Call for Workshop Proposals
94th ESA Annual Meeting
Albuquerque, New Mexico
August 2 - 7, 2009
Call Open: October 9 - December 4, 2008
We invite proposals for workshops at the 94th ESA Annual Meeting. The meeting will be held August 2-7, 2009, in Albuquerque, New Mexico at the Albuquerque Convention Center.
Workshops are sessions intended to convey specific knowledge or skills; they are not intended for the presentation of research papers. Workshops are frequently more interactive and informal than sessions within the formal scientific program, and often involve extended discussion. They are not scheduled concurrently with symposia, organized oral, contributed oral, or poster sessions. Workshops may involve one or several leaders/presenters, and may include computer-based or other ‘hands-on’ training. Workshop proposals should make clear what skills, tools, or insights participants might expect to gain from the session.
Workshops are typically scheduled for full or half days and are usually held prior to the beginning of the formal scientific program, running concurrently with field trips – on Saturday or Sunday or, in some cases, on both days. Weekend workshops may be linked with a scientific field trip. Proposals for 1.75 hour lunch break workshops during the week and 2 hour evening sessions may also be submitted. Workshops will be offered both Saturday and Sunday, August 1 and 2, during the lunch break (11:30 am-1:15 pm) Monday, August 3, Tuesday, August 4, and Thursday, August 6, and during the evenings (8-10 pm) Monday, August 3 through Wednesday, August 5.
Workshop structure is determined by the organizers, but sessions typically have maximum enrollments, and may specify prerequisites for participation. However, they should be open to all meeting attendees, first-come first-serve, who meet these prerequisites. Workshops may have a registration fee to cover A/V or other equipment and preparation costs. Note: ESA will not reimburse workshop organizers for any expenses. Costs may be covered by a sponsoring group or organization – if so, this should be made clear in the proposal.
For examples of past workshops, please consult the program schedule from the ESA Milwaukee meeting, held in August 2008.
Applications must be received on or before December 4, 2008, and be submitted using the online submission site at http://eco.confex.com/eco/2009/cfp.cgi
- Evaluation Process and Criteria
- Submission Procedure
- If Your Proposal is Accepted
- One Presentation and Organizer Limit Rules
- Session Fees, Equipment, and Registration Limits
- Cancellation Policy
- Application Format
- Critical Dates
Proposals for workshops are reviewed and selected by the Program Chair in consultation with peers 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, Ecological Knowledge and a Global Sustainable Society, 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 and justification. Limits of space and time may make it impossible to accommodate all worthy submissions.
All proposals MUST follow the format of the online proposal submission form. Incomplete and inaccurate information provided on these forms may result in the proposal being rejected. Information requested includes complete contact information for all co-organizers, a description of the workshop, explaining its purpose and general structure (250 word maximum), a <50 word summary sentence, and a list of speakers/panelists, if appropriate.
All sessions must have a lead organizer who serves as the primary contact, who will be readily available by email and phone in the months leading up to the meeting and who is expected to be present at the meeting. A secondary contact is also required.
All organizers will be notified of the acceptance of their proposal by January 15, 2009. If accepted, your workshop description will be posted on the annual meeting website and a summary sentence will appear in the printed program. The description and summary sentence should be written with particular attention to attracting attendees, and should be submitted in the correct format on the website proposal submission form available through the ESA meeting website. Other contributors and their topics can be mentioned in the description, but there is not space for a detailed agenda.
We encourage workshop organizers to provide additional appropriate information to registered participants prior to the meeting; however it will be your responsibility to distribute it to them. To facilitate this distribution, ESA will provide you with a list of registrant email addresses approximately 2 to 3 weeks before the meeting.
Note that the organizers, leaders and participants in a workshop are not precluded from also being first author or presenter on a poster, contributed oral, organized oral, or symposium talk.
To promote diversity of sessions and topics, no person will be permitted to organize more than two workshops or special sessions at the 2009 Annual Meeting.
NEW THIS YEAR: All workshops held during a lunch or evening session Monday-Thursday of the Conference will be free, unless additional refreshments or special equipment, including internet access, is requested. Special requests must be noted at the time of proposal submission. As in the past, registrants of workshops held on Saturday or Sunday preceding the Conference will be assessed a fee to cover meeting space. This fee will be raised if the organizer requests refreshments or special equipment, including internet access.
All workshop proposals must indicate minimum and maximum participation. Your specification of the minimum number of participants is important. ESA will cancel your workshop if the minimum is not met. We will make this decision in early July based on the registration in your workshop as of June 27, 2009. All cancellation decisions will be made in consultation with the organizers, so it is critical that we have appropriate contact information for the organizers for the late-June/early-July time period. If your workshop meets its minimum registration, you are expected to proceed with the workshop.
An important note regarding funds: Acceptance of your proposal does not obligate ESA beyond assuring you of a meeting space and inclusion in the printed program. We stress especially that no ESA funds are available for honoraria, refreshments, or travel expenses for workshop participants or organizers. Further, meeting registration is not waived. ESA will not reimburse workshop organizers for expenses related to the workshop. Anyone participating in any capacity in a workshop must be registered for at least one day. Organizers are responsible for making these facts clear to persons they invite to participate.
Once a workshop has been accepted and listed online, it imposes a serious burden to cancel it. Do not submit a proposal if you are uncertain that you will be able to fulfill your obligation to organize and conduct the workshop. Once a scheduled workshop reaches the minimum registration, cancellation by the workshop organizers will preclude the organizers from being allowed to submit any proposals for workshops for the 2010 ESA annual meeting.
Please note this information must be entered on the website proposal submission form. It is provided here only to assist you in planning your submission. Also, note that the website format may differ slightly from the format listed here. All information requested must be submitted.
DEADLINE FOR APPLICATION RECEIPT: DECEMBER 4, 2008
Components of a Workshop Proposal
- Title of the session
- Description of the session (250 words max.)
- Summary sentence (50 word max.)
- Names and contact information for the lead organizer, a secondary contact and any co-organizers
- Minimum and maximum number of participants
- Proposed starting and ending times:
Full day: usually starts at 8 or 8:30 and ends at 4:30 or 5 (Saturday and Sunday only)
Half day: usually 8 am - 12 pm or 12:30 - 4:30 pm (Saturday and Sunday only)
Lunch break: 11:30 am - 1:15 pm (Monday, Tuesday, or Thursday)
Evening: 8 - 10 pm (Monday, Tuesday, or Wednesday)
- Preference of day for this session:
Saturday, August 1 - Thursday, August 6
- Anticipated equipment needs:screen, LCD projector, dedicated laptop computer, slide projector, overhead projector, flip charts, VCR and monitor, Internet connection (note that provision of an internet connection cannot be guaranteed and incurs additional fees)
- Room set-up desired: theater, conference, hollow square, rounds, other
- Food and beverage requested for your workshop – NOTE: charges to session attendees are increased if the organizers wish to serve food.
- Outside underwriting of special session fees and/or group or agency sponsors for the session (if any)
- Is the session intended to follow a symposium or organized oral session? If so, which one?
- Is the session linked to a business meeting or mixer of any ESA Section, Chapter, or other group? If so, which one?
You MUST submit your proposal using the website proposal submission form. You will be notified electronically concerning receipt, review, and acceptance of your proposal, using the return e-mail address that you provide. The notice of receipt will include a reference number that you will need to retain. If the return email address is incorrect, you will not be notified. If you do not hear from the Program Chair or the Program Assistant regarding receipt of your proposal by December 15, 2008, please contact Aleta Wiley to confirm that your proposal was received. You may view your proposal by accessing the website and entering your proposal number. The website and proposal number will be provided to you when we acknowledge receipt of your proposal.
The complete scientific program should be on the ESA website by May 15, 2009, and each accepted proposal organizer or submitter should check for the exact time and location of her/his workshop. As a courtesy to workshop participants, upon receipt of the registration email list, organizers should plan to notify all workshop leaders and participants in her/his workshop concerning the date, time, and place of the workshop.
December 4, 2008: Deadline to submit workshop proposals
December 15, 2008: Contact Aleta Wiley if you have not received confirmation of your submission
January 15, 2009: Notification of proposal acceptance sent to organizers
February 19, 2009: Notification of date, time, and location of workshops sent to organizers
May 15, 2009: Final scientific program published. Organizers should check time and location of their session and notify their presenters.
Mid-July, 2009: Registrant lists emailed to lead organizer.
For further information, consult the ESA web page (http://www.esa.org/albquerque) or contact the Program Chair, Scott Franklin, or the Program Assistant, Aleta Wiley.