Submit Your Workshop Proposal

2019 ESA Annual Meeting
Louisville, Kentucky
August 11 – 16, 2019

Deadline

5:00 PM Eastern (2:00 PM Pacific)
Thursday, November 15, 2018

Proposals that are incomplete or received after the deadline will not be considered.

All ESA Annual Meeting proposal and abstract deadlines are 5:00 PM Eastern so that technical support and ESA staff assistance will be immediately available when submitters need it. If you begin your submission very close to the deadline, you are choosing to take a risk and we will not make an exception if you don’t complete your submission in time. The form automatically closes at 5:00 EST (2:00 PST) whether you have completed your submission or not.

ESA meetings, open to ESA members and those interested in ecology, are among the most respected meetings of ecologists in the science community. ESA is committed to providing a safe, productive and welcoming environment for all meeting participants and ESA staff. All participants including, but not limited to, attendees, speakers, volunteers, exhibitors, ESA staff, service providers and others are expected to abide by the ESA Meetings Code of Conduct.  The Code of Conduct applies to all ESA meeting-related events including those sponsored by organizations other than ESA but held in conjunction with ESA events, in public or private facilities. In addition, ESA members and authors of ESA publications must adhere to the ESA Scientific Integrity and Professional Ethics Policy.

How to Submit

You must submit your proposal using the online submission form. Proposals sent by email will not be considered. Click the link below to begin by selecting which type of proposal you would like to submit. You will be able to return to the proposal to edit it until the submission deadline has passed. Information on how to do so will be included in two automated emails you will receive, first when you begin and then when you complete your submission.

About Workshops

We invite proposals for workshops for the 2019 ESA Annual Meeting. Workshops are sessions intended to convey specific knowledge or skills. Two brown horses stand at a black fence on a farm with lush green turf. These sessions are not appropriate for the presentation of formal research talks and do not include presentation abstracts. Workshops are more interactive and informal than formal paper sessions, and they can involve extended discussion as well as hands-on training. Workshops may involve one or several leaders / presenters. A strong workshop proposal will make clear what knowledge, skills, tools, or insights participants might expect to gain from the session.

Proposal Format

The information listed below must be submitted through the online submission form. It is provided here to assist you in planning your submission. The form may differ slightly from the version listed here. Proposals that are incomplete or received by email will not be considered. You may begin a submission and then return to edit it up until the deadline.

Components of a workshop proposal

  • Session title
  • Session description (appears in the online program only; 250 words max.)
  • Summary sentence (appears in print program only; 50 word max.)
  • A lead organizer (Required; name, institution, and email).
  • Co-organizers (Optional; name, institution, and email for each).
  • Maximum number of participants (to assist in room assignment)
  • Requested day and time:
    • Sunday morning (8:00 – 11:30 AM; 3.5 hours)
    • Sunday afternoon (12:00 – 5:00 PM; 5 hours)
    • Sunday full day (8:00 – 5:00 PM; 9 hours)
    • Monday, Tuesday, or Thursday lunch break (11:30 am – 1:15 pm; 1.75 hours)
  • Room set-up: Room set-up is limited to theater for weekday workshops in order to give priority to paper sessions. Sunday workshops may request theater or classroom.
  • Food and beverage request: none, coffee, soda and water, snacks.
  • Anticipated equipment needs: None, wireless internet connection, flip chart and easel.
  • Do you have funding to pay for food, beverages, extra A/V equipment, or other costs of running this workshop? What is the source of the funding? What expenses would it cover, and for what amount?
  • Are there any other sessions proposed for the meeting that this session should not conflict with?
  • Is there a session (formal scientific session, business meeting, or mixer) that this session is intended to immediately precede or follow?

Workshop logistics

The standard A/V setup is a screen, LCD projector, and laptop (with sound). Any additional equipment, such as flip charts, must be requested in the proposal and may incur additional fees.

We anticipate that wireless internet will be available this year. Since wireless may not be available in all of the rooms we are using, it is important to specify at the proposal stage whether it is required so that we can plan accordingly.

Session and presentation rules

Workshops are required to have one organizer who will be the point of contact for correspondence with ESA and will be asked to make decisions regarding the session during planning. Co-organizers may also be listed, but the lead organizer is the point of contact.

To promote diversity of sessions and topics, no person will be permitted to serve as the lead organizer for more than two workshops and/or special sessions at the 2019 Annual Meeting. A group of organizers may propose multiple linked sessions. Each session should be submitted separately and it should be made clear which other proposals it is linked to, as well as its intended order in the sequence of the events.

Note that the One Presentation Rule does not apply to workshops and special sessions. Anyone presenting in a workshop or special session may also present in a scientific session (a formal talk or poster).

Scheduling requests

To avoid conflicts with scientific sessions, workshops are not scheduled concurrently with oral or poster sessions. Workshops may be scheduled for a full or half day on Sunday or over a weekday lunch.

The program committee will consider the requested day and time during session scheduling but is unable to honor all requests. Accepted sessions will be scheduled to minimize topic overlap and as meeting space and logistics allow. Scheduling will be emailed to session organizers by mid-February.

Meeting registration and workshop fees

Workshops are open to all meeting attendees on a first-come, first-serve basis. Some workshops may require an advance signup fee through the meeting registration form.

Workshops held on Sunday require an advance signup fee to cover costs of weekend meeting space.

All workshops held during lunch on weekdays will be free to ESA attendees unless costs for additional requests such as food, refreshments, or special equipment must be factored in. Meeting attendees may choose to participate in any free workshop without advance notice. Since there is no advance sign up, organizers will not know in advance how many people plan to attend.

Minimum and maximum participants

All workshop proposals must indicate maximum participation to help with room assignment.

By this number we mean, what is the maximum number of participants you could manage for this workshop?

Workshops that do not meet a minimum of 10 registrants (not counting organizers and co-organizers) by mid July will be cancelled. This decision will communicated to the session organizer, so it is critical that we have appropriate contact information for the lead organizer during July. If a workshop meets minimum registration, it is expected to proceed.

Other important information to consider

Acceptance of your proposal does not obligate ESA beyond providing a meeting space and including the workshop in the program. We especially stress that no ESA funds are available for waived or reduced meeting registration, honoraria, refreshments, special A/V needs, or travel expenses for workshop organizers or participants. All organizers and participants must register for the conference at the one day or full week rate. Organizers are responsible for making this clear to anyone they recruit to help with the session. ESA will not reimburse workshop organizers for expenses.

Evaluation Process and Criteria

Proposals for workshops are reviewed and selected by the Program Chair in consultation with peers s/he may invite to assess proposals. Proposals may be from any area of science related to ecology, but those that pertain to the overall theme, “Bridging communities and ecosystems: inclusion as an ecological imperative” are especially encouraged. We also welcome proposals that explore connections with the social or natural sciences or that are directed to ecological education at any level.

The primary criteria for acceptance include scientific merit, probable interest by meeting attendees, and a clearly written and compelling description. Limits of space and time may make it impossible to accommodate all worthy submissions. The Program Chair has final authority for acceptance and scheduling for any proposed workshop.

If Your Proposal Is Accepted

All submitters will be notified of acceptance decisions by mid-January. At that time, organizers will be provided with instructions to begin preparing the session for the online program in the spring.

Finalized information for all accepted workshops will be available in the online program when registration opens (typically in early April).

Cancellation Policy

Once a workshop has been accepted and listed online, cancellation imposes a serious burden. Do not submit a proposal if you are uncertain that you will be able to fulfill your obligation to organize and conduct the session. Once a session is accepted by the Program Chair, cancellation by the session organizer may preclude the acceptance of any sessions proposed by the organizer for the 2020 ESA Annual Meeting.

Important Dates

November 15, 2018 Deadline for submitting a proposal to ESA.
January 10, 2019 Notification of acceptance sent to organizer.
February 7, 2019 Notification of scheduling (session date and time) sent to organizer.
Early April 2019 Finalized session information is available in the online program

Questions?

Dr. Ryan McEwan
Program Chair
Department of Biology
The University of Dayton
Dayton, OH 45469
Phone (937) 229-2558
E-mail: ryan.mcewan@udayton.edu
Jennifer Riem
Science Programs Coordinator
Ecological Society of America
1990 M Street, NW, Suite 700
Washington, DC 20036 USA
Phone: (202) 833-8773 x 218
Email: jennifer@esa.org