Welcome, attendees!

In addition to the ASA, CSSA, and SSSA Statement of Ethics, those attending or hosting an event at a Society sponsored meeting are required to abide by the meeting code of conduct.

Meeting Presenters

A person can be the presenting author of two contributed (volunteered) papers per Society. The person may be listed as a non-presenting author on additional papers. All authors connected to a presentation and/or abstract must agree on all information contained in the presentation. Final presentation format is determined by the community leader or division chair. Failure of an author to agree to the presentation format will lead to the presentation being withdrawn from the conference. Once the submission is accepted into the program, all abstract submitters must intend to register, attend, and present at the Annual Meeting. Repeated and consecutive last minute cancellations by presenters may result in future submissions being denied.

Session and symposia presentations should be restricted to science and should not contain advertising or “infomercials”. For promotional opportunities, contact Shannon Bellis at (608) 273-8081.

Publications Request

Authors are encouraged to publish their work presented in oral and poster sessions in Society publications (journals and books). Symposia organizers will be asked to coordinate publication of symposia presentations in Society publications. Ideally, this process should begin prior to the date of the symposium. Regardless of whether the symposium itself is published, authors of invited papers at any symposia are encouraged to publish their paper(s) in Society journals. All manuscripts will go through the normal peer review process.

Video/Photography

Members of the pre-registered media and ACSESS staff are allowed to photograph and audio tape all sessions. ACSESS or contractors may videotape all sessions. All media must request prior approval for video with objectives, distribution, and audience for their video at least 10 business days before the meeting. Approval for videotaping is not guaranteed. ACSESS reserves the right to ask for and use raw footage. Otherwise there is to be no use of photography or personal recording devices in the session rooms.

Harassment and Safety

The Societies are committed to providing a safe and productive environment for everyone present at our meetings. ASA, CSSA, and SSSA prohibit intimidating, threatening, or harassing conduct and this policy applies to everyone associated with the meeting. Meeting participants violating these rules may be asked to leave the meeting (and may not be allowed to attend future meetings) at the discretion of Society leadership. Harassment of any kind is a serious issue, will not be tolerated in any form, and includes the following:

  • Offensive comments related to ethnicity, religion, disability, age, economic status, physical appearance, gender, or sexual orientation.
  • Deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome attention.
  • Any other harassment activity. 

Participants asked to stop any harassing behavior are expected to comply immediately. If you are being harassed, notice someone else being harassed, or have any other concerns, please contact Society staff who will work with the appropriate Society leadership to resolve the situation. We value your attendance and want to make your experience as productive and stimulating as possible.

Please contact Susan Chapman, Membership Director or Wes Meixelsperger, CFO and Meetings Director, immediately of any issues or concerns so they may be addressed.

Covid 

Before Leaving Home 

  • Follow relevant guidance provided by the World Health Organization (WHO), or your local health authority. 
  • Adhere to government issued travel restrictions and guidance issued by the region you will be travelling to and the region you are travelling from. 
  • Evaluate your own health and that of people you are in close contact with. 
  • Stay home if you feel sick. 

On-site During the Event 

  • Follow guidance from your local health authority, for everyday preventive actions to help prevent the spread of respiratory viruses including: 
    •    Washing hands often with soap and water for at least 20 seconds, or an alcohol-based sanitizer with at least 60% alcohol.
    •    Avoiding touching eyes, nose, and mouth with unwashed hands. 
    •   Covering your nose and mouth when coughing or sneezing. Throw used tissues in the trash. 
    •   Cleaning and disinfecting frequently touched objects and surfaces using a regular household cleaning spray or wipe. 
  • Agree to have your temperature taken before entering the meeting/event venue, if required by the event organizers. 
  • Agree to wear a mask or facial covering, if required by the event organizers. 
  • Adhere to social distance protocols put in place by the event organizers and respect others’ personal space. 
  • Go to the event First Aid office (or equivalent) at any time if you feel unwell or are experiencing flu-like symptoms.

 
Post-event 

Based on current contact tracing advice from many health authorities, if you test positive for COVID-19 up to 14 days after returning home, please contact the meeting/event organizers to advise them.
 

We look forward to all our guests enjoying the meeting.