Will this year’s meeting be held in person?

In the interest of the health and safety of our attendees, ESA will once again transition its Annual Meeting to an all-virtual model. It provides an opportunity for you to join colleagues and leaders from across the field and around the world for five days of inspiration and community focused on your research and your career.

When is the abstract deadline this year?

Thursday, February 25th at 5:00 PM Eastern (2:00 PM Pacific). Find other important dates here.

What happens if I need to cancel my presentation after submitting an abstract?

When submitting an abstract, presenters should be reasonably confident that they will be able to give the presentation as scheduled. Keep in mind we will have a remote presentation option this year even if we have a hybrid event, so you do not need to cancel if you could present remotely.

We understand that planning ahead is particularly challenging this year. Please notify ESA Meetings as soon as possible if a presentation needs to be cancelled. Please cancel by May 1 if possible, to help us minimize gaps in the final meeting program. Cancellations received by the May 1 deadline will receive an abstract fee refund (in cases where an abstract fee was paid).

When will meeting registration open?

We are planning to open registration in May.

What time will the meeting start and end each day?

We are anticipating that live discussion on meeting days will run 7:00 AM to 5:00 PM Pacific Time. Attendees will have access to on demand content at any time.

Where is my notification email?

Do you have a submission that you have not received an acceptance notification for within the promised timeframe? First, check your junk mail folder. If you see a notification there, please mark it as “not junk” and whitelist the sender. If you don’t see a notification in your junk mail, please contact meetings@nullesa.org with your abstract or proposal title and ID number for more information. We notify everyone of all decisions, including rejections, so please let us know if emails are not getting through to you.

What should speakers planning to give a contributed talk expect this year?

All contributed oral sessions will be virtual this year. Speakers giving a contributed talk will upload a presentation in advance of the meeting (around mid to late July). This presentation will be available on demand (available at any time) to all registered attendees starting one week in advance of the meeting. This will allow registered attendees to watch presentations in advance of scheduled live discussions. Recorded talks are highly encouraged for authors who can record them; however, we realize some authors may face technical or other constraints that do not allow this. Authors will have the option to upload their slides or a recording. Authors will also be able to upload supplemental files such as a handout, a copy of the slides to accompany a recording, and a transcript of the audio from a recording. Transcripts are highly encouraged to help make the recordings as accessible as possible.
Contributed oral speakers should also expect to participate in a live virtual discussion scheduled during the meeting (Monday – Thursday). This discussion will include all of the speakers in each session and will be moderated by a presider. This discussion will not include presentations, although presenters may share specific slides as needed to help support the discussion.

What should presenters planning to give a contributed poster expect this year?

All contributed poster sessions will be virtual this year. Presenters giving a contributed poster will upload a presentation in advance of the meeting (around mid to late July). This will include an optional (highly encouraged) short (3-5 minute) audio walkthrough of the poster recorded by the presenting author. This poster will be available on demand (available at any time) to all registered attendees starting one week in advance of the meeting. This will allow registered attendees to browse posters in advance of scheduled live discussions. Audio walkthroughs are highly encouraged for authors who can record them; however, we realize some authors may face technical or other constraints that do not allow this.
Contributed poster presenters should also expect to participate in a live virtual discussion scheduled during the meeting (Monday – Wednesday). This discussion will include all poster presenters in the session and will be moderated by a presider. This discussion will not include presentations, although presenters may share their poster as needed to help support the discussion. We will schedule posters in smaller groups than usual (6 posters) to help facilitate discussion.

Can I share my presentation outside of the meeting?

Yes. Your presentation is your content and you can share it outside of the conference website.

Is there a student award at the Annual Meeting?

Yes, there are student awards for contributed talks (Buell Award) and contributed posters (Braun Award). These awards recognize outstanding student presentations at the Annual Meeting. Any student who has submitted a contributed abstract for the meeting where they are both the presenting and lead author can apply for this award. Applicants will have their presentation judged during the 2021 Annual Meeting. This year’s submission deadline is Thursday, March 4 at 5:00pm Eastern Time. Applicants should submit their abstract to the meeting first, then submit their application for the student award. Learn more here.

Do I need to sign up in advance for workshops and short courses?

Yes. Advance signups will be required for all workshops and short courses whether they are in-person on virtual. Short courses will require a fee.

Workshops will not require a fee. Anyone will be able to add workshops for free to their overall meeting registration. Advance signups will be required for in-person workshops to keep the number of attendees in each workshop in compliance with social distancing guidelines. Advance signups will be required for virtual workshops to keep the number of attendees in each workshop within a feasible capacity for effective online learning.

Who will have access to materials uploaded for workshops and short courses (slides, prerecorded videos, handouts, recordings of live trainings)?

Files for workshops will be available to all meeting attendees. If you have registered for the ESA meeting, but were not able to sign up for a workshop, you will be able to access any related files later.

Files for short courses will be available only to attendees who signed up for that short course and paid the fee.

The session proposal submission form asks me to indicate whether I prefer an in person or virtual session. What does this mean for the session I am proposing?

Proposal submitters are asked to indicate their preference for an in person or virtual session at the time of submission. This question is specifically asked to help ESA plan for a hybrid meeting scenario. If in-person elements are not possible, the meeting will be entirely virtual, with all accepted sessions held online regardless of the preference indicated in the session proposal. We will keep all session organizers updated as we receive more guidance on best practices from our meeting venue and the state of California. Rest assured that this is only a preference, not a final decision of any kind. If we are able to proceed with a hybrid event, session organizers will have the opportunity to revisit this preference during a later stage of planning.