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FAQ

General information
Abstracts
Presentations
Registration
Housing
Travel
Students

 

General information 

Where is the 2017 Annual Meeting?
The 2017 International Annual Meeting will be held at the Tampa Convention Center and the Marriott Waterside in Phoenix, AZ.  

When does the Annual Meeting begin and end?
The meeting runs Sunday, Oct. 22 through Wednesday, Oct. 25. The scientific program begins Sunday with the Opening Keynote at 6:00 pm and concludes Wednesday with the Closing Keynote at 5:00 pm. There are several workshops and tours available prior to and after these dates, as well.

Do I need to be a member to attend?
No, but the 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, CSSA, and SSSA 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?
Yes, here.

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 Tampa 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, CSSA, or SSSA 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.

Who can I tell about a dietary restriction?
Visit the Information Desk in the registration area and fill out a dietary restrictions form. Please note: the welcome reception, Society awards breakfasts, and closing reception are all buffet-style functions and will not require a dietary restrictions form to be filled out.

Is there a room available where I can nurse in private?
Yes. Please go to the front desk/atrium area and ask a concierge for options.

Is there a meeting app?
Yes, you can download the MySci Mtgs app in your Apple or Android app store after October 1. It contains all of the session details, abstracts, maps, exhibit information, and more. The app synchs 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.

How can I follow meeting news on Twitter?
Follow @ASA_CSSA_SSSA and @SSSA_soils on Twitter for news and updates. Posts about the Annual Meeting will use the hashtag #ACSMtg.

What are some fun things to do in and around Tampa?
There's plenty to enjoy in Tampa. A waterfront city with many opportunities to experience the warm waters and gentle bay breezes. Family-friendly attractions with plenty of sights and sounds to expand your mind and capture your imagination.  Our Tampa Information webpage can provide you with suggestions on what to do.

Abstracts

When is the deadline for abstracts? Can I submit later?
The early abstract deadline is May 9. After that time, the abstract fee will increase $25 and the final abstract deadline is May 23. Our deadlines are firm and late abstracts will NOT be accepted.

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 May 23, but you can edit any part of your abstract (title, authors, text) up until the day that you upload your presentation.  However, any edits made after August 10 will not appear in the printed program or abstract CD.

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 presenting authors will be notified of their presentation acceptance, time, and date in July after the Annual Meeting Planning Committee finalizes the program.

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 acsmeetings@sciencesocieties.org. You will be notified when your abstract has been withdrawn from the program. You must cancel by August 10 in order to have your abstract removed from the printed program and abstract CD.
 

Presenting at the Meeting

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 ft. high by 4 ft. wide poster board (1.2 m by 1.2 m). Poster boards have a 1 in. frame so we recommend that your poster be no larger than 45 in. high by 45 in. 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 desk 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           6:00–7:00 pm
Tuesday           7:00–9:00 am                9:00 am–6:00 pm           6:00–7:00 pm
Wednesday      7:00–9:00 am                9:00 am–4:30 pm           4:30–5:30 pm

Presenting authors are asked to be next to their poster during their specific poster session time.
*Note: posters left after 7:00 pm will be removed each night and placed on a table near the poster boards.
 

Registration

Do I need to be a member to attend?
No, but the registration rates are lower for members. You can still become an ASA, CSSA, and/or SSSA member for 2017 to qualify for member registration rates.

Can I bring a guest?
Yes. A guest registration to the meeting is $50. Individuals whose professional interests are related to soil, agronomic, crop, or environmental sciences or are employed in the industry do not qualify for the spouse registration. Spouse registration includes a name badge that allows access to the exhibit hall and entrance to the opening and closing sessions and receptions.

What does my registration fee include?
Your registration fee includes access to all ASA, CSSA, and SSSA 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 one of our society websites: AgronomyCrops, or Soils

    2.    Once you are logged in follow these steps based on which website you chose:

For Agronomy or Crops:
   1.    Click on My Account in the drop down menu.
   2.    Choose Annual Meeting Receipt.
   3.    This will open a receipt for your current registration. You can print this as a receipt or make changes or additions to your registration.

For Soils:

   1.    Click on Membership.
   2.    Click on My Account in the drop down menu.
   3.    Under My Account on the right hand side, click on My Transactions.
   4.    Click on My Receipts on the left hand side.
   5.    Choose the invoice for the Annual Meeting.
   6.    This will open a receipt for your current registration. You can print this as a receipt or make changes or additions to your registration.

If you have any questions, please contact Lynne Navis (lnavis@sciencesocieties.org; 608-268-4961).

What is the cancellation/refund policy?
Cancellation requests received in writing on or before Sept. 27 will be refunded the fee, less a $100 administrative fee. There are no refunds for registrations and all tours, workshops, and meal functions after Sept. 27.

How do I request a letter of intended participation for my visa application?
You may request a letter of intended participation here.

Housing
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 Feb. 28. Reservations will be accepted until September 27, subject to availability.

I’m looking for a roommate. Where can I find one?
Browse or post your request for a roommate on the Annual Meeting Phorum.

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 Sep. 27, 2017.

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 help@orchideventsolutions.com.

What is the hotel cancellation policy?
Cancellations made after Sept. 7 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.


Travel
Which airport is closest to the meeting?

Tampa International Airport is 7 miles from the Tampa Convention Center and surrounding hotels.

Is there an airport shuttle discount for ASA, CSSA, and SSSA attendees?
Book online to receive discounted rates of $12/$20 (one way/round trip)  for SuperShuttle service to the convention center hotels.  Discounts are automatically deducted at check out.  Use discount code VDK3Q when ordering by phone ($3 service fee) or in person when you arrive in Tampa.  Travel is valid from October 18-30, 2017. See transportation options.

For Students
What student competitions can I submit to?
Graduate students can submit their research to competitions as defined here.

What opportunities are there to help students cover meeting expenses?
Students who are members of the ASA, CSSA, or SSSA qualify for significant discounts on the Annual Meeting registration fee. In addition, individuals may apply for an internship which pays $50 for 4 hours of work at the Annual Meeting.

How and when do I apply to volunteer or intern? What is involved?
Students wanting to contribute to the success of the Annual Meetings or earn some money while there can apply to be a meeting intern. The internship program is open to postdocs, graduate, and undergraduate student members of the Societies. Internship Applications open July 1 and close September 18. Notifications of selection will be sent the following week. Click here to apply.

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.