2020 ASBMB SPECIAL SYMPOSIA PROPOSAL GUIDELINES and APPLICATION

Proposals are evaluated by the ASBMB Meetings Committee. The ASBMB will provide site selection, meeting management and marketing support for each symposium in the Special Symposia Series.

Deadline for proposal submissions: November 1, 2018. Submit to: meetings@asbmb.org.

All submitters must be ASBMB members in good standing. Submitters, including organizers of previously run symposia, must complete/submit

the 2020 ASBMB Special Symposium proposal application Word file. No resubmission of a previous proposal or prior proposal formatting will be reviewed. Replace the yellow highlighted text with the response text for your proposed symposium. Proposals received by November 1, 2018 will be reviewed for programming

consideration during the 2020 calendar year. A document of Organizer Guidelines will be provided to organizers with notification of

proposal approval. Proposal decision notifications will be emailed in February, 2019 (approx.)

I. SYMPOSIUM TITLE Please insert the title of the conference as you would like to see it advertised. Meeting title should be concise and recognizable to a broad scientific community. ASBMB may make recommendations regarding the final symposium title of approved

proposals.

Proposed symposium title:

<Enter title of conference here> Past Title of Conference (if applicable):

<Enter title of past conference, if applicable, here>

Expected Number of Attendees (provide a range):

<Enter range of expected attendees here>

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II. ORGANIZER INFORMATION Minimum of two (2), maximum of three (3) organizers Symposium Organizers must be current ASBMB members in good standing The primary organizer is the main point of contact for the ASBMB office Submit each organizer’s CV, along with the completed proposal template

Primary Organizer: <Enter full name of primary/corresponding organizer here>

Title: <Enter primary/corresponding organizer title here>

Affiliation: <Enter primary/corresponding organizer affiliation>

Full Address: <Enter primary/corresponding organizer full address here>

Phone: <Enter primary/corresponding organizer phone number here>

Email Address: <Enter primary/corresponding organizer Email address here>

ASBMB Member Number: <Enter primary/corresponding organizer ASBMB member number here>

Primary Responsibility: Place a ✓ or X next to all responsibilities that apply from the list below:□ Sponsorships/Fundraising □ Program Development □ Abstract/Attendee Recruitment

Has this organizer planned a past meeting or conference? Place a ✓ or X next to the response below.

□ Yes □ No

If yes, answer the following for the most recent meetingPast Meeting Name: <Enter past meeting name here>

Past Meeting Affiliation (i.e. Gordon Conference, SRC, etc.) : <Enter past meeting affiliation here>

Past Meeting Dates: <Enter past meeting date here>

Past Meeting Location: <Enter past meeting location here>

Past Meeting Attendance: <Enter past meeting attendance here>

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Co-Organizer: <Enter co-organizer name here>

Title: <Enter title here>

Affiliation: <Enter Affiliation here>

Full Address: <Enter address here>

Phone: <Enter co-organizer phone number here>

Email Address: <Enter co-organizer email address here>

ASBMB Member Number: <Enter co-organizer ASBMB member number here>

Primary Responsibility: Place a ✓ or X next to all responsibilities that apply from the list below:□ Sponsorships/Fundraising □ Program Development □ Abstract/Attendee Recruitment

Has this organizer planned a past meeting or conference? Place a ✓ or X next to the response below.

□ Yes □ No

If yes, answer the following for the most recent meetingPast Meeting Name: <Enter past meeting name here>

Past Meeting Affiliation (i.e. Gordon Conference, SRC, etc.) : <Enter past meeting affiliation here>

Past Meeting Dates: <Enter past meeting date here>

Past Meeting Location: <Enter past meeting location here>

Past Meeting Attendance: <Enter past meeting attendance here>

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Co-Organizer: <Enter co-organizer name here>

Title: <Enter title here>

Affiliation: <Enter Affiliation here>

Full Address: <Enter address here>

Phone: <Enter co-organizer phone number here>

Email Address: <Enter co-organizer email address here>

ASBMB Member Number: <Enter co-organizer ASBMB member number here>

Primary Responsibility: Place a ✓ or X next to all responsibilities that apply from the list below:□ Sponsorships/Fundraising □ Program Development □ Abstract/Attendee Recruitment

Has this organizer planned a past meeting or conference? Place a ✓ or X next to the response below.

□ Yes □ No

If yes, answer the following for the most recent meetingPast Meeting Name: <Enter past meeting name here>

Past Meeting Affiliation (i.e. Gordon Conference, SRC, etc.) : <Enter past meeting affiliation here>

Past Meeting Dates: <Enter past meeting date here>

Past Meeting Location: <Enter past meeting location here>

Past Meeting Attendance: <Enter past meeting attendance here>

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III. MEETING HISTORYHas this conference been conducted before? □Yes □No

If yes, answer the following. If no, skip to section IV. Meeting dates, format and location.

Past Meeting Dates: <Enter past meeting dates here>

Past Meeting Location: <Enter past meeting location here>

Past Meeting Attendance: <Enter past meeting attendance here>

Past Meeting Organizers: <Enter past meeting organizer name here>

Past Meeting Affiliation (i.e. ASBMB, Gordon, SRC, etc): <Enter past meeting affiliation here>

Past Meeting Dates: <Enter past meeting dates here>

Past Meeting Location: <Enter past meeting location here>

Past Meeting Attendance: <Enter past meeting attendance here>

Past Meeting Organizers: <Enter past meeting organizer name here>

Past Meeting Affiliation (i.e. Gordon, SRC, etc) : <Enter past meeting affiliation here>

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IV. MEETING DATES, FORMAT AND LOCATION Based on knowledge of this community, competing meetings, schedules, and holidays,

provide three (3) choices of meeting dates that you wish to hold the conference. List the start and end date of your conference. Please note that conferences traditionally

begin on a Thursday and end on a Sunday. Every effort will be given to the organizers’ choice of conference dates. Due to

availability and budget guides, location and date preferences are not guaranteed.

A typical symposium schedule is provided below.

Day 1 (Thurs): Afternoon arrivals with evening keynote lecture or opening platform session

Day 2 (Fri): Platform sessions and/or poster session

Day 3 (Sat): Platform sessions and/or poster session

Day 4 (Sun): Morning session; meeting concludes by lunchtime

“Free-time” or an organized non-science, group/networking activity should be offered on either

Friday or Saturday

Meeting dates, Option 1: <Enter option ideas here>

Meeting dates, Option 2: <Enter option ideas here>

Meeting dates, Option 3: <Enter option ideas here>

If the symposium cannot be held at the organizer’s institution, ASBMB will source and contract the venue.

Can the Symposium be held at the organizer’s institution? □Yes □No

On a scale of 1 to 3, 1 being the most important and 3 being the least important, rate the following in reference to your meeting venue:

Affordability: <Enter rating here>

Close to airport: <Enter rating here>

Secluded area: <Enter rating here>

Other: <Enter any other comments relating to the meeting venue/location here>

Venues or locations you would like ASBMB to include in the meeting venue search:<Enter details of any property or location you would like to have considered for this meeting and why you recommend the location and/or property>

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IV.MEETING DESCRIPTION

a. Describe the overarching theme of the symposium and how it represents an emerging topic in the scientific community it is intended to attract. Include a list of the intended topics. <Enter your response here>

b. Describe the overarching goal of the program.<Enter your response here>

c. If the symposium is a repeat meeting, how is the proposed program unique/different from the previous program? <Enter your response here>

d. How will the symposium address an emerging area, and/or important advance in acurrent area, of science or technology?<Enter your response here>

e. Describe the target audience for this symposia, include career-levels, research areas, particular communities, international interest, etc. and what opportunities will be offered to attract an audience that includes graduate students and postdoctoral fellows.<Enter your response here>

f. Describe the benefits of attending this symposium to a prospective attendee (this will be used to market to prospective attendees?<Enter your response here>

g. Describe the evaluation methodology that will be used to determine whether the program reached its stated goal(s). <Enter your response here>

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V.MARKETING/PROMOTION ASBMB will market all special symposia to its membership and other targeted groups via email marketing campaigns, social media campaigns, membership magazine, online banner ads on its three (3) journal sites and onsite advertising at meetings.

** Help from the organizers is required to market the meeting as you are most familiar with and have relationships within the community.

** Upon proposal approval, organizers will be required to provide lists of relevant contacts to be included in ASBMB marketing campaigns (for example, attendee lists from a previous meetings on related topics)

a. Provide a list of 5 scientific keywords that would describe the research interests of the prospective audience i.e. Symposium name: Emerging roles for the nucleolus - Keyword: chromosome biology<Enter scientific key words here><Enter scientific key words here><Enter scientific key words here><Enter scientific key words here><Enter scientific key words here>

b. List any recommended venues for advertising the meeting, including other scientific societies whose members may be interested in this topic.

<Enter recommended venues here>

c. How will graduate students, postdoctoral fellows, and early career scientists/young investigators be recruited to attend and participate in the conference.

<Enter response here>

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VI. COMPETING/COMPLIMENTARY MEETINGS

a. List the names, dates and locations of meetings on a similar topic(s) that have been scheduled recently (2016-2018)

<Enter response here>

b. List the names, dates and locations of meetings on a similar topic(s) that are scheduled to take place in 2019-2020, and note if the meeting(s) will be in direct competition and if it is an optional venue to advertise your proposed symposium.

<Enter response here>

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VII. FUNDRAISING It is the organizers responsibility to obtain the support required to finance the meeting from sources such as corporate donors, co-sponsoring institutions, NIH and/or NSF. The amount of support will determine the meeting length and program activities. The approximate fundraising goal range is $10,000-$20,000.

ASBMB will provide seed funding in the amount of $10,000, to help organizers begin the planning process and secure speaker commitments. The seed funding is not a grant. At minimum, the society expects to recover the seed funding at the conclusion of the symposium.

a. Provide a general overview of your fundraising approach/strategy and if you have any resources you have at your disposal to assist you in successfully raising sponsorship funds?

<Enter response here>

b. Which companies/organizations/government agencies are likely to show interest and provide financial support for this symposium?

<Enter response here>

c. Note if you have a specific point of contact with a yes/no. (You do not need to provide the name of your contact)

<Enter response here>

d. Do you have any sponsorship commitments already confirmed? If yes, please provide details

<Enter response here>

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VIII. INVITED SPEAKERS

Initial invitations will be limited to ten (10) speakers to facilitate inclusion of volunteer speakers selected from submitted abstracts. Ten invited speakers include keynote speaker and organizers serving as speakers. The amount and number of travel reimbursement commitments will be subject to the organizers ability to secure sponsorship funding for this purpose.

ASBMB expects speaker diversity. Organizers should maximize participation of women scientists and scientists from underrepresented groups and include institutional diversity.

Inclusion of younger scientists (students, postdoctoral fellows, junior faculty) is strongly encouraged – may be selected from submitted abstracts.

Do NOT invite any speakers prior to proposal approval.

Required information for each proposed speaker (max 10) :

Speaker 1 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Speaker 2 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

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Speaker 3 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Speaker 4 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Speaker 5 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

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Speaker 6 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Speaker 7 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Speaker 8 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

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Speaker 9 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Speaker 10 name <Enter speaker name>

Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here> Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

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Alternate Speaker 1 name <Enter speaker name>Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here>

Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Alternate Speaker 2 name <Enter speaker name>Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here>

Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Alternate Speaker 3 name <Enter speaker name>Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here>

Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

Alternate Speaker 4 name <Enter speaker name>Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here>

Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

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Alternate Speaker 5 name <Enter speaker name>Speaker affiliation <Enter Affiliation Here>

Domestic/International <Enter Domestic/International Here>

Topic area <Enter Topic Area Here>

Male/Female <Enter Male/Female Here>

Underrepresented (if yes, define) <Enter Text Here>

Keynote □Yes □No

If organizers are not part of the 10 invited speakers, indicate if they also plan to speak

<Enter response here>

IX.OTHER INFORMATION (OPTIONAL)

Provide any other information that may help the Meetings Committee evaluate the proposal.

<Enter response here>

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PROPOSAL EVALUATION CRITERIA

Meeting the criteria list below is not a guarantee of proposal approval

Does the proposed symposium provide a specific description of the aspects that the

proposed topic will cover; including a clearly defined target audience?

Does the proposed symposium address a topic in an emerging area that is of interest to

the ASBMB membership and larger scientific community?

Are the sessions well balanced and logically planned to address critical topics in the

area?

Have the organizers provided a diversified list of potential invited speakers who can

effectively address the proposed topic(s)?

Will the speakers present new research?

Does each session show a balance of invited speakers and slots reserved to program

volunteered talks selected from submitted abstracts, as well as junior and under-

represented scientists?

Has the proposal identified a target fundraising goal along with a list of grants to apply

for and sponsors?

PROPOSAL SUBMISSION AND QUESTIONS

Proposals are submitted electronically along with each submitting organizer’s CV, to the

attention of the ASBMB Meetings Committee at meetings@asbmb.org.

All inquiries may be submitted to meetings@asbmb.org.

PROPOSAL APPROVAL

When a meeting proposal is approved, each organizer will receive an agreement letter to sign

along with a comprehensive set of guidelines that outlines the role of ASBMB and Organizers

throughout the planning process.

ASBMB will provide a meeting conference package to cover costs related to the proposal

solicitation, venue site preparation, speaker travel expenses and other costs associated with

initiating the meeting. The ASBMB office will set the registration fees in order to recover all

expenses associated with the meeting. ASBMB will guide the planning process and provide full

meeting management services to include accounting, site selection, logistics (pre-planning and

onsite), marketing and communications.

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