ASCB Rainbow


Non-Scientific Programming at the 2017 ASCB | EMBO Meeting

Click Here to Apply

(Form available only to ASCB members*. Not a member? Join here)
Outside organizations that wish to propose a program should first contact Heather Kyler or Alison Harris.

Application Deadline is June 1 

OverviewImportant DeadlinesApplication RequirementsSelection CriteriaAvailable Rooms/TimesFinancial and Organizational Guidelines

Overview of Non-Scientific Programming

ASCB members*, committees, and outside organizations are invited to submit applications for sessions that focus on topics related to the scientific enterprise such as education, career development, international relations, science policy, communications, and/or diversity in the scientific workforce. A Non-Scientific Programming Task Force will review applications on the basis of relevance, intended audience, and audience engagement. Committees offering programs supported by external grant funding will also need to submit an application.

If you wish to organize a non-scientific session at the upcoming meeting in Philadelphia, you must submit an application online by June 1.

This new process is intended to avoid overlapping programs and improve scheduling. All applications will be reviewed by a task force, and notifications will be sent to applicants by July 3. Those selected to organize a session will need to send a session description to the ASCB by July 31 for inclusion in the 2017 ASCB/EMBO Meeting Program and Mobile App.

Please click on the tabs above for more information on: important deadlines, application requirements, selection criteria, locations/times available, and Organizational and Financial Guidelines for these sessions.

Click here or on the green button above to submit your application.

Note: Unless you are using existing grant funding, the Society does not pay any additional expenses such as speaker travel, registration, or other expenses. Anyone attending a session in any capacity (including invited speakers and organizers) must be paid registrants of the 2017 ASCB/EMBO Meeting. If speakers/organizers work at primarily undergraduate institutions (PUIs) or minority-serving institutions (MSIs), or work for a non-research organization/institution, we may make exceptions on a case-by-case basis to provide complimentary one-day meeting registration.

If you have any questions, please contact Heather Kyler, Meeting Manager, or Alison Harris, Director of Meetings.

Non-Scientific Programming Task Force Members:
Jamaine Davis, Meharry Medical College
Arshad Desai, Ludwig Institute for Cancer Research and University of California, San Diego
Erin Dolan, University of Georgia
Yun Rose Li, University of Pennsylvania and Children’s Hospital of Philadelphia
Thoru Pederson, University of Massachusetts Medical School 

Ex-Officio:
Erika Shugart, ASCB Executive Director
Sydella Blatch, ASCB Diversity and Professional Development Program Manager
Thea Clarke, Director of Communications and Education
Alison Harris, Director of Meetings
Heather Kyler, Meeting Manager

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership.

Important Deadlines

 June 1, 2017 Application Deadline
 July 3, 2017 Notification sent to applicants.
 July 31, 2017 Descriptions for the Program due to ASCB for accepted sessions.

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership.

Application Requirements

The application form is available to ASCB members only. You can join here, if you are not currently a member. EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership.

Outside organizations that wish to propose a program should first contact Heather Kyler, Meeting Manager, or Alison Harris, Director of Meetings.

The application form is due by June 1 and requests the following information:

  • Applicant and Co-Organizer(s), if applicable, contact information.
  • Proposed session details, including:
    • Proposed Session Title
    • Proposed Session Description (including suggested speakers, keeping diversity in mind, and descriptions of any interactive components of your session)
    • Proposed Attendee Learning Outcomes (up to 150 characters each including spaces; at least 2 are required, but up to 4 are permitted)
    • Description of Target Audience(s)
    • Room Type/Session Length Requested. You will be asked to select one of the following (click here or on the Available Rooms/Times tab above for more information):
      • Roundtable Central in Exhibit Hall (3 sections available, each seating up to 160 at round tables; microphone and lectern; no AV or wireless)- 60 minutes
      • Exhibit Hall Theater (AV included, set theater-style with aisle microphone)- 45 minutes
      • Session Room (either round tables or theater-style)- 60 minutes
      • Session Room (either round tables or theater-style)- 90 minutes
      • Session Room (either round tables or theater-style)- 120+ minutes (more than 2 hours on Saturday only)
    • Indication of existing grant funding, if available and applicable
  • Affirmations. You will be asked to check the boxes agreeing to the following:
    • You understand that all programming will be scheduled by the ASCB and no day/time change requests will be considered.
    • You have read and agree to the terms as outlined in the Financial and Organizational Guidelines. You also understand that this is a competitive process and not all applications will be approved. You understand that the review committee may ask you to merge your session with another applicant or slightly alter the topic.
    • Although you may have contacted potential speakers regarding their availability/interest you have not formally invited any of your speakers. If your application is accepted, you understand you will have 4 weeks to invite speakers and submit a complete session (including title, speakers and affiliations, and description for the program).

Once the application form is submitted, you will have the ability to log in and edit any aspects of your application until the application deadline of June 1.

Click here or on the green button above to submit your application.

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership

Selection Criteria

The Non-Scientific Programming Task Force will review applications and rank them based on the following criteria:

  • Clear outcomes that align with the ASCB’s and EMBO’s mission and focus.
  • A proven-need and limited ability to find similar sessions elsewhere (uniqueness and necessity).
  • Diversity of speakers and intended audience to include gender, geographic, and ethnic diversity.
  • Intended level of audience engagement.
  • Availability of existing external grant funding (if applicable)

The review task force has the authority to ask for collaboration among the submitters of similar session ideas.

Click here or on the green button above to submit your application.

Non-Scientific Programming Task Force Members:
Jamaine Davis, Meharry Medical College
Arshad Desai, Ludwig Institute for Cancer Research and University of California, San Diego
Erin Dolan, University of Georgia
Yun Rose Li, University of Pennsylvania and Children’s Hospital of Philadelphia
Thoru Pederson, University of Massachusetts Medical School 

Ex-Officio:
Erika Shugart, ASCB Executive Director
Sydella Blatch, ASCB Diversity and Professional Development Program Manager
Thea Clarke, Director of Communications and Education
Alison Harris, Director of Meetings
Heather Kyler, Meeting Manager

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership.

Room Types and Times Available

There are three types of areas available for non-scientific programming. You will be asked to select one of these options during the application process. If you are unsure of what area would be best for your session, please contact Heather Kyler, Meeting Manager, or Alison Harris, Director of Meetings.

Option 1: Roundtable Central in the Learning Center (Exhibit Hall)
  • Three sections are available to run concurrent sessions.
  • Sessions limited to 60 minutes.
  • Each section seats from 10 to 200 people. One section has 20 round tables with 10 chairs, and two sections have 16 round tables with 10 chairs each.
  • A lectern and microphone are provided for each section. No other audiovisual equipment can be provided in this area.
  • The Learning Center (Exhibit Hall) is the hub for meeting activities and gets a lot of traffic.
  • Sessions will be assigned Sunday, Monday, or Tuesday between 8:00 am and 3:00 pm as follows:
 Day Roundtable Central Section 1
(16 tables)
Roundtable Central Section 2
(16 tables)
Roundtable Central Section 3
(20 tables)
Sunday 8:00 am-3:00 pm 8:00 am-3:00 pm  8:00 am-10:45 am
12:00 pm-3:00 pm
Monday 8:00 am-3:00 pm 8:00 am-3:00 pm 8:00 am-3:00 pm
Tuesday 8:00 am-3:00 pm  8:00 am-3:00 pm  8:00 am-10:45 am
12:00 pm-3:00 pm

 

Option 2: Theater in the Learning Center (Exhibit Hall)
  • Theater-style seating set for 125-150 people.
  • Sessions limited to 45 minutes.
  • The ASCB and EMBO will provide a screen with a projector, a lectern with speaker timer, and microphones, including one lectern microphone and one aisle microphone for audience questions. Presenters will need to supply their own laptop.
  • The Learning Center (Exhibit Hall) is the hub for meeting activities and gets a lot of traffic.
  • Sessions will be assigned Sunday, Monday, or Tuesday between 8:00 am and 3:00 pm as follows:
 Day Theater #3, Learning Center
Sunday 8:00 am-2:45 pm
Monday 8:00 am-2:45 pm
Tuesday 8:00 am-2:45 pm

 

Option 3: Session Room (outside the Exhibit Hall)
  • Rooms will be set theater-style or with Round tables (based on requirements provided in the application) for the appropriate audience size.
  • Sessions are limited to 60, 90, or 120+ minutes (more than 2 hours can only be held on Saturday).
  • The ASCB and EMBO will provide a screen with a projector, a stage with a lectern with speaker timer and a head table next to the lectern, a MAC computer with keyboard and mouse, confidence monitor, and microphones, including microphones for the lectern, table microphones for the head table, and an aisle microphone for audience questions.
  • Sessions will be assigned Saturday between 8:30 am and 5:30 pm, and on Sunday through Tuesday between 8:00 am and 12:00 pm, and from 3:00 pm to 4:00 pm (if available) as follows:
 Day Available Times
Saturday 8:30 am-5:30 pm
Sunday 8:00 am-12:00 pm
3:00 pm-4:00 pm
Monday 8:00 am-12:00 pm
3:00 pm-4:00 pm
Tuesday 8:00 am-12:00 pm
3:00 pm-4:00 pm

 

Click here or on the green button above to submit your application.

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership.

Financial and Organizational Guidelines for Non-Scientific Programming at the 2017 ASCB/EMBO Meeting

ASCB/EMBO Responsibilities

The ASCB/EMBO will provide the following facilities and services and incur the expenses associated with them for approved sessions:

  1. A room or space in the Pennsylvania Convention Center.
  2. The following room set up and audiovisual equipment:
    1. Roundtable Central: Each section has 16-20 round tables for 160-200 people, and a lectern with microphone.
    2. Learning Center (Exhibit Hall) Theater: Theater-style seating for 125-150 people. A screen and HD projector; lighted lectern; confidence monitor; timer; and microphones for the lectern and aisle. A projectionist will also be assigned to your session. Presenters will need to present from their own laptops as no computer will be provided.
    3. Session Room: Theater-style or round tables for the appropriate audience size. A screen and HD projector; a MAC computer with mouse and keyboard; lighted lectern; confidence monitor; timer; microphones for the lectern, head table, and aisle; and a video switcher. A projectionist will also be assigned to your session. If a PC is needed in the room, please contact Alison Harris, ASCB Director of Meetings, otherwise none will be provided. Presenters are also welcome to use their own laptops.
  3. Announcements of the session on the 2017 ASCB/EMBO Meeting website and in the Mobile App and 2017 ASCB/EMBO Meeting Program.
Organizer Responsibilities
  1. If your session is selected (notifications will be sent by July 3), prepare to have your description, outcomes, and list of confirmed speakers with affiliations ready for printing in the 2017 ASCB/EMBO Meeting Program by July 31, 2017.
  2. Ensure your speakers are aware of these policies:
    1. Unless you are using existing grant funding, the Society does not pay any additional expenses beyond what is listed above under “ASCB/EMBO Responsibilities” (such as speaker travel, registration, or other expenses).
    2. Anyone attending a session in any capacity (including invited speakers and organizers) should be paid registrants of the 2017 ASCB/EMBO Meeting. There will be no admission to any session if individuals are not registered for the meeting. If speakers/organizers work at primarily undergraduate institutions (PUIs) or minority-serving institutions (MSIs), or work for a non-research organization/institution, we may make exceptions on a case-by-case basis to provide complimentary one-day meeting registration.

Organizers may incur optional expenses. The ASCB will not pay for these expenses:

  1. Food or beverage. This must be ordered through Aramark, Pennsylvania Convention Center. Please contact Bernard Carpenter, Director of Sales, Phone: 215-418-2233, Fax: 215-418-2210 or carpenter-bernard@aramark.com. You will be billed directly by Aramark, Pennsylvania Convention Center.
  2. Audiovisual equipment in addition to what is listed above. This must be ordered in advance through the ASCB by contacting Alison Harris, at aharris@ascb.org. You may be billed for additional equipment.
  3. Speaker expenses. Anyone attending a session must be a paid registrant of the meeting. (Note: If speakers/organizers work at primarily undergraduate institutions (PUIs) or minority-serving institutions (MSIs), or work for a non-research organization/institution, we may make exceptions on a case-by-case basis to provide complimentary one-day meeting registration.)
Fundraising

Organizers may raise support to be applied to the expenses described under “Organizer Responsibilities” above. If such funds are managed by the ASCB, the supporter may be eligible for a tax deduction and, for support of $1,000 or more, the supporter will receive valuable recognition in the Program, Webiste and on session signage outside the door. The ASCB will retain 50% of the support and apply this to cover expenses incurred by the ASCB as outlined in “ASCB/EMBO Responsibilities” above. The remaining 50% may be applied to expenses noted under “Organizer Responsibilities, which includes, speaker travel/registration, food and beverage, or additional audiovisual equipment. Organizers must submit receipts to the ASCB to receive reimbursement for these expenses, unless other arrangements are made in advance. If organizers raise funds that are not managed by the ASCB, support will not receive recognition by the ASCB or EMBO.

Special promotions are available if significant support is provided. Contact Louise Campbell-Blair, Director of Business Development, to discuss these opportunities.

The above fundraising information does not apply to federal grants.

Miscellaneous

You and your accepted speakers must agree to the following terms and conditions:

  • not to defame anyone
  • not to slander/libel anyone
  • not to use copyright/trademark materials without permission
  • not to speak on anything other than what was agreed to

Click here or on the green button above to submit your application.

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership.