{"id":2053,"date":"2023-02-02T21:34:52","date_gmt":"2023-02-02T21:34:52","guid":{"rendered":"https:\/\/www.esa.org\/portland2023\/?page_id=2053"},"modified":"2023-05-17T18:36:20","modified_gmt":"2023-05-17T18:36:20","slug":"request-a-social-event","status":"publish","type":"page","link":"https:\/\/esa.org\/portland2023\/call-for-proposals\/request-a-social-event\/","title":{"rendered":"Request A Social Event"},"content":{"rendered":"\n

In Person or Virtual<\/h2>\n\n\n\n

Mixer | Reception | Business Meeting<\/h2>\n\n\n\n
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Submission Deadline<\/h2>\n\n\n\n

Thursday, April 13, 2023
5:00 PM Eastern (2:00 PM Pacific)<\/p>\n<\/div>\n\n\n\n

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Meeting Dates<\/h2>\n\n\n\n

August 6 \u2013 11, 2023
Portland, Oregon<\/p>\n<\/div>\n<\/div>\n\n\n\n

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 are unable to complete your submission in time. The form automatically closes at 5:00 EST \/ 2:00 PST whether you have completed your submission or not.<\/p>\n\n\n\n

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Important Note<\/h2>\n\n\n\n

Proposals that are incomplete or received after the deadline will not be considered.<\/p>\n<\/div><\/div>\n\n\n\n

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. 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<\/a>. This 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, all ESA meeting attendees must agree to abide by the ESA Scientific Integrity and Professional Ethics Policy<\/a> and the ESA Diversity Statement<\/a>.<\/p>\n\n\n\n

How To Submit<\/h2>\n\n\n\n

You must submit your request using the online submission form. Requests sent by email will not be considered.<\/p>\n\n\n\n

Click the link below to begin. You will be able to return to the request 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.<\/p>\n\n\n\n

To submit a request, you will need to log in using an ESA member account. If you have been an ESA member or registered for an ESA meeting in recent years, you should already have an ESA member account. Your username and password to log in for the meeting are the same as for your ESA member account. If you have not been an ESA member or registered for an ESA meeting in recent years, you will need to create an ESA member account before you can submit. You do not need to pay membership dues to create an ESA member account or submit for the meeting.<\/strong><\/p>\n\n\n\n

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Submit An Event Request<\/a><\/div>\n<\/div>\n\n\n\n

About the 2023 Annual Meeting<\/strong><\/h2>\n\n\n\n

ESA is monitoring the ongoing situation with COVID-19. We continue to plan for an in-person meeting in Portland, with most sessions held in person. Speakers for in-person sessions should plan to present in person in Portland. ESA requires attendees to abide by any applicable local or state laws that may be announced at any time before or during the event, which may include wearing masks, engaging in social distancing, temperature checks, rapid testing, or providing proof of COVID-19 vaccination status.<\/p>\n\n\n\n

We will offer virtual short courses again this year, and we have accepted 42 invited paper sessions to pilot a new hybrid format. These hybrid paper sessions will include a combination of in person and remote speakers, with a livestream for virtual attendees. Hybrid paper sessions will take place in dedicated rooms with an ethernet connection, a camera, and a technician present to keep everything running smoothly. We will also consider requests for virtual social events that take place entirely in Zoom.<\/p>\n\n\n\n

About Social Events<\/h2>\n\n\n\n

We invite event requests for in person and virtual social events for the 2023 Annual Meeting. Networking is one of the most important benefits of conference attendance. Whether it\u2019s a small business meeting or a large evening mixer with food, beverages, and A\/V, a little advance planning goes a long way. To help us provide the appropriate in person or virtual setup and meet your logistical needs, anyone planning a social event (mixer, reception, business meeting) as part of the meeting program is required to submit an event request in advance. Social events can be requested for Monday through Thursday. If you are requesting multiple social events, you should submit a separate request for each event. If you are holding an event offsite and would like us to include it in the online program, please submit an event request and provide the offsite location (including its address).<\/p>\n\n\n\n

You can request an in person or virtual social event this year. Unless the event is ticketed, social events are open to all registered meeting attendees without any advance signup required.<\/p>\n\n\n

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Social events are not scheduled concurrently with oral or poster sessions. Social events will be scheduled to minimize topic overlap and as meeting space and logistics allow. We are planning to schedule social events for the traditional breakfast, lunch, and evening time slots. See the Event Request Format section for a complete list of potential timeslots.<\/p>\n\n\n\n

Feel free to contact us (meetings@esa.org) if you have questions about planning your event. We can help you figure out what you need to request to plan the event you have in mind. If you are in charge of an event that ESA has hosted before, we can help you estimate how many attendees you might expect based on past years.<\/p>\n\n\n\n

In Person Social Events<\/h3>\n\n\n\n
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In person social events will be entirely person. We do not have the technical resources to support hybrid social events that host a combination of in person and remote participants. If it’s important for this event to support remote participation, then you should request a virtual social event instead.<\/p>\n\n\n\n

We will accommodate room set requests as much as possible within the constraints allowed by social distancing requirements. We can only fulfill requests for food service, beverage service, or equipment that incurs costs if there is a source of funding available.<\/p>\n<\/div>\n<\/div>\n\n\n\n

Virtual Social Events<\/h3>\n\n\n\n
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Each virtual social event will be run as a Zoom meeting, with the option to choose a Zoom meeting managed by ESA staff in ESA\u2019s Zoom account or a meeting that you manage yourself in your own Zoom account. Social events run in an ESA Zoom account will not be recorded. If you are running a social event with your own Zoom account, you should not record the event unless all participants consent to be recorded.<\/p>\n\n\n\n

We encourage all social events to use the automated closed captioning feature in Zoom. If you use your own Zoom account to host the meeting, ESA will need the link and any information attendees will need to access the meeting (such as a password) in advance.<\/p>\n\n\n\n

If you are planning to use a Zoom meeting hosted by ESA, please indicate anything we might need to know about your anticipated logistical needs. For example, do you plan to use breakout groups?<\/p>\n<\/div>\n\n\n\n

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Event Request Format<\/h2>\n\n\n\n

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. Event requests 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.<\/p>\n\n\n\n

Components of an Event Request<\/h3>\n\n\n\n

For any event request, you will need to provide the following information:<\/p>\n\n\n\n