Cancellation Policy

Cancelling meeting registration is separate from cancelling a presentation.
Cancelling one does not necessarily cancel the other.

How to cancel meeting registration

Deadline: June 25, 2020Two meeting attendees wait between sessions.

Written request of registration cancellation must be emailed to the ESA Registrar, and a USD 50.00 fee will be assessed for processing refunds.

No refunds will be issued if cancellation notice is given after June 18 except in extenuating circumstances (medical issues, family emergencies, unforeseen travel problems, difficulty acquiring a visa for travel to the US, etc.).

For questions regarding registration/cancellation, please email the ESA Registrar or call (202) 833-8773 x219.

How to cancel a presentation

Deadline: May 1, 2020

Presenters should cancel in writing by emailing Jennifer Riem. Please include the abstract ID so that we can make sure we note the correct presentation. A presenter from the 2019 annual meeting presents before a full auditorium.If you are not sure what the abstract ID is, check any recent email regarding your presentation, which should include it. As a courtesy we ask that any presenters with uncertainty regarding their attendance cancel by May 1 if at all possible. This helps us minimize gaps in the program and improves the experience of attendees at the meeting.

A replacement speaker is allowed (and encouraged) if a speaker’s plans change unexpectedly after May 1. In such cases the presenting author should attempt to find another person to make the presentation on their behalf. A coauthor is ideal, but the substitute speaker does not necessarily need to be a coauthor. We cannot update the program to reflect this change, but the session moderator or presider will introduce the substitute speaker instead.