ASCB Rainbow


Saturday Member-Organized Special Interest Subgroups*

Click Here to Apply

(Form available only to ASCB members^. Not a member? Join here)
Please contact Heather Kyler with any questions.

Application Deadline is June 1 

* Note that some subgroup applicants may be asked to host their Subgroup on a day other than Saturday (Sun – Wed) in a 2 hour 35 minute time slot concurrent with Minisymposia.  Please keep this in mind when you are developing your program and thinking of speakers.

OverviewImportant DeadlinesApplication RequirementsFinancial and Organizational Guidelines

Overview of Subgroups

This is where members drive the scientific agenda.  The focus of Saturday morning and afternoon is on a wide range of scientific topics self-organized by groups of interested scientists.  These are among the most popular scientific sessions at the meeting.  Applications for non-science based subgroups will not be approved.  However, if you have a non-scientific program you would like to propose, please visit our Non-Scientific Session information page.

In 2016, we started offering Subgroups in both morning and afternoon time slots on Saturday.  This allows more subgroups to be selected and gives members the opportunity to attend additional sessions.

On Saturday, December 2, subgroups will be held from 8:30 am – 12:30 pm and 1:30 pm – 5:30 pm for groups with common interests to organize and hold informal meetings.   Plan to arrive by Friday evening for a Saturday morning Subgroup.

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

All applications will be reviewed by a committee, and notifications will be sent to applicants by July 3.  Applicants may be asked to merge with another organizer if the topics overlap and/or alter the scope of the proposal.

Those selected to organize a session will need to get a session description to the ASCB by July 31 for inclusion in the 2017 ASCB | EMBO Meeting Program and Mobile App.

The ASCB & EMBO will provide a room with chairs set theater-style and the following audiovisual equipment:

  • Screen
  • LCD projector
  • Projectionist
  • MAC, with a mouse and keyboard*
  • Confidence monitor
  • Video switcher
  • Laser pointer
  • Speaker timer
  • Lighted lectern with microphone
  • Head table for three with one table microphone
  • Aisle microphone

* If you, or one of your speakers will need access to a PC, instead of a MAC, please contact Heather Kyler at hkyler@ascb.org in advance of the meeting; otherwise a PC will not be provided.

Additional audiovisual equipment, different room set-ups (if available), and food and beverage may be requested for an additional charge. Promotion in the Meeting Program, in the ASCB Newsletter, in the Mobile App, and on the 2017 ASCB EMBO Meeting website will be provided.

Please click on the tabs above for more information on: Important Deadlines, Application Requirements, and Organizational and Financial Guidelines for these subgroups.

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

Note: Anyone attending a session in any capacity (including invited speakers and organizers) must be paid registrants of the 2017 ASCB EMBO Meeting.

If you have any questions, please contact 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 subgroups

* 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. Note: Only one application per member is permitted.

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

  • Applicant and Co-Organizer(s), if applicable, contact information.
  • Proposed subgroup details, including:
    • Proposed Meeting Title
    • Proposed Description
    • Proposed Speakers with Affiliations.  Please do not pre-invite speakers before you are approved.
    • Anticipated Attendance for the session
  • Affirmations. You will be asked to check the boxes agreeing to the following:
    • You confirm all organizers are ASCB members
    • You understand that Special Interest Subgroups will be scheduled in morning (8:30 am – 12:30 pm) and afternoon (1:30 pm – 5:30 pm) time slots and if selected, you will present in whichever time slot is assigned.
    • 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 have not pre-invited any of the speakers. You understand that the Program Committee may ask you to merge your session with another applicant or slightly alter the topic. If your application is accepted, you understand you will have at least 4 weeks to then invite speakers and put together a completed session.

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

Financial and Organizational Guidelines for Special Interest Subgroups 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 member-organized Subgroup sessions:

  1. A room in the Pennsylvania Convention Center, set theater-style. If you require a different room set, please contact hkyler@ascb.org. An additional expense may apply.
  2. The following audiovisual equipment: screen; a MAC; a mouse and keyboard for the MAC; lighted lectern; LCD projector; confidence monitor; laser pointer; timer; microphones for the lectern, 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 Heather Kyler at hkyler@ascb.org, otherwise none will be provided.
  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 subgroup is selected (notifications will be sent by July 3), prepare to have your description 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. 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.
  3. Any materials that organizers wish to distribute to attendees must be submitted to Louise Campbell-Blair, Director of Business Development, at lcblair@ascb.org, by November 1, 2017, for approval prior to printing for distribution. No signage, other than what the ASCB provides, will be allowed outside of the meeting room or taped to walls/doors—no exceptions.

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 through PPT by contacting Holly Alderton at 301-575-2754, or email at halderton@projection.com. You will be billed directly by PPT.
  3. Speaker expenses. Anyone attending a Special Interest Subgroup, including speakers and organizers, must be registered for the 2017 ASCB | EMBO Meeting.
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.

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