Program Enhancement Funds (PEF) Guidelines

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 for the Annual Meeting have been selected. Instructions on how to submit requests will be sent to symposia 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 symposium, if they desire.  

Program Symposia organizers can submit their PEF requests through the Confex system through April 8, 2019. Section and Member Symposia organizers can submit their PEF requests through the Confex system through May 24, 2019.
 

Eligibility

  • PEF may not be used to defray any cost of an ESA member residing in North America (US, Canada, and Mexico) with the following two exceptions:
    • PEF can be made available to ESA members or former members who are invited participants in symposia 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, Student Transition and Early Professional members, also referred to collectively as Early Career Professionals or ECPs, are eligible to receive funding. 
    • Students and regular members residing in North America are not eligible.
  • Any ESA member residing outside of North America (US, Canada, and Mexico) is eligible for funding.
  • 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 members and, therefore, are not eligible for PEF.
  • Qualified recipients are eligible for PEF only once during any 3-year period.

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 8, 2019
  • Section and Member Symposia: May 24, 2019

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.

Organizers should not make any promises to speakers regarding the amount of PEF support that ESA will be able to provided as funding is limited. Below is the average percentage of funding awarded per category:

Program Category Average Amount of Funding Requests Fulfilled
Program Symposia 80%
Section Symposia 60%
Member Symposia 24%

Should a PEF recipient cancel their participation, any funding provided to them will be placed back into the general PEF pool for reallocation by the Program Co-Chairs.

Final Distribution of Funds

After October 15, 2019, 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 Membership Status* Eligible Not Eligible
ESA Regular and Student members residing in North America (US, Canada and Mexico)   X
ESA Emeritus** members X  
ESA Student Transition and Early Professional members X  
Members residing outside of North America (US, Canada and Mexico)** X  
*At the discretion of the Program Co-Chairs and not eligible more than once every 3 years.
**Emeritus = not deriving income from entomological consulting or similar employment and no access to outside funding for travel to the Annual Meeting.
 
ESA 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  
*At the discretion of the Program Co-Chairs and not eligible more than once every 3 years.

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