Where is the 2014 Annual Meeting?
The 2014 Annual Meeting will be at the Sacramento Convention Center. Some workshops and social events may be located in hotels nearby.
When does the Meeting begin and end?
Sunday, August 10 through Friday, August 15. Weekend events (workshops and field trips) take place on Saturday and Sunday (August 9 and 10). The scientific program begins Sunday evening with the Opening Plenary and concludes at noon on Friday. Organized and contributed paper and poster sessions are Monday afternoon through Friday morning.
Do I have to be a member to attend?
No, but the registration rates are reduced for members.
What should I wear to the conference? How formal is the dress at an ESA meeting?
A range of dress is typical. It trends toward more comfortable and business casual clothing, although dressing up to make presentations is pretty common. Keep in mind, our meeting is in August and conference centers trend toward colder temperatures in session rooms. There’s usually a distinct contrast in temperatures between session rooms and the outdoors, so layers are advised.
Help! Which deadline in the big table of dates is for me?
This depends on whether you’re submitting an abstract or a session. Note that the top table applies to abstracts and the bottom table applies to sessions.
About the abstract deadline. If you’re submitting a single presentation, your deadline is typically the abstract deadline (usually in late February). This is the deadline for all abstracts except Latebreaking Posters. Latebreaking Posters have a special May deadline to allow attendees to present work that was not complete enough to submit for the February deadline. For the vast majority of cases, the February deadline is what you are looking for in the table.
About the organized session deadline. If you’re thinking about submitting a group of presentations all coordinated around a shared topic, then your deadline is the organized session proposal deadline. The deadline is usually in mid September.
For less formal sessions and activities. If you’re thinking about submitting something more hands on, like a workshop, a field trip, or a session that just doesn’t fit the usual paper structure, there was a late November deadline for those sessions. These sessions are not formal paper sessions, although they may feature speakers or include presentations.
Too late to submit? If the deadline you are interested in has passed, it’s never too early to start thinking about next year. We’ll launch the 2015 conference website in July 2014 and announce all the deadlines for Baltimore at that time. We’ll also open the call for organized session proposals.
What are the other dates for? Once you figure out which row in the table applies to you, the dates that you read from left to right walk you through the timetable for the abstract or session you are interested in. When the call is opened (which is when you can read about guidelines and start submitting), when your submission deadline is, when you will be notified of your acceptance status, and when accepted authors will be notified of their session date and time.
What are the different abstract types? Which one is mine?
There are a few different kinds, but the main distinction is the kind of session they’re going to end up in at the conference.
When is the deadline for abstracts? Can I submit later?
The deadline for all abstracts is Thursday, February 27. If you miss then deadline then you can still submit for the Latebreaking poster deadline which will be Thursday, May 8. All submission deadlines are 5:00 pm Eastern. Late abstracts will NOT be accepted for either deadline.
My research will be in progress when abstracts are due in February. Can I submit an abstract for August?
Abstracts that do not report at least preliminary results by the submission deadline will be rejected. If you will be able to report some results by May 8, you should submit to the Latebreaking Poster session. If do not have results by May 8, we hope to see you present at next year’s conference.
When will the program be posted online?
We usually post the preliminary version soon after the May scheduling notification deadline. Early June is typical. The program becomes final a little later.
Does submitting an abstract register me for the Annual Meeting?
Submitting an abstract does not register you for the conference. Meeting registration is required for all presenters and will open in April.
When will I receive notification of my abstract acceptance?
All presenting authors except for Latebreaking Posters will be notified of acceptance by April 17, 2014. Latebreaking Poster authors will be notified by June 5, 2014.
When will I receive notification of the day and time of my presentation?
Presenting authors will be notified of their session scheduling (day of week, session title, session time) by May 22, 2014. A preliminary schedule which includes poster numbers and the timing of talks in sessions will be posted on the conference website soon after the scheduling notification has been sent out. (The notification email will include more specific information about when to expect that). All schedule details are typically final by early June.
I submitted an abstract before the deadline but have received no correspondence about it by the notification deadline.
Occasionally we encounter a problem with an organization’s spam filter, but usually the problem is a mistake in the presenting author’s email address (a typo or outdated address entered during abstract submission). Sometimes one of the coauthors was listed as the presenting author by mistake. Contact Jennifer Riem to have any notification emails resent.
How do I know my abstract submission is complete and was received on time? Can I make changes to the abstract information?
When you begin your abstract submission, you will receive an automatic email with brief instructions on how to log back in to edit your abstract. You may use the login information in the email to edit your abstract through the submission deadline.
When your submission is complete (after the final confirmation stage), you’ll receive a second automatic email summarizing your submission. You may use your login information to view your abstract after the submission deadline, but you may not edit the abstract at that point. There will be an opportunity to edit accepted abstracts in late April.
How do I withdraw my abstract?
To withdraw your abstract without penalty, you must notify Jennifer Riem before May 1. You will be notified when your abstract has been withdrawn from the program.
What size is my poster board?
Each presenter is provided with a 4 ft high by 8 ft wide poster board (1.2 m by 2.4 m). Poster boards have a 2.5 cm (1 in.) frame. Posters must be able to fit on the board but can be any size within these maximum dimensions.
Where and when do I hang up my poster?
Locate your poster listing in the online or print program. Each poster is listed by session with a numbering system that lists the session number first and the board number second. This will be explained in more detail to all poster presenters in an email sent out over the summer.
When can I reserve my hotel room?
The Official Housing Bureau will begin accepting requests for hotel accommodations in April 2012. Reservations will be accepted until July 10, 2012, subject to availability.
Will ESA Housing charge my credit card to guarantee my reservation?
ESA Housing will not charge your credit card. However, your hotel may charge a deposit of one night’s room and tax as early as three weeks prior to the convention. Deposit amounts may vary. Please refer to the deposit policy on your hotel confirmation.
Will I receive a hotel confirmation?
Yes. A detailed confirmation is automatically e-mailed to you once your reservation has been made.
What is the hotel cancellation policy?
72 hours cancellation notice is required to avoid penalty. If your reservation is canceled less than 72 hours prior to your arrival, you will incur a one night room and tax penalty from your hotel. You can cancel reservations through ESA Housing prior to July 10 by e-mail or phone. To cancel reservations after July 10 please contact your hotel directly.
Can I take photographs in the poster hall or at oral presentations?
No. Photography is not permitted. Only official contracted ESA vendors and working journalists with ESA approved press credentials will be permitted to photograph, video, and/or audio-tape general sessions, the exhibit hall, special sessions, and scientific sessions (including orals and posters). Individuals recording with personal video/audio equipment or other recording devices (i.e., cell phones, digital or film cameras, or tape recorders) without prior permission from ESA or without proper credentials will be asked to cease recording or using these devices immediately.
Do I have to be a member to attend?
No, but the registration rates are reduced for members. You may become an ESA member for 2014 and receive member registration rates.
Can I bring a guest?
Yes. The fee for guest registration for an adult (18 years old or older) who will accompany an attendee at the meeting is $45 per guest. Child or youth guests may be registered at no charge. Registered guests may attend Plenary Sessions, may participate in Field Trips and/or Ticketed Event (with payment of applicable fees), and may access the Exhibit Hall. Registered guests are NOT entitled to attend scientific programs such as symposia, workshops, organized and contributed oral sessions, or evening and special sessions.
What does my registration fee include?
Your registration fee includes access to all ESA oral and posters sessions, lectures, exhibits, business meetings, and non-ticketed social events.
What is the cancellation/refund policy?
Written notification of registration cancellations must be e-mailed to email@example.com. Registration cancellations received by July 2 will receive a full refund minus a $25 processing fee. No refunds will be issued for registrations or ticketed events canceled after July 2.
How do I get a letter of invitation for my visa application?
You may request a letter of invitation by emailing Tricia Crocker. You must include your paper title, day, and time of presentation.
What airport is closest to the meeting?
The Sacramento International Airport (SWF).
Will there be shuttle buses?
No. The 2014 Annual Meeting is going green by eliminating shuttle bus service. Take advantage of the diversity of transportation options, including, light rail, trollies, and buses.