Call for Latebreaking Poster Abstracts
98th ESA Annual Meeting
August 4 - 9, 2013
Submission Deadline: Thursday May 9, 2013 at 5:00 PM Eastern Time
Authors have one last chance to submit an abstract for the ESA Annual Meeting! All abstracts accepted under this call will be presented during the Latebreaking Poster session on Friday, August 9, 8:30-10:30 AM. Abstract titles for posters in this session will be printed in the official conference program and the abstracts will appear on the online program.
The theme for the 2013 meeting is “Sustainable Pathways: Learning From the Past and Shaping the Future.” Abstracts related to this theme are highly encouraged, but submissions may address any aspect of ecology and its applications. We also welcome submissions that report interdisciplinary work, address communication with broad audiences, or explore ways of teaching ecology at any level. Please follow the guidelines described on this page when preparing and submitting your abstract. ESA will review all abstracts and reject any that do not follow the guidelines.
A. One Presentation Rule
B. Guidelines for Poster Presentations
C. Evaluation and Acceptance of Abstracts
D. Abstract Submission
G. Penalties and Fees for Cancellations/No-Shows
H. Begin Submission Process
A. One Presentation Rule
- Each person is allowed to submit only one abstract where they are listed as presenting author. This rule is enforced in order to encourage broad participation.
- Sessions and roles which are included in this rule: Anyone listed as the presenting author for a presentation in a Contributed Oral, Contributed Poster (including Latebreaking), Symposium, Organized Oral, or Organized Poster Session.
- Coauthors are not included in this rule. A person may serve as a non-presenting author on several abstracts.
- You can edit the presenting author status as you enter your author list. The first author is listed as the presenting author by default. You will be able to edit this as you enter the full author list and your selection will appear in bold.
- The presenting author is the point of contact. He or she will receive all abstract notifications from ESA. Be sure to check to make sure the right person is indicated and that their email is entered correctly!
- Other roles which are not included in the one presentation rule:
- Serving as a session organizer and/or moderator for any session type.
- Presenting in a workshop or special session.
- Presenting in an Ignite ESA session.
Exceptions to the One Presentation Rule:
An author may submit an abstract for a second presentation only if one of the abstracts is directly related to a) ecology education or scientific outreach or b) the history of ecology as a discipline or ESA. Presentations that focus on the history of the discipline or ESA are exempted in recognition of ESA's Centennial in 2015. Please note that historical ecology does not fall under this exemption.
Please contact Program Coordinator Jennifer Riem if you have questions about whether an abstract fits these criteria.
B. Guidelines for Poster Presentations
- Latebreaking Posters are displayed 8:30-10:30 AM on Friday morning in the Exhibit Hall. Presenting authors are REQUIRED to be present for the scheduled 2-hour session. Free coffee and pastries will be available starting at 8:00 AM, first come first serve.
- DO NOT submit a poster you do not intend to be present for during the session. Since the submission deadline (May 9) is after the cancellation deadline (May 1), you should only submit if you are reasonably certain you can present as scheduled.
- There is no poster size requirement except that the poster fits on the provided board. Poster boards are landscape format with dimensions 8 ft wide x 4 feet tall (2.4 m wide x 1.2 m tall). To ensure the poster will fit, presenters should design posters to be at least 2 inches (5 cm) smaller on each margin. In practice most posters we see at the conference fall into the 3-4 ft tall x 4-5 ft wide range. These sizes allow the presenter room to stand next to the poster without blocking its line of sight.
- There is no requirement for the organization and formatting of the poster’s content. There are many helpful online guides that can provide you with some general pointers. If you are a student making a research poster for the first time, we suggest asking your advisor for a poster from a past conference to use as an example. You can also look at posters from past ESA conferences here (keep in mind this is simply an archive of past posters, not recommended formats.)
- Pushpins will be supplied on site. These are the only method allowed for attaching the poster to the board.
- Poster presenters may not use audio-visual equipment. Unfortunately we cannot accommodate the space and logistical requirements for such equipment.
- Poster presenters are welcome to bring handouts. Many poster presenters bring a few 8.5x11 copies of their posters to provide as handouts. These will fit into an envelope that can be attached to the poster board using pushpins.
- We rely on topics ranked by the abstract author to organize Latebreaking Posters into sessions. Abstracts will be placed into sessions based on topics (themes) ranked by the submitting author at the time of abstract submission. Only in rare cases is abstract content factored into session groupings. We recommend browsing recent conferences in advance and considering which topics seem like a good fit for your presentation both in terms of concept and which abstracts you think are most similar to your own.
- Please read and follow the abstract guidelines carefully. Accuracy of the abstract is the responsibility of the author(s). Abstracts will be REJECTED if they do not comply precisely with the guidelines on content and format listed here and on the submission website.
- Results are required. Abstracts may be submitted before all analyses and conclusions are in their final form, but authors MUST report some specific preliminary results. Abstracts describing a non-research project without quantitative data must still report specific findings. Vague statements such as “results will be discussed” will result in abstract rejection.
- Have you not yet collected your data? Abstracts primarily based on work for which data cannot yet be reported will be REJECTED if they are submitted for this call. If your field season was this spring and you cannot report preliminary results by early May, then unfortunately next year’s conference is when you should plan to present your work.
- Clarity of language is important. Abstracts must use standard English and follow English syntax, grammar, and punctuation rules. Poorly written abstracts will be REJECTED.
- Reviews of past work are generally not permissible for contributed presentations. Abstracts must be based primarily on new, unpublished material. Symposia and special sessions are more appropriate venues for presentations which primarily review and synthesize previous work.
- If you are unsure if your presentation meets our guidelines, please ask us. We would rather talk to you about it in advance than send you a rejection notice.
- Latebreaking Posters are a mix of session topics. Although the Latebreaking Posters are all presented together on Friday morning, we will group the posters together into small thematic sessions based on the preferences authors indicate during abstract submission.
- Please consider the themes carefully. For most abstracts, session themes are the only information we use to group posters into sessions, so please consider the options carefully. You may find it helpful to peruse sessions from recent conferences (2012, 2011, 2010) to see which themes you would feel most at home in.
- How themes are organized. We have listed likely session themes, based on submissions and sessions from prior meetings, in ‘pull-down’ lists under five categories: 1) ecological concepts and processes; 2) ecosystem or habitat; 3) ecological applications, tools, and techniques; 4) subdiscipline; and 5) taxonomic or functional group.
- How to rank themes. Please rank 3 of these themes (1 indicating most preferred) to guide our grouping of papers into sessions. Each of your preferred themes may be selected from any of the 5 categories.
Submitting Abstract and Author Information:
Please follow the instructions on the abstract form when entering your abstract. The general guidelines are provided here as a guide to help you plan in advance.
- We strongly suggest preparing your abstract as a file you save on your own computer and then copying it into our system.
- 5:00 PM Eastern is the submission deadline. Please note that the abstract form will close at this time, even if you have only partially entered your abstract!
- The abstract body is divided into 2 sections. The word limit is 200 words per section (400 words total). The two sections are a) Background/Questions/Methods, in which you should clearly identify the objective of the study; and b) Results/Conclusions in which you should explicitly report specific results of the study.
- If the form says you are missing the section headings, check your spelling. A simple typo (Question instead of Questions) will cause this to occur.
- Results are required. Abstracts without explicitly stated results will be REJECTED. These results may be preliminary but they may not be vague. If you are presenting a non-traditional research paper, it is understandable that the abstract would lack quantitative data; however, it is still expected that your talk will have a “take-home message” describing specific findings.
- How to format your title. The title is limited to 255 characters (about 50 words). Mostly you should enter it as you would a sentence: capitalize only the first word and proper nouns, italicize only as necessary for specific words. You should capitalize first word following a colon. Do not end your title with punctuation unless it is a question. Do not bold anything in the title.
- How to format author names. For each author, enter the full first name, any middle initials, and the full last name. Do not add punctuation after any of the names.
- Missing coauthors are a common issue. Please check at the time of submission to make sure everyone who should be listed has been listed. Students, have you included your advisor?
- How to format author affiliations. Our author profile has one field for department and one for affiliation – check that you are not accidentally switching these fields. Only the author’s affiliation will appear in the official conference program, and this should be the name of the institution. There is no field for job title.
- How to select special characters, symbols, and font styles. These are available from a pull-down menu of options on the abstract submission form. You may italicize scientific names and format superscripts and subscripts for chemical names.
Example abstract from the 2012 meeting program.
- If you enter an incorrect email address, notifications from ESA will not reach you! Be sure to carefully check your email address for any typos when submitting your abstract. If you have entered your email correctly you will receive an automated email after completing and submitting the first page of abstract information.
- Please retain your notification of receipt. Your abstract will be assigned an Abstract ID Number. Please do not delete the email containing this ID number as it is the quickest and most accurate way for us to look up your abstract when you contact us with a question.
- Notification of receipt. You will be automatically notified when your abstract has been submitted, using the e-mail address entered on the submission form. You can return to edit your abstract until the submission deadline, May 9, 2013.
- Notification of acceptance. You will be notified of acceptance or rejection of your abstract by email by June 6, 2013.
If you encounter problems during abstract submission, contact Jennifer Riem, preferably by email, and include the abstract ID number.
- How to access your abstract later. You may view your abstract by going to: http://eco.confex.com/eco/2013/cfp.cgi and entering the Abstract ID Number and password received at the time of submission.
- Edits are not possible after the submission deadline. Because these abstracts will be reviewed quickly during the final stages of program preparation, there will not be time for revisions. Authors are strongly advised to check their abstract very carefully at the time of submission.
- Missing coauthors are the most common reason for editing requests. Please check at the time of submission to make sure everyone who should be listed has been listed. Students, have you included your advisor?
- The deadline for cancellation without risk of penalty is May 1, 2013. Note that this precedes the Latebreaking submission deadline! For more information on ESA’s cancellation policy, continue reading through the next section.
- Payment information for a cancellation fee is required at the time of abstract submission. Each person who submits an abstract, whether for an oral paper or a poster, MUST also provide payment information (credit card or check) to ESA. No abstract submission will be accepted for presentation unless this payment information is received by ESA.
- The fee will only be charged if the presenting author cancels after May 1 or is a no show. Payment information provided during abstract submission will be used to process late cancellation/no show fees ONLY if the presenter either: 1) cancels after the May 1, 2013 deadline or 2) fails to show up to present his/her paper or poster and does not arrange for a co-author or other alternate person to present the abstract. The fee is $60 for oral presentations and $40 for poster presentations.
- Submitting an abstract and the cancellation fee information DOES NOT register you for the conference. Registration is a separate process which will open in the spring. All presenters of accepted abstracts will need to register later. We will remind presenters to register in meeting correspondence.
- Please do not submit an abstract “just in case.” Before submitting an abstract, authors should be reasonably confident that they will attend the meeting and make the presentation as scheduled. If there is some unavoidable uncertainty then please confirm your plans or cancel before May 1.
- A replacement speaker is allowed if your plans change close to the conference dates. If circumstances prevent attendance for a scheduled presentation, the presenting author should attempt to find another person to make the presentation on their behalf. A coauthor is ideal, but the substitute speaker does not necessarily need to be a coauthor. If you have arranged for a replacement speaker after May 15, you do not need to notify ESA because we cannot update the program. However, please notify session organizers if applicable.
- If cancellation is unavoidable, the author should notify Jennifer Riem by email as soon as possible. Please let us know if you will not be able to present, even if you are cancelling on a date close to or during the Annual Meeting. If you are cancelling after May 1 and would like us to consider waiving the applicable penalties, please include a brief reason for the cancellation.
G. Penalties and Fees for Cancellations/No-Shows
Late cancellations and failures to give scheduled presentations (no shows) are disruptive and leave costly gaps in the program that are distracting to all attendees.
Therefore, ESA has adopted the following cancellation policy and fee schedule (all values are in US dollars):
ESA’s late cancellation and no show policy:
- In all cases where cancellation is unavoidable, the author should notify Jennifer Riem by email as soon as possible.
- The deadline to cancel without penalty is May 1, 2013. After May 1, 2013 authors are charged a late cancellation fee.
- After May 15, 2013, authors are charged a late cancellation fee and banned from presenting at the 2014 conference.
- Presenting authors who do not notify ESA of cancellation and fail to present at the scheduled time (no shows) are at risk for the late cancellation fee and a 2 year presentation ban (2014-2015).
- The late cancellation fee is $60.00 US Dollars for oral presentations and $40.00 US Dollars for poster presentations.
Exceptions: Cancellation fees and penalties may be waived for extenuating circumstances. Consideration will be made on a case-by-case basis. Please include a brief reason for the cancellation if you would like us to consider waiving the applicable penalties.
Fees for cancellations will be processed and decisions regarding bans from future meetings will be made after the Annual Meeting.
H. Begin Submission Process
To begin the submission process, please click here.
For further information consult the ESA meeting web site or contact the Program Chair, Debra Peters, or Program Coordinator, Jennifer Riem:
Dr. Debra P. C. Peters