Where is the 2018 Annual Meeting?
The 2018 International Annual Meeting will be held at the Baltimore Convention Center in Baltimore, MD.
When does the Annual Meeting begin and end?
The meeting runs Sunday, November 4 through Wednesday, November 7. The scientific program begins Sunday with the Opening Keynote at 6:00 pm and concludes Wednesday with the Closing Keynote at 5:00 pm. Workshops and tours are available prior to and after these dates, as well.
Do I need to be a member to attend?
No, but registration rates are reduced for members.
What meals are included with registration?
Meeting registration does not include meals. Some optional events, such as field trips, and ticketed events, do include food and require payment of additional fees. Light refreshments may be provided at some events, but should not be considered meals.
Does ASA and CSSA offer travel support?
Sorry, we aren’t able to offer travel support for attendees. If you are an invited speaker and a community leader or section/division chair has offered you funding, please keep your receipts and you’ll be reimbursed after the Annual Meeting.
Is the program posted online?
What should I wear to the Annual Meeting?
Most attendees wear business casual clothing, although some dress more formally for giving their presentations. The meeting rooms are often kept at cool temperatures so layered clothing is recommended. Check the Baltimore weather here.
I’m an invited speaker. Do I need to register to attend?
The Societies’ policy is to waive registration rates for non-member invited symposia speakers only. If you are a member of ASA or CSSA you must register normally. If you are a non-member speaking in a volunteer session, you must register normally.
Where can I search for or post job ads at the meeting?
Job seekers and employers will connect with jobs, internships, and fellowships in academia, industry, government, and non-profit sectors at the Career Center, located in the Exhibit Hall.
Can I earn Continuing Education Units (CEUs) at the Annual Meeting?
Yes. You can earn CEUs toward your Certified Crop Adviser (CCA), Certified Professional Agronomist (CPAg), Certified Professional Soil Scientist (CPSS), or Certified Professional Soil Classifier (CPSC) certifications. See pre-approved sessions for CEUs here.
Is there a room available where I can nurse in private?
Yes. Please go to the Annual Meeting information desk and ask about options.
Is there a meeting app?
Yes, you can download the MySci Mtgs app in your Apple or Android app store in October. It contains all of the session details, abstracts, maps, exhibit information, and more. The app syncs with the personal scheduler that we have used in previous years. The personal scheduler will be available online first, and any scheduling information you save there can be quickly imported to the app once it is available for download later.
Who can I tell about a dietary restriction?
The welcome reception, the Society awards breakfast, and closing reception are all buffet-style functions, which will allow you to select foods to meet your needs. Thus, will not require a dietary restrictions form to be completed. Attendees who register for a non-buffet meal function will be contacted by email to confirm dietary restrictions.
What are some fun things to do in and around Baltimore?
The Baltimore Information webpage can provide you with suggestions on where to eat and what to do.
When is the deadline for abstracts? Can I submit later?
The early abstract deadline is May 22. After that time, the abstract fee will increase $25 and the final abstract deadline is June 5. Our deadlines are firm and late abstracts will NOT be accepted. Please note that your abstract simply needs to be initiated; you can edit through August 23.
My research will be in progress when abstracts are due in June. Can I edit/change it later?
Yes. You must have your abstract submitted and paid for by June 5, but you can edit any part of your abstract (title, authors, text) up until August 23.
Does submitting an abstract register me for the Annual Meeting?
No. Meeting registration is a separate process that is required for all presenters.
When will I receive notification of my abstract acceptance, time, and date?
All submitting authors will be notified of their presentation acceptance, time, and date after the Annual Meeting Planning Committee finalizes the program in late July.
Why haven’t I received any correspondence about the abstract I submitted?
Most often this is a mistake in the presenting author’s email address (a typo or outdated address entered during abstract submission). Please make sure you’re listed as the presenting author and have the correct email address entered. If that is correct, please check your organization’s spam filter.
How do I cancel my abstract?
To withdraw your abstract, please email firstname.lastname@example.org. You will be notified when your abstract has been withdrawn from the program. You must cancel by August 23 in order to have your abstract removed from the printed program and abstract flash drive.
How long is an oral presentation?
Contributed oral talks are either 5 or 15 minutes long:
-For 15-minute presentations, we suggest 12 minutes for the talk and 3 minutes for Q&A/transition to the next speaker.
-The 5-minute Rapid Oral presentations feature three slides per talk. This style tells the story in a short, impactful way.
Q&A is scheduled into the end of each Rapid Session to address all Rapid presenters at once.
Invited symposia talks vary in length but are usually 20-30 minutes. If you’re a symposia speaker, please check your presentation length and leave time at the end of your presentation for Q&A and transition to the next speaker.
What size should I make my poster?
Each presenter is provided with a half-size 4 foot high by 4 foot wide poster board (1.2 m by 1.2 m). Poster boards have a 1 inch frame so we recommend that your poster be no larger than 45 inches high by 45 inches wide. Posters can be any size within these maximum dimensions.
What can I use to hang my poster?
Velcro must be used to hang your poster. No push pins are allowed in the Exhibit Hall. Velcro will be available at the Poster Information table in the Exhibit Hall while supplies last.
Where and when do I hang up my poster?
All poster sessions will be in the Exhibit Hall. Every poster presenter will receive specific instructions, including their assigned board number, in an email before the meeting. Otherwise, you can locate your poster listing in the online or print program to find your assigned board number.
All poster presenters will display their poster for one day and should set-up and remove their posters as follows:
Day Set-up Time Display time Removal Time*
Monday 7:00–9:00 am 9:00 am–6:00 pm 6:00–6:15 pm
Tuesday 7:00–9:00 am 9:00 am–6:00 pm 6:00–6:15 pm
Wednesday 7:00–9:00 am 9:00 am–4:30 pm 4:30–4:45 pm
Presenting authors are asked to be next to their poster during their specific poster session time.
*Note: posters remaining after removal time will be removed each night and discarded.
Do I need to be a member to attend?
No, but the registration rates are lower for members. You can still become an ASA or CSSA member for 2018 to qualify for member registration rates. Members of the US Canola Association and the Canadian Society of Agronomy also qualify for the professional member rate.
Can I bring a guest?
Spouse registration is complimentary. Spouses whose professional interests are related to soil, agronomic, crop, or environmental sciences or are employed in the industry do not qualify for the complimentary registration. Spouse registration includes a name badge that allows access to the exhibit hall and the opening and closing receptions. Other guests are invited to attend at the regular conference rate. Contact Lynne Navis (email@example.com; 608-268-4961) to register your spouse.
What does my registration fee include?
Your registration fee includes access to all ASA, CSSA, US Canola Association and the Canadian Society of Agronomy oral and posters sessions, plenaries, the exhibit hall, business meetings, and non-ticketed social events. There’s a limited amount of complimentary coffee available each morning in the Exhibit Hall. Food is otherwise not included.
How do I add an event to my Annual Meeting registration or print the registration receipt?
To print a receipt or make changes to your registration, please follow these steps:
1) Login to our society website: https://web.sciencesocieties.org to take you to My Account
2) Click on My Activities.
3) Under My Registrations click on Review/Edit Registration next to the current meeting.
4) To print your receipt, click on Reprint Confirmation.
5) To correct badge information, click on Edit Registrant.
6) To add sessions, click on Edit Sessions.
7) Choose session, click on Review Changes.
8) Click on Checkout. You will be taken to a payment screen where you can pay with your credit card.
If you have any questions, please contact Lynne Navis (firstname.lastname@example.org; 608-268-4961).
What is the cancellation/refund policy?
Cancelation requests received in writing on or before October 10, 2018, will be refunded the entire fee. Cancelation requests received in writing from September 20 through October 10, 2018 will be refunded the entire amount, less a $100 administrative fee.
How do I request a letter of intended participation for my visa application?
You may request a letter of intended participation here.
Where are hotels that are close to the convention center?
All hotels are close to the convention center. Please view the housing map to compare locations.
When and where can I reserve my hotel room?
Reserve a hotel through the housing bureau starting on March 13. Reservations will be accepted until October 10, subject to availability.
When will my credit card provided to secure my reservation be charged?
Hotels may charge credit cards a deposit of one night's room and tax on or after October 10, 2018.
Will I receive a hotel confirmation?
Yes, you will receive a confirmation number via email when you complete your reservation. If you did not receive it, please contact email@example.com.
What is the hotel cancellation policy?
Cancellations made after Sept. 20 will be charged a $40 fee. Cancellations within 72 hours prior to the day of arrival will be charged first night’s room and tax.
Which airport is closest to the meeting?
The Baltimore Washington International Marshall Airport (BWI) is the region's low-fare gateway to the world, offering over 300 non-stop flights to more than 90 domestic and international destinations with over 650 flights operating daily. Information on ways to get from the airport to your hotel are located on www.acsmeetings.org/travel.
What are some of the student events at the meeting?
A full list of undergraduate activities is available here.
A full list of graduate student specific activities is available here.
All students are strongly encouraged to attend all parts of the professional program that interest them.
Still have more questions?
Please call us at 608-273-8080 or email firstname.lastname@example.org.