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Conference Proposal Form

ASA, CSSA, and SSSA are interested in holding single-topic conferences that promote the Societies. These conferences are separate from the Annual Meeting. People are encouraged to submit conference proposals online.

These proposals will be reviewed by the ACSESS Meetings Department, and a brief call scheduled with the proposal contact. Once enough information is gathered, then the proposal will be reviewed by the A733 ASA Conference Committee, C733 CSSA Conference Committee, or S733 SSSA Conference Committee. The committee will then make recommendations to their Board of Directors for their final approval.

Note that a lead time of 6-12 months is best, and be sure to check out the ASA, CSSA, SSSA calendar to make sure your dates are available. Please complete as much of the proposal as possible, understanding that it is a draft/place to start, and the ACSESS Meetings Department will assist with the development and planning of the conference.

For assistance with completing the proposal, contact Jeanne Pluemer, Senior Meetings Manager.

1. Event Information--Logistics

Conference Society


Name of Conference

Purpose of Conference

Conference Sponsor

Conference Co-Sponsors

Estimated Attendance

Describe the intended audience

Where are they located?

When are they available?

What will attendees gain from this event?

Event Start Date

Event End Date

Are the above dates flexible?

Yes No

If yes, please list alternative dates here:

Option 1 - Event Start Date

Option 1 - Event End Date


Option 2 - Event Start Date

Option 2 - Event End Date


Cities to consider (list in order of preference):





Hotel Price Points (check all that you would use):

Government Rate
Under $125
Over $225

Type of Property Preferred (check all that you would use):

Downtown Hotel
Airport Hotel
Suburban Hotel

Is this the first time this meeting will be held?

Yes No

If no, please fill out this section with the complete meeting history:

Start Date
End Date
CityStateName of
Facilities Used
Total AttendanceTotal Room
Nights Used
# of Rooms
on Peak

Add More

Are there other meetings like this one? If so, when, where, and who are they hosted by?

2. Attendee Profile

% Members

% Non Members

% Government

% Academia

% Industry

% Student

% Drive In

% Fly In

% Invited

% Open

 (Marketing needed)

% Other

Please list other:

Are there any accessibility/dietary/special needs that are unique to your group?

Yes No

If yes, please explain:

3. Program Requirements

Anticipated Number of:

# of General Sessions

# of Breakout Sessions

# of Exhibitors

# of Presenters

# of Invited

# of Call for Abstracts

# of Posters

# of Other

Please provide a draft of your program outline here. Be sure to include any anticipated food and beverage events.

Day 1 (Breakfast on own)
7:30 - 9:00 AM Registration
9:00 - 10:00 AM Opening Session (100 people)
10:00 - 10:30 AM Break in Exhibit Hall
10:30 - 12:00 PM Breakout rooms (4-25 people each)
12:00 - 1:00 PM Lunch on-site, no program
1:00 - 2:30 PM Break out rooms (4-25 people each)
2:30 - 3:00 PM Break in Exhibit Hall
3:00 - 4:30 PM General Session (100 people)
4:30 - 6:00 PM Reception in Exhibit Hall with Posters
6:00 PM Dinner on Own

Day 2

Will you offer professional field tours?

Yes No

If yes, please describe:

4. Budget

Have you received or been promised funding or sponsorship(s)? Yes No

If so, please list estimated amounts from each entity.

Please list potential sponsors:

7. Conference Proposal Submitted By:

First Name

Middle Initial

Last Name

Name of Employer

Line 1

Line 2



Postal Code




Cell Phone