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 don’t complete your submission in time. The form automatically closes at 5:00 EST (2:00 PST) whether you have completed your submission or not.
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 for all meeting participants and ESA staff. 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. The 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, ESA members and authors of ESA publications must adhere to the ESA Code of Ethics.
You must submit your proposal using the online submission form. Proposals sent by email will not be considered. Click the link below to begin by selecting which type of proposal you would like to submit. You will be able to return to the proposal 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.
We invite proposals for field trips for the 2020 ESA Annual Meeting. Field trips allow participants to explore ecological attractions local to the meeting city and region. Trips may last part of a day, an entire day, or two days (with an overnight stay included). Most trips require bus transportation; however, we welcome walking and biking tours close to the convention center. Use of public transportation is also encouraged, if applicable. There is a vast array of things to experience within driving distance of the meeting, and we hope attendees take the chance to see what the area has to offer.
Trips that last all or most of a day are usually scheduled during the weekend prior to the beginning of the formal scientific program. Shorter trips may take place over the weekend or during the week, including Friday morning. Field trips may be linked with other conference events – just let us know which events should be linked.
There will be no scientific presentations on Friday morning so that attendees will have more time to participate in workshops, short courses, and field trips. Proposals for Friday field trips that could be completed by noon are encouraged.
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. Proposals 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.
This section is intended to guide your field trip planning. It includes some issues to consider in the context of the trip you hope to offer. We offer guidance so that the time and energy you’ve invested in planning and preparation results in a successful trip. All field trip information should be finalized by mid-March so that trip descriptions and costs can be included when registration for the meeting begins.
If you have questions during the planning process, please contact Christi Nam.
Trips are required to have one organizer who will be the point of contact for correspondence with ESA and will be asked to make decisions regarding the trip during planning. Co-organizers may also be listed, but the lead organizer is the point of contact.
The itinerary is an agenda for the trip in order of stops, including addresses for every stop. Here’s a hypothetical example.
This is a very simple example with only one destination included. The itinerary must state a specific destination(s) for the trip and a detailed itinerary that provides a list of addresses and indicates how much time will be spent in each place. This means that before submitting the proposal, the trip organizer needs to work out an overall plan for the trip that follows a realistic schedule.
Ultimately the itinerary you provide will be used by the bus driver – exactly as written. It can be revised after the proposal stage but it cannot be revised last minute (after March).
Most trips will visit one or more destinations that fall under a consistent theme. It is up to the leaders to determine the amount of interpretive material provided and the number of local experts and other resource people involved.
Early in your planning, you should determine how many people can go on your trip.
The maximum number of participants may be determined by available space at the destination, the number of people that you are comfortable leading, the transportation limitations required by the site (e.g., if buses cannot access the site so you are limited to smaller vehicles), or by other factors. ESA staff will work with you to determine if transportation options limit this.
If the trip doesn’t meet a minimum of 10 registrants (not counting organizers and co-organizers) by July then it will be cancelled.
Transportation for all field trips will be arranged by ESA. Most trips will require buses, but walking tours and public transportation are welcome options as well. Please let us know if there are any locations on your itinerary that would be difficult to reach by bus.
Your trip description should provide guidelines about the age and physical capabilities of the participants. Children under the age of 15 are not permitted on field trips. Each participant will need to sign a liability waiver release form before boarding the bus on the day of the trip.
You should determine when your trip will occur. In addition to your own schedule and time constraints posed by the trip itself, here are some things to consider.
All participants will be picked up and dropped off at the Convention Center at specific times. You should plan your trip to occur within the planned time and you should strive to stick to your schedule to avoid problems for people with other activities scheduled after the trip.
The conference begins at 5:00 pm on Sunday, August 2 with the Opening Plenary and ends at noon on Friday, August 7. Field trips can be scheduled for the preceding weekend (August 1-2) or during the week, including Friday morning. The timing of your trip can strongly influence the number of participants.
Full day trips can run on either Saturday or Sunday. We typically advise against planning a full day trip during the week unless there is a strong justification for doing so. Sunday trips are more popular than Saturday because attendees need arrive only one day earlier. Keep in mind that the 5:00 PM start of the meeting on Sunday evening may limit your planned activities.
In addition to the longer weekend trips, we are always happy to see short trips proposed that take place in the morning or afternoon of a week day. These are a great opportunity to get people out of the convention center area to see some of the local attractions. Such trips should ideally be planned to minimize overlap with scientific sessions at the meeting. For example, if the trip takes place in the morning, plan to return in time for attendees to go to the afternoon sessions. Friday morning trips are encouraged since there will be no scientific presentations on Friday. Friday trips should return by noon.
Overnight trips are allowed but with a note of caution: they are generally more difficult to fill unless the destination has very strong appeal. They require people to arrive earlier to the meeting and (usually) to arrange for additional lodging the night before the trip. Overnight trips should be scheduled to leave on Saturday and return by 5:00 PM on Sunday.
You will need to provide an agenda for your trip and detailed directions to any destinations.
This information is essential in pricing the trip.
A link to an online map service is a required part of the proposal. Click to begin trip directions from the convention center using Google Maps. Once you have mapped out the directions, you can use the main menu to save a link to include in your proposal. The Salt Palace Convention Center address is: 100 South West Temple, Salt Lake City, UT 84101
ESA does not make a profit on field trips, but we must break even.
Proposals for field trips are reviewed and selected by the Program Chair in consultation with the Local Program Host and any other peers s/he may invite to assess proposals. The primary criteria for acceptance include logistical feasibility, probable interest by meeting attendees, and a clearly written and compelling description. Limits of space and time may make it impossible to accommodate all worthy submissions. The Program Chair has final authority for acceptance and scheduling for any proposed field trip.
The scheduling requests of trip organizers are taken into consideration but are not guaranteed as the final scheduling. Since many trips request morning departures, the start times typically need to be staggered as a series of departures in the final scheduling.
All trip organizers will be notified of acceptance decisions by mid-January. At that time, organizers will be provided with instructions to begin preparing the trip for the online program in the spring. In February, trip organizers will be informed of their trip’s scheduling.
Finalized information for all accepted trips will become available in the online program when registration opens (typically in April) so that meeting attendees can browse available trips.
Once a field trip has been accepted and listed online, cancellation imposes a serious burden. Once a scheduled field trip reaches the minimum registration, it will not be cancelled. Do not submit a proposal if you are uncertain that you will be able to fulfill your obligation to organize and conduct the trip. Once a trip is accepted by the Program Chair, cancellation by the trip organizer may preclude the acceptance of any trips proposed by the organizer for the 2021 ESA Annual Meeting.
If minimum registration is not reached by mid-June, the trip may be cancelled. ESA will be in communication with the trip organizer if this becomes likely.
November 21, 2019 Deadline for submitting a proposal to ESA.
January 16, 2020 Notification of acceptance sent to organizer.
February 13, 2020 Notification of scheduling (session date and time) sent to organizer.
April 2020 Finalized session information is available in the online program.
Dr. Diane Pataki
Local Program Host
University of Utah
Associate Vice President for Research
School of Biological Sciences
Salt Lake City, UT 84112
Associate Director, Convention & Meetings
Ecological Society of America
1990 M Street, NW, Suite 700
Washington, DC 20036 USA
Phone: (202) 833-8773 x 213
Fax: (202) 833-8775