand content.

What is the deadline for paper, poster, and infographic submissions?

The submission deadline has been extended to August 31 to provide additional time for all presenters submit their papers, posters, and infographics. 

Presenters will be requested to upload their presentations and posters in October. Demos of the upload and recording process for virtual presentations and posters/infographics are in development and will be available by early July to provide presenters plenty of time to prepare their presentations and posters.

What are the submission and registration fees?

Below are the submission fees for papers, posters, and infographics. When you submit to Entomology 2020, you will be automatically registered at no additional cost, with full access to all live-streamed and on-demand content. Submissions will close August 31. 

Registration fees will be the same as submission fees. Registration will open September 1. 

Membership Category Amount
ESA Regular Members $195
ESA Emeritus Members $145
ESA Early Professional Members $145
ESA Student Transition Members $145
ESA Student Members $95
ESA Developing Country Members* $95
Non-members $450
*Country of residence must match a country listed on the Free access countries list as defined by our partner Oxford University Press.

Discount codes have been sent via e-mail to ESA Student, Student Transition, Early Professional, Emeritus, and Developing Country members to redeem when submitting.

Why does Entomology 2020 have a submission fee?

The submission fee for Entomology 2020 helps ESA cover the cost of the technology, licensing, and hosting fees required securely and accessibly live-stream and host on-demand content for this fully virtual meeting. Presenters who pay the submission fee are automatically registered to attend the meeting—with full access to four days of live and two weeks of on-demand content—at no additional cost.

I am an ESA member, but when I go to pay the submission fee, I see the non-member rate. How can I fix this?

If you are seeing the non-member submission rate, it is likely that your ESA membership has expired. You can check your membership status by logging into the ESA website. If the image on the left of the top row says "Join or Rejoin ESA," you will need to renew your membership before you can submit at the ESA member rate. Please contact esa@entsoc.org with any questions regarding membership status.

On the Payment Fee task, I see a different rate than I expected. How can I fix this?

ESA Student, Student Transition, Early Professional, Emeritus, or Developing Country members were emailed a promo code to redeem during submission. Please contact esa@entsoc.org for assistance.

What are the submission categories for the Virtual Annual Meeting? And what is the difference between them?

Below is a complete list of the submission categories for the Annual Meeting, along with their descriptions. 

SUBMISSION TYPE DESCRIPTION DEADLINE
Functions/Events/Meetings Working groups, committee meetings, receptions, mixers, and other meetings that do not feature scientific content should submit to this category. August 31*
10-minute Paper Contributed (non-invited) oral presentation. Speakers are given a total of 10 minutes. August 31
Student Competition 10-minute Paper Oral presentation. Student competitors are given a total of 10 minutes. When entering the competition, students become eligible to win prizes. August 31
Poster Contributed (non-invited) scientific poster. Posters will be on display in the online Poster Hall over the dates of the virtual meeting. August 31
Student Competition Poster Posters will be on display in the online Poster Hall over the dates of the virtual meeting. When entering the competition, students become eligible to win prizes. August 31
Infographic Infographics contain less text and more images than posters to make it a visual storytelling experience. Infographics will be on display in the online Poster Hall over the dates of the virtual meeting. August 31
Student Competition Infographic Infographics contain less text and more images than posters to make it a visual storytelling experience. Infographics will be on display in the online Poster Hall over the dates of the virtual meeting. When entering the competition, students become eligible to win prizes. August 31
*A late fee of $195 will be charged for any Functions/Events/Meetings submitted after August 31.

Is there a limit on the number of presentations speakers may submit to Entomology 2020?

Yes. Presenters are limited to one oral presentation and one poster/infographic presentation. 

Is there is a limit on the number of submissions to the Student Competition taking place during Entomology 2020?

Yes. Students may only enter one presentation to the student competition.

I am interested in presenting an Infographic. Can you provide more information on what that entails?

Infographics were a new submission category beginning in 2019. Learn more about this program.

I am an invited speaker in a symposia or Organized Meeting. Do I have to pay a submission fee?

Submission fees are waived for invited speakers. However, invited speakers must register for the Virtual Annual Meeting in order to view the live-stream and on-demand content and to participate in Q&A or panel discussions. 

Registration fees are listed below. Registration will open September 1.

Membership Category Amount
ESA Regular Members $195
ESA Emeritus Members $145
ESA Early Professional Members $145
ESA Student Transition Members $145
ESA Student Members $95
ESA Developing Country Members* $95
Non-members $450
*Country of residence must match a country listed on the Free access countries list as defined by our partner Oxford University Press.

Do I still have to register for the meeting if I paid a submission fee?

No. Presenters who pay submission fees for their presentations to Entomology 2020 are automatically registered for the meeting and will have full access to all live-stream and on-demand content.

I want to submit both an oral and a poster presentation to Entomology 2020. Will I have to pay a submission fee for both presentations?

No. You will have to pay a submission fee for the first submission, regardless of submission type. However, your second submission will not require additional fees. 

How do I know if my submission is complete?

Your submission is considered complete once all of the required information has been entered and you select the Submit button. You will receive an automatically generated email confirming your submission details. Please note that submission fees must be received before you may finalize your submission. 

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

Yes. You may login into the submission portal anytime between now and the August 31 deadline to update or complete your submission. 

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

Yes. You will be able to access your submission through the submission portal and make any edits/changes necessary until the submission site closes on August 31.

What information is required for submissions?

Submitters are required to provide a presentation title, co-authors (as applicable), and an abstract. Submission fees are also required in order for the submission to be finalized. Submission fees are listed below. 

Membership Category Amount
ESA Regular Members $195
ESA Emeritus Members $145
ESA Early Professional Members $145
ESA Student Transition Members $145
ESA Student Members $95
ESA Developing Country Members* $95
Non-members $450
*Country of residence must match a country listed on the Free access countries list as defined by our partner Oxford University Press.

Discount codes have been sent via e-mail to ESA Student, Student Transition, Early Professional, Emeritus, and Developing Country members to redeem when submitting.

Are abstracts required for submissions?

Yes. Abstracts are required for all submitted presentations and should be no longer than 250 words.

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 and the Program Committee has reviewed all submission, presenters will receive an email with a link to access their abstract and make any necessary edits. Abstracts may be edited through October 30. 

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

After you login to the Entomology 2020 submission portal, select "Click here to begin a new submission." After you enter your presentation title, select your preferred Student Competition program (i.e. Student Competition 10-minute Papers, Student Competition Posters, etc) from the dropdown list. 

If you have already submitted your presentation but are unsure whether you submitted to the correct category, please refer to your submission confirmation email or select "Preview Submission" in your submission portal. Both items will state the name of the program to which you submitted. If you did not submit to the student competition but intended to, please contact Becky Anthony by August 31 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 October 1. 

When will I have to upload my virtual presentation or poster?

Presenters will be requested to upload their presentations and posters in October. Demos of the upload and recording process for virtual presentations and posters/infographics are in development and will be available by early July to provide presenters plenty of time to prepare their presentations and posters.

Want to learn more? See other content tagged with: