Frequently Asked Questions
FAQ by Meeting Attendees
- How do I register for the meeting? How much does it cost?
Registration will open in mid-May. You can register by going to the Registration page and completing either the electronic or paper Registration Form. The Registration page also lists the cost of meeting registration.
- Where should I stay and how do I get the ESA accommodation rate?
ESA has reserved room blocks at several local hotels. Details will be available in May. You can find more information about accommodations as it becomes available by going to the Registration page.
- I need monetary assistance to attend the meeting. Can ESA help me?
ESA does not have funds for travel assistance to the meetings. However, there are a few student travel awards available and this information can be viewed by going to the Student Awards page and the REU page. Additionally, ESA needs volunteers for various duties at the meeting, and will reimburse registration fees for volunteers after the Meeting. Volunteers must be students. Information is available on the Volunteer page.
- I need a receipt for my registration fee. How can I get that?
An email confirming your registration request will be sent to you if you submit an electronic registration form. More formal receipts will be provided to all registrants with your meeting materials provided onsite. If you need a receipt before then, please contact our Registrar at email@example.com.
- My institution requires a letter of invitation. How do I get that?
Please contact our Registrar at firstname.lastname@example.org to receive a letter of invitation. In the email include your name, address, presentation title, and type of presentation (oral, poster, etc).
FAQ by Session Organizers
- How can I tell if all invited speakers in my session have submitted abstracts?
All abstracts submitted for symposia, organized oral sessions, workshops, and special sessions will appear by session on the Program Schedule page within 24 hours of submission. If speakers in your session have not submitted an abstract, it is your responsibility to contact them and make sure they do. The abstract submission deadline is March 1, 2007.
- I need to make revisions to my session. How do I do that?
You may make revisions to your session until May 1, 2007 by sending an email to Program Assistant Marie Fredlake (Acting Program Assistant) at email@example.com.
- I would like to schedule a meeting or event during the ESA/SER Joint Meeting. How do I do that?
Please contact Meetings Manager Michelle Horton at firstname.lastname@example.org by March 1, 2007.
FAQ by Presenters
- Can I still submit an abstract after the March 1 deadline has passed?
Late abstracts will not be accepted under any circumstances! However, there will be a call for Latebreaking and Newsworthy Posters open from May 1-June 1, 2007. Abstracts submitted as Latebreaking and Newsworthy must be recently completed research that was not finished by the March 1 deadline. Posters accepted for this session will be presented on Friday, August 10, 2007 (no oral presentation slots will be available).
- My institution requires a letter of invitation or a letter of credentials. How do I get that?
Please contact our Registrar at email@example.com to receive a letter of invitation or a letter of credentials. In the email include your name, address, presentation title, and type of presentation (oral, poster, etc).
- I will require special equipment to present my presentation/poster. Who can I contact about this?
Only the standard equipment listed on the Presentation Guidelines and Poster Guidelines pages will be available.
- I need to make corrections to my abstract. How do I do that?
Corrections are not possible after June 1. However, if you need to make corrections before that date, you may do so by going to the Abstract Submission site and entering the user id and password you received with your initial submission.
- I will no longer be able to attend the meeting. How do I cancel my presentation and receive a refund?
In order to not be charged the Late Cancellation Fee, you must cancel your presentation before the May 1, 2007 deadline OR arrange for someone else to present your presentation. Please notify Program Assistant Marie Fredlake (Acting Program Assistant) at firstname.lastname@example.org as soon as possible if you need to cancel your presentation.
- Where and when do I need to load my oral presentation?
All presenters will be expected to contact their session presider or projectionist at least 20 minutes in advance of the START of their session to pre-load their presentations onto the dedicated laptop. Acceptable media: Discs, CDs, Zip disks, Flash drives. You will need to ensure that these are compatible with our laptops – which will have Zip drives, CD readers, and USB ports.
- What audiovisual equipment will be available for oral presentations.
Each meeting room will be equipped with an LCD projector and dedicated PC laptop operating on Windows 2000 and XP, and loaded with MS Office 2000 and Adobe Acrobat 6.0. MAC format is not supported.
- In what format should my oral presentation be?
Microsoft PowerPoint and Adobe Acrobat Reader 6.0 are the only acceptable audiovisual formats for electronic presentations. Corel presentations, embedded animations or graphics, and MAC format are NOT supported.
- When should I set up and take down my poster?
The morning of a presenter’s poster presentation, set up is between 7-8 am. Posters must be taken down on the day the poster is presented between 6:30-7 pm Monday through Thursday, and between 11:30 am-12 pm if presented on Friday. Posters left up beyond these scheduled times will be taken down and may be damaged or discarded.
- What is my poster number? When is my talk scheduled?
All presenters will be notified by email in May of their scheduled presentation. If you do not receive email notification you can check the Program Schedule.