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 ecologist 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. This 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 Scientific Integrity and Professional Ethics Policy.
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 symposia for the 2020 ESA Annual Meeting. Symposia are the scientific centerpiece of the meeting. These sessions are organized around a specific topic and include 4 speakers, all of whom are invited by the organizer at the proposal stage. Symposia are distinguished from other organized sessions in that they are more explicitly integrated, provide an overall synthesis on their topic, and have broad enough appeal to generate large audiences at the meeting. Proposals are encouraged to address the meeting theme, “Harnessing the ecological data revolution,” if appropriate, but doing so is not necessary. Any timely and coherent subject of broad ecological interest will be considered. We also welcome proposals that explore interdisciplinary connections with areas of social and natural science outside of ecology or that relate to ecological education at any level.
Beginning with the 2020 meeting, each symposium will be 90 minutes long, consisting of 4 talks, each 20 minutes in length, followed by a 10 minute period devoted to discussion. Proposals listing more or fewer than 4 confirmed speakers will not be considered. All speakers who submit an abstract for an accepted symposium will be required to pay a non-refundable abstract fee of $60 USD at the time of abstract submission (January-February). ESA will offer an opt-out mechanism for those that lack funding to cover the fee.
All proposals will be peer reviewed and scored by reviewers selected by the ESA Program Committee. The Program Committee may accept, decline, or offer an opportunity to present the proposed work in a more appropriate format (workshop, special session, Inspire). Session organizers will be notified of decisions by December 12, 2019. Proposals will be assessed using the following criteria. The weight of particular criteria may vary depending on the nature of proposals.
Structure and organization
In the interest of broadening participation, an individual can be the lead organizer for only one invited paper session (symposium, organized oral session, Inspire session).
One presentation rule
Speakers who commit to speaking in a symposium should be aware that the one presentation rule will be enforced. That is, anyone who is the presenter in the session cannot also present in another scientific session (symposium, organized oral, contributed talk, contributed poster). Organizers are responsible for notifying any speakers they recruit about this rule. The one presentation rule does not apply to participants speaking in Inspire sessions, special sessions, workshops, or a plenary.
There is an exemption to the one presentation rule for an author submitting an abstract for a second presentation IF the second abstract is primarily focused on education or outreach. If you are unsure whether an exemption would apply in your case, please ask.
Please note that meeting registration is not waived or reduced for anyone participating in any capacity in a symposium. This includes the session organizer(s), moderator, and speakers, all of whom must register at the one day or full week rate. Organizers are responsible for making this clear to everyone they recruit to help with the session. No ESA funds are available for honoraria or to support participant travel.
If Your Proposal is Accepted
After acceptance decisions have been made and the scheduling for the meeting is underway, cancellations and schedule changes are very disruptive to meeting planning. It is therefore very important that symposium organizers obtain firm commitments from their invited speakers before submitting their proposal. If a proposal is accepted, the organizer will be required to submit an up to date version of the session details and confirmed speaker list in January. Organizers will be informed of their session’s time and date in mid February. Symposia may be scheduled for any oral session timeslot between Monday afternoon and Thursday afternoon. The program committee will attempt to avoid any overt conflicts between sessions and will give organizers an opportunity to notify us of known scheduling conflicts (strictly defined as conflicts between accepted sessions).
Communication with speakers
If a proposal is accepted as a session, it is very important that the organizer communicates with speakers between December and August about the acceptance status of the session, the confirmation status of speakers, abstract requirements and deadlines, session scheduling information, and expectations for participation in the conference.
Here are a few details that all speakers should know up front. Miscommunication about them can disrupt session planning later in the process.
With the acceptance of your symposium for inclusion in the annual meeting, you and your team also must prepare a report on the symposium for the ESA Bulletin by November 10th, 2020 (after the August meeting). If this is an inconvenience, we can negotiate the next deadline at February 10th, 2021.
The report should be informative of the main points made in the symposium. The format can be of your choosing either reporting on what individual speakers said or a synthesis of the main points. The length can be up to 5 to 10 typed pages although longer can be discussed with the Editor in Chief. Pictures and graphs are encouraged. We look forward to your submission. Submission is by scholar1 on the ESA website periodicals Bulletin.
For session organizers
Once a session has been accepted and listed online, cancellation imposes a serious burden. Do not submit a proposal if you are uncertain that you will be able to fulfill your obligation to organize and conduct the session. Once a session is accepted by the Program Chair, cancellation by the session organizers will preclude the organizers from being allowed to submit any proposals for sessions for the 2021 ESA Annual Meeting.
Instructions for how to cancel are included in all notification emails sent to presenters. Presenters should reply to any of those emails to cancel. For more detailed information, see our Cancellation Policy.
September 19, 2019 Deadline for submitting a proposal to ESA.
December 12, 2019 Notification of acceptance sent to organizer.
January 6, 2020 Deadline to submit session revisions and reaffirm speaker lists.
February 13, 2020 Notification of scheduling (session date and time) sent to organizer.
February 20, 2020 Deadline for speakers to submit abstracts.
Dr. Kiona Ogle
School of Informatics, Computing, and Cyber Systems
Northern Arizona University
Phone: (928) 523-6200
Meeting Program Associate
Ecological Society of America
1990 M Street, NW, Suite 700
Washington, DC 20036 USA
Phone: (202) 833-8773 x 218