DEI & Sustainability

Diversity, Equity, and Inclusion

The Societies are working to create meaningful change in the areas of diversity, equity, and inclusion (DEI). We know we must do more across our scientific community for strength, creativity, and innovation in science. The information below supplies background on current efforts connected to our Annual Meeting.

We are committed to providing an experience where diversity is celebrated and where everyone feels respected and has a sense of belonging. We strongly prohibit any form of harassment or discrimination. If you’ve experienced any inappropriate conduct, please share it with us online or in-person.

For the 2024 meeting, the Societies  providing DEI and Safe Space Advocate for all attendees both at the Annual Meeting and for a month post-meeting.  Dr. Deanna Kimbrel was available on-site to talk with any attendee who wished to report an incident at the meeting or up to 4 weeks post-meeting or provide comments or provide feedback on our DEI efforts and activities.

There are no required guidelines for participants to access the DEI and Safe Space Advocate services. There are several reasons why participants may want to report an issue and/or seek guidance on an incident such as:

• Harassment (physical, sexual, and verbal)
• Uncomfortable experiences
• A lack of inclusion and respect
• Biased behavior/microaggressions
• Unwanted touches/over friendliness/inappropriate jokes

Dr. Kimbrel may be reached in the following ways: 

Onsite:
Deanna will be available for drop-in conversations, in Room 1109 of the Convention Center at the hours listed below:

• Sunday: 6:00 pm – 9:00 pm
• Monday-Wednesday: 9:00 am – 6:00 pm

Meeting App
Navigate from General Information to the Health and Safety section.

Phone and Text Hours
(315) 333-2216

• Sunday: 6:00 pm - 9:00 pm
• Monday: 9:00 am – 6:00 pm
• Tuesday: 9:00 am – 6:00 pm
• Wednesday 9:00 am – 6:00 pm

Email
Send Message
Deanna will respond to email during the same hours as the above phone hours plus Monday-Wednesday from 6:00 pm – 9:00 pm

Contact form (information may be provided anonymously)
http://tinyurl.com/DEIadvocate
Attendees may request an appointment with Deanna during the meeting and for four weeks post meeting. Request a time and she will confirm or suggest an alternative time to meet/call.

Via Calendly (to schedule a meeting)
https://calendly.com/kimbrelconsulting/dei-and-safe-space-advocacy-services

Jim Cudahy, Societies CEO, will also be available 24-hours per day at (434) 882-4736.

View the ASA, CSSA, SSSA Presidents Letter and the Societies Code of Conduct.Deanna will respond to email during the same hours as the above phone hours plus Sunday-Wednesday from 6:00 pm – 9:00 pm

Deanna will be available for drop-in conversations, with flexibility, in Room 1109 of the Henry B. Gonzalez Conference Center (near registration) at the hours listed below:-->

View the ASA, CSSA, SSSA Presidents Letter and the Societies Code of Conduct

To learn more about Society-wide actions including DEI discussion board, policies, sessions that focus on DEI at the Annual Meetings, and more, please visit:

https://www.soils.org/diversity
https://www.crops.org/diversity
https://www.agronomy.org/diversity

Current Efforts

The Annual Meeting averages 4,000 attendees from 60 countries; anyone in the world with an interest in agronomic, crop, and/or soil sciences is invited to register and attend.

• Everyone in the world is invited.
• Anyone can submit a scientific abstract, including both in-person and/or virtual presentations, and most are accepted!
• The Societies aim to be inclusive and allow everyone to gain professional recognition and presentation experience, all while expanding your CV/vita, sharing information for all to succeed, and fostering collaborations with your peers.
• The Annual Meeting ACS732 Program Planning Committee DEI/LGBTQ+ Representative provides member representation regarding diversity, equity, and inclusion, including topics needing to be covered at the Annual Meeting. 
• We work with our Annual Meeting city, venue, and contractor partners on collaborative DEI efforts.
• We design our Meeting with DEI in mind: all-gender restrooms, a lactation area, accessible rooms, pronoun ribbons, inclusive language, diversity in programming and in presenters, etc.
• We collect accommodation needs (such as audio, mobility, visual, and other) at the point of registration and work one-on-one to accommodate.

Safety

Watch a Welcome Video from Visit St. Louis or visit their site for more information about safety and the city.

Explore St. Louis and our community partners have taken the following steps to provide delegates attending the 2023 ASA, CSSA, SSSA International Annual Meeting a safe and enjoyable experience in St. Louis:

• Our Vice President of Public Safety is coordinating with your event team, St. Louis Metropolitan Police Department, and the St. Louis Downtown Community Improvement District to support your safety throughout your stay.
• The St. Louis Metro Police Department and St. Louis Sheriff’s Office will conduct patrols to maintain a high visibility police presence in addition to 24/7 monitoring of cameras and Rapid Response team surveillance.
• Our partners at the St. Louis Downtown Community Improvement District have mobilized their safety team support vehicles, Downtown Guides (they wear highly visible yellow uniforms) are offering a free safety escort program by calling or texting +1 (314) 280-4817. An officer will answer your call directly.   You may anticipate a wait as they are assisting other meeting attendees. 
• Downtown hotels will deploy their security teams to be visible outside of the buildings as guests are moving about in the downtown area after nightfall (they will also wear bright yellow vests).
• Labyrinth Smart Mobility will operate two STL Downtown Link electric shuttles from 7 p.m. to 10 p.m. from October 29-November 1, 2023. This service is free to ASA, CSSA, SSSA guests. You may call the Link dispatch, +1 (314) 325 9252, to request a ride during the service times. 

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Safety

When visiting any metro area, personal responsibility is a key factor in mitigating crime and reducing your chances of being a victim. The following are some easy, preventative measures to help keep you safe:

• Pay close attention to your surroundings – if you feel threatened or something doesn’t feel right, take action immediately. If you see something, say something and notify the authorities.
• Carry as few items as possible and remove your lanyard and meeting credentials when leaving conference venues.
• Travel in small groups and avoid shortcuts that take you through alleys, gangways, and other unlit, isolated areas.
• Carry a small amount of cash and only the credit cards that you intend to use. Leave everything else at home and for items you must bring, utilize the safe in your hotel room if one is provided.
• Do not carry your passport with you once you arrive and make back-up copies of your credit cards and IDs.   
• Make sure belongings in your car are properly stored away from view.


• Panhandling is illegal in St. Louis. Do not encourage or reward panhandling.
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Other recommended safety tips for conference attendees:

• Be sure your hotel door locks behind you when entering and leaving your room. Use the deadbolt when occupying the room.
• Do not allow anyone unexpected into your room, even if they are in uniform or holding a badge.  
• Don’t leave items unwatched at the conference. This includes guarding drinks. 
• Only accept invites that you feel comfortable accepting.
• Notice the nearest exits. 
• Allow/turn on notifications in the free conference app so that you receive instant emergency notifications if necessary. 
• Utilize the Societies’ DEI and Safe Space Advocate.
   

Sustainability 

The Societies are committed to modeling sustainability at our Annual Meeting.  We implement a variety of practices to minimize the conference’s environmental footprint and maximize our positive impact or “handprint.”

Current Efforts

Waste

• We offer and promote a conference app.
• We order recycle bins in areas that recycle.
• We ask presenters to utilize electronic distribution.
• We use electronic methods for our marketing and on-site communications.
• We recycle and/or reuse event supplies whenever possible.
• We offer an online/virtual meeting.
• We encourage online registration.
• We minimize the use of and re-use or recycle floral decorations and plants and request they be local.
• We use or rent the venue's centerpieces rather than purchase new ones that go to landfill afterwards.
• We connect exhibitors with donation opportunities to redirect landfill items.
• We ask staff and exhibitors to reduce single-use giveaways and choose reusable giveaways, made from durable or recycled materials, or consumable.
• We are working towards reusable banners and signage. 
• We do not carpet most of the exhibit hall.
• We use crates to package our freight when shipping, rather than individual packing/bubble wrap.

Purchasing

• We do not give attendees a bag or swag at registration.
• We ask staff to purchase eco-friendly event supplies and order from B Corp Certified businesses.
• We give awards in electronic format instead of using plaques.
• We use recycled materials for our lanyards and our name badges are biodegradable.

Food & Dining

• We order compost bins in areas that compost.
• We use reusable plates and utensils at special and ticketed event meals; we use zero Styrofoam. 
• We select buffet-style menus when possible to reduce waste from plated food.
• Leftover food is asked to be donated if possible by law; typically our ordering is close to no waste.
• We select some of the same menu options across meals to keep over-ordering to a minimum.
• We ask for and order local and organic when possible.
• We have meatless options at every food event.
• When possible we use water pitchers and water fountains to help preserve water and eliminate bottle waste.
• If table quality allows, we ask for no tablecloths to reduce waste from laundry including soaps and bleach. We do not use plastic tablecloths.

Partners & Community

• We select conference hotels that are near where the conference is and invest in the communities hosting us via donations of time and money to local food banks.
• We work with partners who share our commitment to sustainability.
  • View Henry B. Gonzalez Convention Center sustainability practices.
  • View Hilton brand's environmental impact information. 
  • View GES's impact report. 
• Via electronic communication and social media, we ask attendees to contribute (see below.)

Future Goals

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How You Can Help

All attendees have a role to play in improving the sustainability of the conference.  

You can help by:

• Taking advantage of public transportation options, especially to/from the airport where offered.
• Carpool to the meeting if possible.
• Bringing and using your own water bottle and refill from permanent water stations.
• Choosing plant-based foods (even just one day of the conference) supports the creation of ecologically sound food systems.
• Don't take foods or beverages you won't eat or drink. 
• Utilize electronic distribution; if you must print, print double-sided on 100% post-consumer recycled, agricultural residue, and/or FSC-certified content paper.
• Placing any materials you wish to discard in the appropriate collection receptacle.
• Taking advantage of your hotel’s green housekeeping program. If they do not have one, request that they begin providing one. 
• Turn off all lights and the air-conditioning warmer in your hotel room before leaving each day.