Program Enhancement Funds (PEF) Guidelines

Version Française

ESA provides funds for program enhancement as an incentive to attract speakers for the Annual Meeting, thereby improving meeting content and attendance. PEF are used to enhance the educational content of the Annual Meeting program and have certain restrictions on their use, as detailed below.

PEF are classified as honoraria and, in most cases, will not meet the total expenses of the recipient. Annual Meeting registration fees are automatically deducted from the PEF. The remaining funds may be used for travel, housing, and other expenses.

Requests for PEF will begin once symposia and workshops for the Annual Meeting have been selected. Instructions on how to submit requests will be sent to symposia and workshop organizers once the status of their session has been determined.

Once PEF have been completely allocated, ESA Sections have the option to utilize their ESA budgeted funds to support or enhance a particular symposia, if they desire. 

Program Symposia organizers can submit their PEF requests through the Confex system through April 9, 2018. Section and Member Symposia and Workshop organizers can submit their PEF requests through the Confex system through May 25, 2018.


  • PEF may not be used to defray any cost of a member residing in North America with the following two exceptions:
    • PEF can be made available to ESA, ESC, and ESBC members or former members who are invited participants in symposia or workshops at ESA's Annual Meeting and who are genuinely retired and do not have access to outside funding to cover travel to the meeting. This "emeritus status" refers to those who are not deriving income from consulting or other kinds of employment. 
    • In addition to retired members, Early Career Professional (ECP) members are eligible to receive funding. 
  • Qualified ESA, ESC, and ESBC members are eligible for PEF only once during any 3-year period. 
  • PEF may be used to attract scientists from other disciplines and may be used for non-ESA members, either within North America (US, Canada, and Mexico) or international, who are not entomologists and who would not otherwise participate in the Annual Meeting. 
  • Non-ESA members devoting more than 50% of their research, teaching, extension, or administrative time to entomological topics would normally be expected to be ESA, ESC, or ESBC members and, therefore, cannot be eligible for PEF.

Requesting and Determining Distribution of PEF

All requests must be conveyed to the Program Co-Chairs, through the Confex system, by the deadline:

  • Program Symposia: April 9, 2018
  • Section and Member Symposia: May 25, 2018

The Program Co-Chairs will determine the distribution of PEF and will notify the organizers and the presenter of their decision. All decisions by the Program Co-Chairs are final.

Final Distribution of Funds

After October 15, 2018, speaker substitutions will no longer be accepted. 

PEF payments via check will be provided onsite at registration during the Annual Meeting. Requests for payment via wire transfer may be made onsite during the conference to take place after the meeting. 

PEF Eligibility Chart

ESA, ESC, and ESBC Membership Status Eligible Not Eligible
ESA, ESC, and ESBC members living in North America (US, Canada and Mexico)   X
ESA, ESC, and ESBC Emeritus* members** X  
ESA, ESC, and ESBC Early Career Professional (ECP) members** X  
Members living outside of North America (US, Canada and Mexico)** X  
*Emeritus = not deriving income from entomological consulting or similar employment and no access to outside funding for travel to the Annual Meeting.
**At the discretion of the Program Co-Chairs and not eligible more than once every 3 years.


ESA, ESC, and ESBC Non-Members Eligible Not Eligible
Non-members (North America, including US, Canada and Mexico, or international) who are not entomologists X  
Non-members (North America, including US, Canada and Mexico, or international) who are entomologists   X
Non-members employed more than 50% of their time in entomology   X
Non-members employed less than 50% of their time in entomology X  

Want to learn more? See other content tagged with: