Other details to consider<\/h3>\n\n\n\n

In the interest of broadening participation, an individual can be the lead organizer for only one invited paper session (symposium, organized oral session, Inspire session).<\/p>\n\n\n\n

One presentation rule<\/h3>\n\n\n\n

Speakers who commit to speaking in a symposium should be aware that the one presentation rule will be enforced. Anyone who is the presenter in the session cannot also present a talk or a poster in another scientific session (symposium, organized oral, contributed talk, contributed poster, latebreaking poster). Organizers are responsible for notifying any speakers they recruit about this rule. The one presentation rule does not apply to participants speaking in Inspire sessions, special sessions, short courses, workshops, or a plenary.<\/p>\n\n\n\n

There is an exemption to the one presentation rule for an author submitting an abstract for a second presentation IF the second abstract is primarily focused on education or outreach. If a speaker is unsure whether an exemption would apply in their case, they are welcome to ask the Program Chair in advance.<\/p>\n\n\n\n

Meeting registration<\/h3>\n\n\n\n

All speakers are required to register for the conference. Organizers are responsible for making this clear to their speakers early on when it is easier to replace speakers.<\/p>\n\n\n\n

If Your Proposal is Accepted<\/h2>\n\n\n\n

After acceptance decisions have been made and the scheduling for the meeting is underway, cancellations and schedule changes are very disruptive to meeting planning. It is therefore very important that session organizers obtain firm commitments from their invited speakers before submitting their proposal. If a proposal is accepted, the organizer will be required to submit an up-to-date version of the session details and confirmed speaker list within a few weeks of acceptance.<\/p>\n\n\n\n

Communication with speakers<\/h3>\n\n\n\n

If a proposal is accepted as a session, it is very important that the organizer communicates with speakers starting with the acceptance of the session and continuing throughout all stages of program development. This includes communicating with speakers about session acceptance, abstract requirements and deadlines, session scheduling, and expectations for participation in the conference. Ongoing and clear communication will be especially important this year given the uncertainty of current events that could affect the meeting format and structure.<\/p>\n\n\n\n

Other helpful information<\/h3>\n\n\n\n

Here are a few details that all speakers should know up front. Miscommunication about them can disrupt session planning later in the process.<\/p>\n\n\n\n

We are unable to honor scheduling requests. When asking speakers to commit to the session, organizers should inform them that the session could be scheduled any day Monday through Thursday. We cannot schedule or move a session to accommodate the availability of speakers.<\/p>\n\n\n\n

Speakers who fail to submit an abstract on time will be removed from the session. It is the responsibility of the session organizer to make sure each speaker submits an abstract for their talk using the unique link that will be emailed to each speaker in late January. It is important to make sure all speakers are aware of the abstract submission deadline early on.<\/p>\n\n\n\n

All speakers are required to register for the conference. Organizers are responsible for making this clear to their speakers early on when it is easier to replace speakers.<\/p>\n\n\n\n

Bulletin report<\/h3>\n\n\n\n

With the acceptance of your symposium for inclusion in the annual meeting, you and your team also must prepare a report on the symposium for the ESA Bulletin by November 10th, 2023 (after the August meeting). If this is an inconvenience, we can negotiate the next deadline at February 10th, 2024.<\/p>\n\n\n\n

The report should be informative of the main points made in the symposium. The format can be of your choosing either reporting on what individual speakers said or a synthesis of the main points. The length can be up to 5 to 10 typed pages although longer can be discussed with the Editor in Chief. Pictures and graphs are encouraged. We look forward to your submission. Submission is by scholar1 on the ESA Bulletin manuscript submission site. If you have acted as a co-author or reviewer on an ESA Journals manuscript in the past five years, you will already have log-in credentials.<\/p>\n\n\n\n

Cancellations<\/h3>\n\n\n\n

For session organizers<\/h4>\n\n\n\n

Once a session 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 organizers will preclude the organizers from being allowed to submit any proposals for sessions for the 2024 ESA Annual Meeting.<\/p>\n\n\n\n

For presenters<\/h4>\n\n\n\n

When submitting an abstract, presenters should be reasonably confident that they will attend the meeting and give the presentation as scheduled.  We understand that planning ahead is particularly challenging this year, but the presenting author should notify ESA Meetings as soon as possible if a presentation needs to be cancelled.  Please cancel by May 2 if possible, to help us minimize gaps in the final meeting program as well as receive an abstract fee refund if you paid the fee.<\/p>\n\n\n\n