FAQ

General Information
Abstracts
Presentations
Registration
Travel & Hotel
Students
 

The Societies are providing both an in-person Annual Meeting and a Limited Virtual offering. As safety measures for the November Meeting are defined we will add information here and update it as needed. Please check back regularly.

Is the Annual Meeting on for October 29-November 1, 2023, in St. Louis, Missouri?   

Yes. We are still planning both an in-person meeting in St. Louis and our Limited Virtual Meeting.

The safety of our attendees is and always will be paramount. Connecting scientific leaders from around the world is also vital in turning strategies into actions and actions into impacts.

What is the current policy regarding COVID-19?

The Societies boards voted on August 31, 2022, to remove masking and proof of vaccination requirements to attend the Annual Meeting in Baltimore.

The Societies strongly recommend and that attendees get vaccinated if they are able but do not require vaccinations or masks for its attendees.

Will COVID-19 testing or masks be available onsite?

Masks will be available at or near registration; tests will not be available onsite. For local medical assistance, please seek any on-site assistance available at the venue and/or look in the conference app under "Meeting Information."

Will the current policy change?

Changes in this policy will be reviewed prior to the meeting and in accordance with the CDC, City of Baltimore, and Convention Center requirements and guidelines. Updates will be posted on this website if necessary.

Who do I contact with questions?

Please contact Wes Meixelsperger, Director of Meetings, wmeixelsperger@sciencesocieties.org.

What are the Annual Meeting Covid protocol rules and steps being taken?

As of November 5, 2022:

• Wear a mask and distance if you choose to.
• We will provide sanitizing wipes upon request to speakers to sanitize mics before speaking.
• We have hired an on-site emergency medical professional to be at the Baltimore Convention Center.
• Local medical care can be located in the conference app. (Dial 911 in case of emergency.)
• We are following all venues' (including catering) safety protocols.
• We work closely with our venues to stay informed of the current state, county, and local regulations. 
• We are requiring everyone to read and electronically agree to our Code of Conduct (including COVID Code of Conduct) when registering for the Meeting.
• We work with partners such as the City of Baltimore, the Baltimore Convention Center, and our Headquarter Hotel, who all have cleaning and safety measures in place. Please visit your hotel, airline and/or public transportation websites for their specific safety and cleanliness measures.
• Please do not travel or attend the Meeting if you are not feeling well or think you have been exposed to COVID-19 or other viruses. Please seek medical advice immediately.
• We are offering a limited virtual program at a reduced price for those unable to attend. The limited virtual program includes access to prerecorded presentations featuring the keynote, 10 lectureships, and internationally contributed oral and poster presentations. 

NOTE: As regulations and requirements change, we reserve the right to alter the above as is needed.  Please check back regularly for the current measures.

We hope you can join us for either the limited virtual recordings or in Baltimore in November - whichever is most comfortable for you.

Have the submission deadlines changed given the current pandemic situation?
Abstract submissions closed July 12.  Please note that your abstract can be edited through the dates of the Annual Meeting.

Are there virtual presentation options available for the 2022 Annual Meeting?
Yes. Although the 2022 Baltimore Annual Meeting is considered mostly a traditional in-person meeting, it will offer support for prerecorded oral or poster virtual presentations. Please view the Virtual Presentations site for additional details.

Are submission and registration fees refundable?
Depending on the time of request, registration fees may be refundable. Please see the registration site for details.
Abstract fees are nonrefundable.

My student research is incomplete. How can I possibly present?
The Societies encourage students to speak with their advisors about ways to present the data they already have. Often looking at the research from a different angle can yield a new and compelling presentation that was not conceived of before.

General Information 

Where is the 2023 Annual Meeting?
The 2023 International Annual Meeting is in St. Louis, Missouri at the following venues: https://www.acsmeetings.org/travel.

When does the in-person Annual Meeting begin and end?
The meeting runs from Sunday, October 29 through Wednesday, November 1. The scientific program begins Sunday with the Opening Keynote at 5:45 pm and concludes Wednesday with the Closing Reception beginning at 4:30 pm. There are several workshops and tours available on Sunday, October 29 that require an additional registration fee.  

Do I need to be a member to attend?
No, but registration rates are reduced for members.

What meals are included with registration?
No meals are included.

Is the program posted online? 
When finalized, the online program will be posted 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.

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 weather in St Louis here.

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.

Is there a meeting app?
Yes, the free app will be available in October.

How can I follow the Annual Meeting on social media? 
Follow @ASA_CSSA_SSSA on Twitter or @ASA.agronomy, @CSSA.crops, @SSSA.soils on Facebook or ASA, CSSA, SSSA on LinkedIn for news and updates. Posts about the Annual Meeting will use the hashtag, #ACSMtg.

Is there a room available where I can nurse in private?
Yes. There is a Mother's room outside room 341 and a Mother's lounge inside the Charles Lobby Women’s Restroom at the Baltimore Convention Center.

Is childcare available?
The Societies do not offer childcare services at the Annual Meetings. The hotel in which you’re staying should have some recommendations for companies that provide this service.

Is a gender-neutral bathroom available?
Yes, gender-neutral bathrooms are located near rooms 313, 327, 338, 344 and the Ballroom (Level 400) in the Baltimore Convention Center. 

Who can I tell about a dietary restriction? The welcome reception and closing reception are buffet-style functions, which will allow you to select foods to meet your needs. Attendees who register and pay for a meal function will confirm dietary restrictions during the registration process.

Does Baltimore have a safe walk companion service? There are two organizations that provide a complimentary security escort to walk you safely back to your hotel.  (1) Downtown Partnership, 7:00 am - 5:00 pm, call  410.802.9631.  (2) Waterfront Partnership Safety Guide Services, 8:30am-11:00pm on Mon. - Saturday, 8:30am-10:00pm on Sunday, call 443.278.4701.  Please allow the escort guide 15 minutes to respond to your location. 

Abstracts

When is the deadline for abstracts? 
In-person and virtual abstract submissions open on March 7. In-person abstract submission closes on June 13, 2023. Virtual abstract submissions closes on September 20, 2023. Please note that your abstract can be edited through the dates of the Annual Meeting. If you missed the deadline, please watch this website and submit to the 2024 Annual Meeting.

What if I don't have enough detail for an abstract before the submission deadline?
Not a problem! Please note that abstracts at this point are “holding slots” that reserve your spot in the desired session. The Program Planning Committee will require a title, full payment, and just enough abstract content to ensure your submissions are placed in proper sessions. Research details and more solid content can be added through November 9th. Edits to your abstract will be reflected in the online/app versions of the program - even while onsite in St. Louis.

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 and presentation time?
Submitting authors will be notified of their abstract acceptance and presentation scheduling in early September.

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?
Please see the Presenter FAQs for cancellation details.

How do I get a receipt?
 

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-foot high by 4-foot wide poster board (1.2 m by 1.2 m). Poster boards have a 1-inch frame so we recommend that your poster be no larger than 45 inches high by 45 inches 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 table 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 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:

Monday
Set-up Time: 7:00–9:00 am
Display Time: 9:00 am–6:00 pm
Removal Time*: 6:00–6:15 pm

Tuesday
Set-up Time: 7:00–9:00 am
Display Time: 9:00 am–6:00 pm
Removal Time*: 6:00–6:15 pm

Wednesday
Set-up Time: 7:00–9:00 am
Display Time: 9:00 am–4:30 pm
Removal Time*: 4:30–4:45 pm

Presenting authors are asked to be next to their poster during their specific poster session time.
*Note: posters remaining after removal time will be removed each night and discarded.

5-Minute Rapid Oral FAQs
 

Registration

Am I Registered?
1)   Go to our society website: https://web.sciencesocieties.org and Sign In.
2)   Click on My Account.
3)   Click on My Registrations – it should show 2023 Annual Meeting if you are registered.
4)   If nothing is there, Click on Events and choose the 2023 Annual Meeting and it will take you to on-line 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, or SSSA member for 2023 to qualify for member registration rates. 

What does the registration fee include?
Access to the opening keynote, opening and closing receptions, sessions, exhibit hall, and much more.

What does the virtual registration fee include?
The limited virtual option is a limited version of our in-person Meeting and includes access to recordings of the Opening Keynote and ASF Lectureship Series along with internationally contributed virtual oral and poster presentations.

How do I print registration and/or an abstract submission receipt?
To print a receipt for your registration, please follow these steps:
1)   Go to our society website: https://web.sciencesocieties.org and Sign In.
2)   Click on My Account.
3)   Click on My Invoices.
4)   Click on the invoice number. This will take you to a screen where you can view and print your receipt.

How do I add an event to my Annual Meeting registration?
To make changes to your registration, please follow these steps:
1)    Go to our society website: https://web.sciencesocieties.org and Sign In.
2)    Click on My Account and click on My Registrations.
3)    Click on View/Edit Details
4)    Click on Edit next to your name. This will take you back to the registration page and you can update your address/badge as well as add sessions.
5)    Click on Check Out when you are done.   This will take you to a screen where you can pay with your credit card.

What is the cancellation/refund policy?
Registration pricing and cancellation information are available here. 

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

Travel & Hotel

Which airport is closest to the meeting?
The St. Louis Lambert International Airport (STL)

Where are hotels that are close to the convention center?
All hotels in the Societies reserved block are close to the convention center.

When and how can I reserve my hotel room, learn more about payments, and find a cancellation policy?
ASA, CSSA and SSSA have negotiated discounted rates for you at hotels within walking distance of the America's Center.

What are some fun things to do in and around St. Louis?
The Travel webpage can provide you with suggestions on where to eat and what to do in St. Louis.

Students

Are there student competitions?
Graduate students can view competitions as defined here.

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.

Is there travel support for undergrads attending the meeting?
Graduate students seeking travel funding should review https://www.acsmeetings.org/graduates/ and contact Susan Chapman for additional questions.

There is no endorsement intended by ASA, CSSA or SSSA for attractions, products, services, or vendors mentioned on these pages, nor is any criticism implied of similar attractions, services, or vendors not mentioned. NOTE: Please confirm the above information, as it is subject to change.