Workshop Proposals

About Workshops

We invite proposals for workshops for the 2017 ESA Annual Meeting. Workshops are sessions intended to convey specific knowledge or skills. These sessions are not appropriate for the presentation of formal research talks and do not include presentation abstracts. Workshops are more interactive and informal than formal paper sessions, and they can involve extended discussion as well as hands-on training. Workshops may involve one or several leaders/presenters. A strong workshop proposal will make clear what knowledge, skills, tools, or insights participants might expect to gain from the session. 

Click here to see an example of a workshop from a recent conference. To see other examples, please browse the online program for the 2016 Annual Meeting in Fort Lauderdale.

Proposal Format

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.

Components of a workshop proposal

• Session title
• Session description (appears in the online program only; 250 words max.)
• Summary sentence (appears in print program only; 50 word max.)
• A lead organizer (Required; name, institution, and email).
• Co-organizers (Optional; name, institution, and email for each).
• Minimum and maximum number of participants (to assist in room assignment)
• Requested day and time:
  • Saturday morning (8:00 – 11:30 AM; 3.5 hours)
  • Saturday afternoon (12:00 – 5:00 PM; 5 hours)
  • Saturday full day (8:00 – 5:00 PM; 9 hours)
  • Sunday morning (8:00 – 11:30 AM; 3.5 hours)
  • Sunday afternoon (12:00 – 5:00 PM; 5 hours)
  • Sunday full day (8:00 – 5:00 PM; 9 hours)
  • Monday, Tuesday, or Thursday lunch break (11:30 am – 1:15 pm; 1.75 hours)
  • Monday, Tuesday, or Wednesday evening (8 – 10 pm; 2 hours)
• The standard A/V setup is a screen, LCD projector, and laptop (with sound). Any additional A/V equipment, such as flip charts and extra power strips, must be requested in the proposal and may incur additional fees.
• We anticipate that wireless internet will be available this year. Since wireless may not be available in all rooms, it is important to specify at the proposal stage whether it is required so that we can plan accordingly.
• Room set-up: theater, theater with a panel table, round tables, conference, classroom hollow square. In order to give priority to paper sessions, it is unlikely we will be able to provide room setups other than theater style for the weekday lunchtime workshops. Weekend timeslots are typically more flexible in regard to room setup options.
• Food and beverage request: none, coffee, soda and water, cash bar, open bar, snacks.
• Do you have funding to pay for food, beverages, weekend workshop space, or other costs of running this workshop? What is the source of the funding? What expenses would it cover, and for what amount?
• Are there any other sessions proposed for the meeting that this session should NOT conflict with?
• Is there a session (formal scientific session, business meeting, mixer) that this session is intended to immediately precede or follow?

Session and presentation rules

To promote diversity of sessions and topics, no person will be permitted to organize more than two workshops and/or special sessions at the 2017 Annual Meeting.

Note that the One Presentation Rule does not apply to workshops and special sessions. Anyone presenting in a workshop or special session may also present in a scientific session (a formal talk or poster).

Scheduling requests

To avoid conflicts with scientific sessions, workshops are not scheduled concurrently with oral or poster sessions. Workshops are typically scheduled during the weekend, over a weekday lunch, or on a weekday evening. Weekend workshops may run for a full or half day on Saturday or Sunday.

The program committee will consider the requested day and time during session scheduling but is unable to honor all requests. Accepted sessions will be scheduled to minimize topic overlap and as meeting space and logistics allow. Scheduling will be emailed to session organizers by mid-February.

Meeting registration and workshop fees

Workshops are open to all meeting attendees on a first-come, first-serve basis. Some workshops may require an advance signup fee through the meeting registration form.

All workshops held during a lunch or evening session on weekdays will be free to ESA attendees as long as no costs for food, refreshments, or special equipment were requested by the organizer. Meeting attendees may choose to participate in any free workshop without advance notice. Since there is no advance sign up, organizers will not know in advance how many people plan to attend.

Workshops held on the weekend preceding the conference do require an advance signup fee because there is a fee to cover use of the meeting space.

Minimum and maximum participants

What is the minimum number of participants you would be willing to work with? What is the maximum number of participants you could manage for this workshop? All workshop proposals must indicate minimum and maximum participation to help with room assignment. ESA may need to cancel a workshop if the minimum is not met. This decision will be made close to the conference (usually in July) based on the registration in your workshop at that time. All cancellation decisions will be made in consultation with the organizers, so it is critical that we have appropriate contact information for the lead organizer during late June/early July. If a workshop meets its minimum registration, it is expected to proceed. In late July, organizers will receive a roster of registered attendees for any workshops requiring registration.

Other important information to consider

Acceptance of your proposal does not obligate ESA beyond providing a meeting space and including the workshop in the program. We especially stress that no ESA funds are available for waived or reduced meeting registration, honoraria, refreshments, special A/V needs, internet access, or travel expenses for special session participants. All participants must register for the meeting at the one day or full week rate. Organizers are responsible for making this clear to everyone they recruit to help with the session. ESA will not reimburse session organizers for expenses.

Evaluation Process and Criteria

Proposals for workshops are reviewed and selected by the Program Chair in consultation with peers s/he may invite to assess proposals. Proposals may be from any area of science related to ecology, but those that pertain to the overall theme, “Linking Biodiversity, Material Cycling and Ecosystem Services in a Changing World” are especially encouraged. We also welcome proposals that explore connections with the social or natural sciences or that are directed to ecological education at any level.

The primary criteria for acceptance include scientific merit, 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 workshop.

If Your Proposal Is Accepted

All submitters will be notified of acceptance decisions by mid-January. At that time, organizers will be provided with instructions to begin preparing the session for the online program in the spring.

Information for all accepted workshops will be available in the online program when registration opens (typically in early April). 

Cancellation Policy

Once a workshop 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 organizer may preclude the acceptance of any sessions proposed by the organizer for the 2018 ESA Annual Meeting.

Important Dates

To Submit

You must submit your proposal using the online submission form. Proposals sent by email will not be considered. When you submit your proposal, you will be automatically notified of receipt by an email sent to the address that you provide. If you do not receive such a notification, please contact Program Coordinator Jennifer Riem at jennifer@esa.org to confirm that your proposal was received. 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 the automated email.