Checklist and Instructions for Symposium Organizers

Below are the steps which need to be completed for your symposium in the Confex online system. These steps must be completed by the following deadline:

Program Symposia: April 1, 2019
Section and Member Symposia and Workshops: May 10, 2019

Symposium Completion Checklist

Add Presentations

Arranging a Symposium

Requesting Program Enhancement Funds (PEF)


Symposium Completion Checklist

  1. The symposium title should be in title case with the first letter of every word capitalized. Please check for proper italicization of any scientific names. 
    • For example: Bed Bugs, Cimex lectularious, in Sensitive Areas: Research and Mitigation Techniques
  2. Contact each presenter to ensure they will participate in your symposium. Presenters are limited to one oral and one poster presentation, please confirm that they have not already committed to another symposium.
    • The Annual Meeting Program Committee, the Diversity and Inclusion Committee, and President Bob Peterson encourage you to make an effort to have a strong representation of diverse speakers across multiple demographics. Please take some time to consider the diversity of the speaker line-up of the symposium you are organizing. We understand that there may be obstacles, despite best intentions, to achieving diversity in symposium speakers and participants. Diversity is important—it will make your symposium and your area of study better. View the recommended considerations compiled by ESA's Diversity & Inclusion Committee.
  3. Obtain the following information from each presenter:
    • Presentation title
    • Author information (for all contributing authors) including name, email address, affiliation, and city, state (US) or city, country (international)
    • Abstract (strongly recommended, but not required)
    • Arthropod species information, if applicable
  4. Upload all presentations to your symposium using the link on the left control panel to navigate (instructions below). 
     
  5. Using the "Non-Paper Events" link on the left control panel, add any "introductory remarks," "concluding remarks," "breaks," "poster sessions," "panel discussion," etc. Enter the appropriate time duration for each non-paper event (instructions below). 
     
  6. Arrange the presentations and non-paper events in the appropriate order (instructions below). 
     
  7. If you are accepting contributed papers and/or posters, be sure to leave time in the program for the submissions you will receive in early June. You will be given additional instructions for accepting papers and/or posters at that time. 
     
  8. The format for your symposium is as follows:
    • Introductory remarks (added via "non-paper events")
    • 15-minute presentations and 30-minute keynote
    • 15-minute break (in the middle of the symposium)
    • Discussion/Panel discussion, if desired
    • Poster session, if desired
    • Concluding remarks
  9. Two-hour symposia should include no more than eight (8) 15-minute presentations. Three-hour symposia should include no more than eleven (11) 15-minute presentations, allowing for a 15-minute break. Four-hour symposia should feature no more than fifteen (15) 15-minute presentations, allowing for a 15-minute break. *Presentations in symposia may be either 15- or 30-minutes in duration.
  10. Enter any Program Enhancement Functions (PEF) requests for speakers (instructions below). 

Add Presentations

All presentations should be added and confirmed in Confex. This includes:

  1. Presentation title
    • Please use sentence case for presentation titles. Only capitalize the first letter of the first word in the heading. Proper nouns also have a capital.
    • For example: Monitoring the corn earworm (Helicoverpa zea) in Bt corn crops
  2. Designate oral or poster presentation
     
  3. Arthropod species information, if applicable
     
  4. Author information for each contributing author
    • Name
    • Email address
    • Affiliation
    • City, State (US) or City, Country (international)
  5. Abstract (strongly encouraged, but not required)
    • Abstracts must be written in English.
    • Abstract must be 250 or fewer words.
    • Do not include title, authors or addresses in the text of the abstract.
    • Use scientific names for species and taxonomic groups. 

To add a new presentations, select "Add" under Presentations on the left control panel. To remove a presentation, click on the presentation title and select "Withdraw" on the left control panel of the presentation under Options. 

Please note that you can update/edit presentation information anytime between now and the specified deadline. Simply click on the presentation title and use the links under "4 Steps to Submit a Presentation" to navigate the submission. 


Arranging a Symposium

All presentations should be arranged in the order in which they will take place. To rearrange the presentation order, simply enter the correct order in the "Order Within Group" fields and select "Update."

If your symposium includes poster presentations, be sure to group all of your posters together in the symposium schedule. Please select the "No Duration" box for poster presentations, then select "Update."

To add any introductory or closing remarks, breaks, poster sessions, discussions, etc., use the "Non-Paper Events" link on the left control panel. Once your non-paper events have been added, enter the appropriate time duration for each non-paper event. 

Remember that presentations may only be 15 minutes in length with one or two 30-minute keynote(s) per symposium. 


Requesting Program Enhancement Funds (PEF)

All requests for PEF must be made in the Confex system. There are important restrictions on the use of these, so we urge you to read the PEF Guidelines before applying for these funds. Please note that in order to request funding, you must upload the speakers' presentation to your symposium. 

We anticipate that demand for PEF will be greater than the amount we have available and appreciate your patience as the final decisions are made. Please do not make any promises to speakers regarding the amount of PEF support that ESA will be able to provide. You will be notified of your PEF funding by August 2018. As stressed above, given our limited budget we will not be able to accommodate all requests. 

To request PEF for your speakers, complete the following steps:

  1. Login to your symposium. 
     
  2. On the left control panel, select "PEF Requests" under Options. 
     
  3. The next screen will show you a complete list of each of your presenters and an overview of all PEF requests currently in the system. Select the name of the speaker for whom you wish to request funding. 
     
  4. Select whether you are requesting a registration waiver. 
     
  5. Enter the amount of travel funding requested in the Stipend field. 
     
  6. Click "Submit."

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