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. The symposia schedule is now available online. 

Are there any volunteer opportunities this year?

Yes! The Program Committee is need of volunteers to judge the student competition, host video chats, and moderate panel discussions. Learn more and sign-up! 

Please note that ESA will not be providing refunds of registration fees for student or ECP volunteers in 2020. Hopefully this will not discourage you from volunteering to help.

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 September 8. 

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/registration 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.

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.

Am I able to edit my abstract now that the submission deadline has passed?

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. 

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 on-demand presentation or e-poster?

Presenters in on-demand sessions will be requested to upload their presentations and e-posters October 1-30. Demos of the upload and recording process for virtual presentations and posters/infographics will be made available to all presenters on October 1. 

How will I know whether my presentation will be livestreamed or on-demand?

All 10-minute presentations, posters, and infographics will be on-demand for Entomology 2020 as will some symposia. Sessions and presentations in the online program have been assigned an icon denoting their status as either on-demand or livestream. View the online program to determine your presentation status. 

Will there be an opportunity for Q&A with speakers of on-demand presentations?

Yes! We will be enabling a Q&A feature in the online program that will allow attendees to post their questions online. Presenters will be able to login and answer any questions or comments posted by attendees.

Additionally, several symposia will be hosting live panel discussions via video chat throughout the meeting providing opportunities for you to engage with those speakers in a virtual face-to-face setting.

Will livestream sessions have any interactive components (i.e. Q&A, panel discussions)?

Yes! Livestream sessions will feature both a Q&A and a Discussion feed. As time allows, symposia sessions will also have panel discussions with their featured speakers to address the questions posted in the feed.

Will there be opportunities for networking during the meeting?

Yes! The Program Committee is working now on developing a variety of opportunities for attendees to interact with each other over the course of the meeting. 

I will be competing in the student competition. Where can I find the scoring criteria for this year’s competition?

You can find that information on the Student Competition for the President’s Prize webpage.
 

What kind of sessions/presentations will be featured on the livestream?

All plenary sessions, including the Opening and Closing Sessions, Founders’ Memorial Award Lecture, and awards ceremonies will be livestreamed as will Student Debates and the Section Networking/Business Meetings. Additionally, over 40 symposia will be featured on the livestream. We will be posting the schedule of livestream sessions in late August. 

If I miss a livestream session, can I watch it later?

Yes! All livestreamed sessions will be available for playback on-demand the day following the livestream and will be available for viewing through November 25. 

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. 

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.

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

Due to the ongoing natural disasters throughout the country, ESA is extending our virtual presentation and ePoster deadline to Tuesday, September 8. Anyone directly impacted by the fires, hurricane or derecho after September 8 can e-mail Becky Anthony for assistance in submitting to the virtual program.

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.

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. October 15
10-minute Paper Contributed (non-invited) oral presentation. Speakers are given a total of 10 minutes. September 8
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. September 8
Poster Contributed (non-invited) scientific poster. Posters will be on display in the online Poster Hall over the dates of the virtual meeting. September 8
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. September 8
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. September 8
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. September 8
Early Career Investigator Recognition Symposium This recognition symposium will feature four peer-selected submissions of valid Student Transition and Early Professional members of ESA, one from each Section, who would be selected to give a 20-minute feature presentation describing their research programs in this special symposium. Additional information will be required, including an extended abstract, CV, and letters of recommendations. Winners will receive a $500 prize. Submissions not selected will be scheduled as part of the non-competition 10-minute paper sessions. Cancelled

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 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 September 8 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 September 8.

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.

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 September 8 to have your submission moved to the appropriate category.

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