ASM GUIDELINES FOR THE PROPOSAL ASM Program Committee Revised: February 2005 OF SYMPOSIA AND WORKSHOPS Symposia are featured events during each meeting and, in most cases, will be scheduled as unopposed sessions. The topics of symposia should be comprehensive and of interest to a large segment of the Society. Symposium presentations should push the edges of traditional mammalogy and integrate the multiple disciplines in which mammals are the subjects of study. In essence, symposium topics should be of broad interest and, perhaps, somewhat controversial. Workshops provide for discussion of a specific topic of more restricted interest. The structure of workshops is flexible with an emphasis on participatory learning; structured presentations and demonstrations should be balanced by time for discussion and quessi6ns. Workshops may be scheduled concurrently with contributed paper sessions. GENERAL INFORMATION Proposal deadline: Proposals for symposia and workshops should be submitted by 15 March of the year prior to the desired date (i.e., ~15 months in advance). Proposals will be reviewed and selections made at the ASM annual meeting prior to the date of the proposed symposium (i.e., ~12 months in advance). Proposal submission: The organizer(s) should submit the proposal electronically to the Chairperson of the Symposia and Workshops (S&W) Subcommittee. Once submitted, the organizer(s) has committed to the symposium or workshop and is responsible for its execution (provided that the proposal is accepted by the Program Committee and the ASM Board of Directors). Further, once a symposium has been accepted, the organizer(s) is responsible for (1) ensuring that speakers submit abstracts by the deadline for abstracts announced in the Call for Papers and (2) sending copies of all abstracts to the Chairperson of the S&W Subcommittee. The Local Committee has the authority to cancel a symposium if the abstracts are not received by the appropriate date. Event format: In general, symposia and workshops should not exceed two hours in length. The proposed format should be explained in the proposal and adequate time must be available for questions from the audience within that two-hour limit. Requests for longer periods, or use of an unusual format, should be justified in the proposal; further, it may benefit organizer(s) to consult with the Chairperson of the S&W Subcommittee about such a request prior to proposal submission. Event participants: At the time of proposal submission, the organizer(s) should have made every attempt to confirm all event participants; failure to confirm all speakers likely will negatively impact the Program Committee’s review of the proposal. If at any time after the acceptance of a proposal a speaker is forced to withdraw, the organizer(s) must immediately contact the Chairperson of the S&W Subcommittee in order to accommodate resolution of any needed change in the event program. Travel support: Only event participants who are not regular attendees of the annual meeting of the ASM are eligible for travel support. A “regular attendee” is defined as anyone who has attended ≥3 annual meetings in the last ten years. For those participants who are eligible for travel support, specific guidelines must be followed (see Proposal Budget below). [NOTE: Upon approval of a proposal, speakers whose travel is being paid by the ASM should be instructed to purchase their tickets and submit copies to the workshop/symposium chair who will in turn submit them to the ASM Treasurer for reimbursement. Symposium/workshop chairs should contact the chair of the local committee to make arrangements for registration fees, housing, etc. for eligible speakers. PROPOSAL GUIDELINES Proposal format: The organizer(s) must complete the 1-page “Symposium or Workshop Proposal— Application Form” in addition to the proposal description itself (see Proposal Description below). The application form requires contact information for organizer(s) and ALL speakers, as well as event title. Further, there are appropriate boxes to mark confirming, for example, agreement by the speakers to participate in the proposed event. In addition, the organizer(s) should confirm (1) if they intend to publish the symposium or workshop results as a single publication (and, if so, where), (2) that they have included a proposal description following these guidelines, and (3) that they have included a detailed budget if they are requesting travel funds. ASM Guidelines for the Proposal of Symposia and Workshops, page 2 Revised: February 2005 Proposal Description: The proposal must contain a detailed explanation of the proposed goal of the symposium or workshop and an explanation of the relevance of this topic to the Society. Further, the organizer(s) should include a justification for the inclusion of each speaker as well as an explanation of each speaker’s general background and contribution to the event (including a proposed title, if possible). In accordance with guidelines (see Event Format above), the organizer should explain and justify the format of the event. Remember that symposia are to be scheduled as unopposed and should thus be sufficiently broad. (If you wish to propose a narrower symposium that could be scheduled in opposition to concurrent sessions, please explain this fact, and your focus, as part of the proposal. You are cautioned that ASM may be less inclined to devote funds to symposia that are not intended for the entire membership attending the annual meeting.) If a proposed workshop is of a suitable topic, and the organizers would consider or request scheduling on the day of the first meeting of the Board of Directors (the day before actual presentations start at the annual meeting), please include this in the workshop proposal. This potentially would allow for alternate formats (e.g., longer than two-hour workshops) not permissible in the schedule of regular meeting days at the annual meeting. Proposal budget: If any travel support is requested, proposals must include a detailed budget (example shown below). The organizer(s) must identify speakers for which travel funds are requested, confirm that these speakers are eligible (see Travel Support above). For each eligible speaker, budget requests should include adequate funds for travel (e.g., airfare [coach, booked well in advance to ensure low fares], shuttles), registration (early rate), meals (meeting meal plan plus picnic and banquet), and lodging (on-campus housing). Make sure that speakers (especially those supported by ASM travel funds) plan to attend the entire meeting in order to maximize interaction between themselves and meeting attendees, and that speakers funded by ASM understand what travel expenses will be paid or reimbursed by ASM. Remember that the amount requested sets the cap on funds that may be used to defray the costs of eligible speakers. No speaking honoraria will be paid by ASM funds provided via the Program Committee. Finally, organizer(s) proposing events with large travel budgets may need to seek additional sources of funding. Budget: (Remember that numbers shown here only serve as examples.) Registration (early rate): $200 X 2 = $400 Housing (on-campus): $125 X 2 = $250 Meals (meal plan + picnic + banquet): $120 X 2 = $240 Airfare & shuttle for Dr. YY (from A): $500 Airfare for Dr. ZZ (from B): $250 TOTAL REQUEST $1640 SUGGESTIONS FOR A SUCCESSFUL ASM EVENT Symposia: Topics from any subject area may be proposed for a symposium; the key is to present the material in a fashion that is understandable and exciting to an audience with varied interests. Speakers should be allowed sufficient time to develop their topic and to integrate the results of several workers, not just give a brief description of their own work. The presentations should represent the state of-the-art and provide an overview of the significant questions in the chosen topic. A useful approach is to prepare a symposium talk as you would a seminar for a general biology department. Media presentations should be of the highest quality. Remember that a symposium is a featured event of the meeting and needs to hold the interest of many people. The organizers are encouraged to pursue publication of a symposium either by the society or through other sources. Symposia should be of sufficient quality to warrant publication, regardless of whether the organizers plan to pursue publication. Plans to pursue publication are not a criterion for selecting a symposium; breadth and quality of the symposium are. Workshops: Workshops may be scheduled concurrently with contributed paper sessions. The purpose of a workshop is to provide a venue for hands-on learning or extensive discussion of a specific topic. Although a time limit of 2 hours is suggested, the format and time limits are flexible and limited only by the ability of the Local Committee to accommodate the needs of the workshop. Workshops may be coordinated with symposia to provide a more detailed discussion of ideas or hands-on experience with equipment or procedures presented in the symposia.
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