Entomology 2024 will feature only live, in-person sessions and content. Virtual or pre-recorded presentation options will not be available. Learn more about symposia and workshop submissions, guidelines, speaker limits, etc.
What are the differences between Program, Section, and Member Symposia and other session types?
| Session Type | Description | Deadline |
|---|---|---|
| Program Symposia | ESA’s top tier symposia category. Submissions should be broad in scope, reflect the meeting theme, and feature speakers from a variety of backgrounds reflecting the diversity of ESA’s membership. Approximately 10% of all symposia submissions are accepted as Program Symposia. Submissions not accepted as Program Symposia will automatically be considered for Section and/or Member Symposia. | March 15 |
| Section Symposia | Submissions to this category should serve the interest of one of ESA’s Sections and fit the criteria set forth by that Section. 50% of submissions considered for Section Symposia are accepted. Submissions not accepted as Section Symposia will automatically be considered for Member Symposia. | March 15 |
| Member Symposia | These submissions cover a wide range of topics and subject matter and may be more narrowly focused and feature a variety of topics of interest to members, provided that the proposal is well crafted. 67% of submissions considered for Member Symposia are accepted. | March 15 |
| Organized Meetings | Specialty groups (i.e., Society of Overseas Nepalese Entomologists, International Society of Hymenopterists, etc.) that hold their business meetings, student competitions, and other activities which contain scientific presentations during the Annual Meeting may submit to this category. | March 15 |
| Workshops | Workshops are interactive educational sessions for attendees. Submissions focused on emerging insect science topics, innovative technology, science communication, as well as those devoted to diversity, equity, inclusion and allyship, professional development, and undergraduate and K-12 teaching are strongly encouraged. All workshops should actively engage attendees. | March 15 |
| Mini Workshops | These one-hour sessions should be interactive and highly engaging. Submissions for this category open in mid-March. | May 31 |
| Functions/Events/Meetings | Working groups, committee meetings, receptions, mixers, and other meetings that do not feature scientific content should submit to this category. Submissions for this category open in mid-March. *A late fee of $175 will be charged for any Functions/Events/Meetings submitted after May 31. | May 31* |
Still unsure which category is appropriate? Check out the submissions infographic.
What are the submission criteria for Program, Section, and/or Member Symposia?
What information is required for submissions?
Submissions for symposia and Organized Meetings require the following:
- Session title
- Organizer(s) contact and affiliation information
- Summary Statement of Goal or Concept and Objectives
- This statement will be used by the Program Committee to evaluate the submission. A strong summary statement should include:
- Topic being addressed
- Scope of topic
- Relevance of topic
- Goal or objectives
- Plans for audience & speaker engagement before, during, and after the symposium
- Do you anticipate a product resulting from this session (i.e., white paper, journal article, future meetings/collaborations, proposal writing)?
- This statement will be used by the Program Committee to evaluate the submission. A strong summary statement should include:
- Explanation of how the symposium reflects the theme of the meeting, “Empowering Tomorrow with Insect Science” and how it relates to multiple ESA Sections (Program Symposia submissions only)
- Explanation of how the symposium reflects the interests of the ESA Section, if applicable. (Required for any submission that wants to be considered for Section Symposia)
- If the organizer has previously hosted a symposium on the same topic, explain how this symposium will be different than those previously held.
- List of speakers you plan to include/invite to participate in your symposium.
- Comprehensive submissions are expected to have a well-thought-out speaker line-up which is inclusive and diverse. Where possible, include the topic you would like each speaker to address (or title of talk), speaker's career-level, area of expertise, ESA Section (or nonmember status), and whether the speaker's participation has been confirmed.
- Explanation on how you sourced diverse speakers for your symposium.
- Please take time to consider the diversity of the speaker line-up of the symposium. Organizers are encouraged to be innovative and thoughtful in proposing timely, thought-provoking, and appealing sessions that are inclusive and display the diversity of entomological science in terms of Section membership, speaker locality, career path (academia, industry, extension, government, etc.), and background (gender, ethnicity, career stage, etc.), and incorporate the meeting theme. View the recommended considerations compiled by ESA's Diversity, Equity, & Inclusion Committee.
- Invited Presentations Format
- You have the option to organize a symposium consisting of invited oral presentations, invited poster presentations, or a combination of invited oral and poster presentations.
- Total Time Requested
- 2 hour symposia may feature up to a maximum of six 20-minute presentations or up to eight 15-minute presentations.
- 3 hour symposia may feature up to a maximum of eight 20-minute presentations or up to eleven 15-minute presentations, inclusive of a break.
- 4 hour symposia may feature up to a maximum of eleven 20-minute presentations or up to fourteen 15-minute presentations, inclusive of two breaks.
- Anticipated Attendance
Submissions for Workshops and Mini Workshops require the following:
- Session title
- Organizer(s) contact and affiliation information
- Summary Statement of Goal or Concept and Objectives
- This statement will be used by the Program Committee to evaluate the submission. A strong summary statement should include:
- Topic being addressed
- Scope of topic
- Relevance of topic
- Goal or objectives
- Plans for attendee engagement before, during, and after the symposium
- Do you anticipate a product resulting from this session (i.e., white paper, journal article, future meetings/collaborations, proposal writing)?
- This statement will be used by the Program Committee to evaluate the submission. A strong summary statement should include:
- Explain how the workshop reflects the theme of the meeting, "Empowering Tomorrow with Insect Science", and/or how it meets a perceived need for attendees.
- Additional topics solicited by the Program Committee include: emerging insect science topics, innovative technology, science communication, as well as those devoted to equity, inclusion and allyship, professional development, and undergraduate and K-12.
- List any panelists, facilitators, or guest speakers you plan to include/invite to participate in your workshop.
- Comprehensive submissions are expected to have a well-thought-out panelist, facilitator, and/or guest speaker line-up which is inclusive and diverse. Where possible, include whether the individual's participation has been confirmed.
- Explanation on how you sourced diverse panelists, facilitators, and/or guest speakers for your workshop.
- Please take time to consider the diversity of the individuals leading the workshop. Organizers are encouraged to be innovative and thoughtful in proposing timely, thought-provoking, and appealing sessions that are inclusive and display the diversity of entomological science in terms of Section membership, speaker locality, career path (academia, industry, extension, government, etc.), and background (gender, ethnicity, career stage, etc.), and incorporate the meeting theme. View the recommended considerations compiled by ESA's Diversity, Equity, & Inclusion Committee.
- Total Time Requested
- 2, 3, or 4 hours
- Anticipated Attendance
- Audiovisual (AV) Needs
- As a standard, ESA provides the same AV as our scientific sessions. If you need additional equipment, please list it below.
- Room Setup
- Workshops are typically set in Banquet Rounds to maximize attendee engagement. View the diagram of ESA recommended room setups.
What are some best practices for submitting a symposium proposal? How does the Program Committee evaluate submissions?
Below are some primary attributes of a strong symposium proposal. Generally speaking, submitters should make every effort to submit as complete a proposal as possible.
- Summary Statement of Goal or Concept and Objectives
- Provide a well-thought-out explanation of the symposium topic and what you hope to achieve during your session. A strong summary statement should include:
- Topic being addressed
- Scope of topic
- Relevance of topic
- Goal or objectives
- Target audience
- Plans for attendee engagement before, during, and after the symposium
- Do you anticipate a product resulting from this session (i.e., white paper, journal article, future meetings/collaborations, proposal writing)?
- Provide a well-thought-out explanation of the symposium topic and what you hope to achieve during your session. A strong summary statement should include:
- List of Potential Speakers
- Include the topic you would like each speaker to address (or title of talk)
- If possible, include the speaker's career-level, area of expertise, and whether the speaker's participation has been confirmed
- Submissions with diverse speakers are given preference
- What steps did you take to source diverse speakers?
- Explain the process behind inviting the speakers listed
Do I have to be an ESA member to submit a symposium, Workshop, or Mini Workshop proposal?
Yes and no. A minimum of one organizer of the session must be an active ESA member. If you are the sole organizer of the session, you will need to have an active ESA membership.
When will I learn whether my submission has been accepted?
Decisions will be announced to all submitters by:
- Program, Section and Member Symposia, Organized Meetings, and Workshops: April 17
- Organizers of accepted sessions will be provided with instructions and access to add presentation titles adn speakers to their sessions through May 31.
- Mini Workshops: July 26
- Functions/Events/Meetings: July 26
If I submit a Program Symposia proposal but it is not accepted, do I have to resubmit the symposium proposal to the Section and/or Member Symposia program?
No, if your Program Symposia submission is not accepted, you do not need to resubmit the proposal to a different category. It will automatically be routed for consideration as a Section and/or Member Symposium.
If I submit a Section Symposia proposal but it is not accepted, do I have to resubmit the symposium proposal to the Member Symposia program?
No, if your Section Symposia submission is not accepted, you do not need to resubmit the proposal to a different category. It will automatically be routed for consideration as a Member Symposium.
Is there a limit on the number of presentations speakers may make at Entomology 2024?
Yes. Entomology 2024 presenters are limited to one oral presentation and one poster presentation. This includes 10-minute papers, student competition, and invited presentations part of symposia. Participants in Organized Meetings, Workshops, and Mini Workshops will be allowed an additional oral presentation.
Individuals presenting in symposia focused on the following topics will be also be allowed an additional presentation at the discretion of the Program Chairs: Diversity, Equity, and Inclusion (DEI), science policy, and high school and undergraduate teaching.
Is it necessary to contact and confirm participation of each speaker before submitting a proposal?
No, a confirmed list of speakers is not required for submission. However, a list of invited speakers who have committed to your session makes the proposal stronger. ESA and Annual Meeting Program Committee strongly encourage organizers to take time to consider the diversity of the speaker line-up of the symposium. Comprehensive submissions with a well-thought-out speaker line-up that are inclusive and display the diversity of entomological science in terms of Section membership, speaker locality, career path (academia, industry, extension, government, etc.), and background (gender, ethnicity, career stage, etc.) are strongly encouraged. View the recommended considerations compiled by ESA's Diversity, Equity, & Inclusion Committee.
When will I need to confirm the speakers in my symposium/Organized Meeting?
Once acceptance decisions have been made the Program Committee, organizers will be requested to confirm their speakers and upload talk titles to their sessions by May 31.
Is there a required format for symposia?
There is not a required format for symposia and organizers are encouraged to be creative in how they assemble their sessions.
Traditional symposia sessions typically include the following features:
- Introductory remarks
- 15-20 minute presentations
- 15-minute break (in the middle of the symposium for sessions 3 hours or longer)
- Discussion/Panel discussion, if desired
- Other elements that create interaction with audience members
- Concluding remarks
How long can symposia presentations be and how many presentations can be in a symposium?
Symposia presentations are recommended to be 15-20 minutes in length. This includes time for Q&A. When planning your symposium schedule, be sure to factor in time for introductory and closing remarks. For example:
- 2 hour symposia may feature:
- Up to six (6) 20-minute presentations without breaks, panel discussions or introductory/closing remarks
- Up to eight (8) 15-minute presentations without breaks, panel discussions or introductory/closing remarks
- Up to (5) 20-minute presentations, plus a 15-minute panel discussion and 5 minutes for introductory or closing
- 3 hour symposia may feature:
- Up to eight (8) 20-minute presentations, plus a 10-minute break and 5 minutes for introductory or closing remarks
- Up to eleven (11) 15-minute presentations, plus a 10-minute break and 5 minutes for introductory or closing remarks
- Up to seven (7) 20-minute presentations, plus a 10-minute break, 10 minutes total for introductory and closing remarks, and a 20-minute group discussion
- 4 hour symposia may feature:
- Up to eleven (11) 20-minute presentations, plus two (2) 10-minute breaks
- Up to fourteen (14) 15-minutes presentations, plus two (2) 10-minute breaks, and 10 minutes total for introductory and closing remarks
- Up to ten (10) 20-minute presentations, plus two (2) 10-minute breaks, 5 minutes for introductory or closing remarks, and a 15-minute group discussion
- If your symposium is 3 hours in duration, plan to include a break approximately halfway through your session. If your symposium is 4 hours in duration, plan to include two (2) breaks.
Is funding available for speakers?
ESA provides limited funding for invited speakers in Program, Section, and Member Symposia. Learn more about ESA's Program Enhancement Funds program.
What type of room setup is most appropriate for my Function/Event/Meeting, Workshop, or Mini Workshop?
Workshops and Mini Workshops are typically set in Banquet Rounds to maximize attendee engagement.
Function setups vary by function type. Meetings are typically set in Conference, U-Shape, or Hollow Square. Mixers are typically set Reception style.
View the diagram of recommended room setups for your session.