Member-Organized Special Interest Subgroups

Plan to arrive Friday night to attend both Saturday Special Interest Subgroup Sessions.

Please contact Alison Harris with any questions.

*ASCB members only
Note that some subgroup applicants may be asked to host their Subgroup on a day other than Saturday (Sun – Wed) in a 2 hour 35 minute time slot concurrent with Minisymposia.  Please keep this in mind when you are developing your program and thinking of speakers.

OverviewImportant DeadlinesSubgroup Organizer InformationApplication RequirementsFinancial and Organizational Guidelines

Subgroups Overview

This is where members drive the scientific agenda.  The focus of Saturday morning and afternoon is on a wide range of scientific topics self-organized by groups of interested scientists.  These are among the most popular scientific sessions at the meeting. However, if you have a non-scientific, career enhancement program you would like to propose, please visit our Career Enhancement Programming information page.

In 2016, we started offering Subgroups in both morning and afternoon time slots on Saturday.  This allows more subgroups to be selected and gives members the opportunity to attend additional sessions.

On Saturday, December 8, subgroups will be held from 8:30 am – 12:30 pm and 1:30 pm – 5:30 pm for groups with common interests to organize and hold informal meetings.  Plan to arrive by Friday evening for a Saturday morning Subgroup. Some Subgroups will be held concurrently with the minisymposia throughout the meeting.

If you wish to organize a subgroup at the upcoming meeting in San Diego, you must submit an application online by May 15.

All applications will be reviewed by a committee, and notifications will be sent to applicants by June 15.  Applicants may be asked to merge with another organizer if the topics overlap and/or alter the scope of the proposal.

Those selected to organize a session will need to get a session description to the ASCB by July 31 for inclusion in the 2018 ASCB | EMBO Meeting Program and Mobile App.

The ASCB & EMBO will provide a room with chairs set theater-style and the following audiovisual equipment:

  • Screen
  • LCD projector
  • Projectionist
  • MAC, with a mouse and keyboard*
  • Confidence monitor
  • Video switcher
  • Laser pointer
  • Speaker timer
  • Lighted lectern with microphone
  • Head table for three with one table microphone
  • Aisle microphone

* If you, or one of your speakers will need access to a PC, instead of a MAC, please contact Alison Harris at aharris@ascb.org in advance of the meeting; otherwise a PC will not be provided.

Additional audiovisual equipment, different room set-ups (if available), and food and beverage may be requested for an additional charge. Promotion in the Meeting Program, in the ASCB Newsletter, in the Mobile App, and on the 2018 ASCB EMBO Meeting website will be provided.

Please click on the tabs above for more information on: Important Deadlines, Application Requirements, and Organizational and Financial Guidelines for these subgroups.

Note: Anyone attending a session in any capacity (including invited speakers and organizers) must be paid registrants of the 2018 ASCB EMBO Meeting.

If you have any questions, please contact Alison Harris, Director of Meetings.

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership

Important Deadlines

May 15, 2018 Application Deadline
June 15, 2018 Notification sent to applicants
July 31, 2018 Descriptions for the Program due to ASCB for accepted subgroups

Subgroup Organizer Information

The ASCB & EMBO will provide a room with chairs set theater-style and the following audiovisual equipment:

  • Screen
  • LCD projector
  • Projectionist
  • MAC, with a mouse and keyboard*
  • Confidence monitor
  • Video switcher
  • Laser pointer
  • Speaker timer
  • Lighted lectern with microphone
  • Head table for three with one table microphone
  • Aisle microphone

* If you, or one of your speakers will need access to a PC, instead of a MAC, please contact Alison Harris at aharris@ascb.org in advance of the meeting; otherwise a PC will not be provided.

Additional audiovisual equipment, different room set-ups (if available), and food and beverage may be requested for an additional charge. Promotion in the Meeting Program, in the ASCB Newsletter, in the Mobile App, and on the 2018 ASCB EMBO Meeting website will be provided.

Please click on the tabs above for more information on:  Application Requirements and Organizational and Financial Guidelines for these subgroups.

Note: Anyone attending a session in any capacity (including invited speakers and organizers) must be paid registrants of the 2018 ASCB EMBO Meeting.

If you have any questions, please contact Alison Harris, Director of Meetings.

* EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership

Application Requirements

The application form is available to ASCB members* only. You can join here, if you are not currently a member.

The application form is due by May 15 and requests the following information:

  • Applicant and Co-Organizer(s), if applicable, contact information.
  • Proposed subgroup details, including:
    • Proposed Meeting Title
    • Proposed Description
    • Proposed Speakers with Affiliations.  Please do not pre-invite speakers before you are approved.
    • Anticipated Attendance for the session
  • Affirmations. You will be asked to check the boxes agreeing to the following:
    • You confirm all organizers are ASCB members
    • You understand that Special Interest Subgroups will be scheduled Saturday morning (8:30 am – 12:30 pm) and afternoon (1:30 pm – 5:30 pm) and time slots concurrent with minisymposia and if selected, you will present in whichever time slot is assigned.
    • You have read and agree to the terms as outlined in the Financial and Organizational Guidelines. You also understand that this is a competitive process and not all applications will be approved.
    • You have not pre-invited any of the speakers. You understand that the Program Committee may ask you to merge your session with another applicant or slightly alter the topic. If your application is accepted, you understand you will have at least 4 weeks to then invite speakers and put together a completed session.

Once the application form is submitted, you will have the ability to log in and edit any aspects of your application until the application deadline of May 15.

Financial and Organizational Guidelines for Special Interest Subgroups at the 2018 ASCB EMBO Meeting

ASCB | EMBO Responsibilities

The ASCB | EMBO will provide the following facilities and services and incur the expenses associated with them for approved member-organized Subgroup sessions:

  1. A room in the San Diego Convention Center, set theater-style. If you require a different room set, please contact aharris@ascb.org by August 15. An additional expense may apply.
  2. The following audiovisual equipment: screen; a MAC; a mouse and keyboard for the MAC; lighted lectern; LCD projector; confidence monitor; laser pointer; timer; microphones for the lectern, table, and aisle; and a video switcher. A projectionist will also be assigned to your session. If a PC is needed in the room, please contact Alison Harris at aharris@ascb.org, otherwise none will be provided.
  3. Announcements of the session on the 2018 ASCB | EMBO Meeting website and in the Mobile App and 2018 ASCB | EMBO Meeting Program.
Organizer Responsibilities
  1. If your subgroup is selected (notifications will be sent by June 15), prepare to have your description and list of confirmed speakers with affiliations ready for printing in the 2018 ASCB | EMBO Meeting Program by July 31, 2018.
  2. Ensure your speakers are aware of these policies:
    1. The Society does not pay any additional expenses beyond what is listed above under “ASCB | EMBO Responsibilities” (such as speaker travel, registration, or other expenses).
    2. Anyone attending a session in any capacity (including invited speakers and organizers) should be paid registrants of the 2018 ASCB | EMBO Meeting. There will be no admission to any session if individuals are not registered for the meeting.
  3. Any materials that organizers wish to distribute to attendees must be submitted to SPARGO, at ascbexhibits@spargoinc.com , by November 1, 2018, for approval prior to printing for distribution. No signage, other than what the ASCB provides, will be allowed outside of the meeting room or taped to walls/doors—no exceptions.

Organizers may incur optional expenses. The ASCB will not pay for these expenses:

  1. Food or beverage. This must be ordered through Centerplate at the San Diego Convention Center. No outside Food or Beverage can be served. Please click here for the full catering menu, and then click here to access the catering order form. Please contact Vincent Bryant, Catering Coordinator , Phone: 619-525-5891, Fax: 619-525-5858 or vincent.bryant@visitsandiego.com. You will be billed directly by Centerplate at the San Diego Convention Center.
  2. Audiovisual equipment in addition to what is listed above. This must be ordered through PPT by contacting Holly Alderton at 301-575-2754, or email at halderton@projection.com. You will be billed directly by PPT.
  3. Speaker expenses. Anyone attending a Special Interest Subgroup, including speakers and organizers, must be registered for the 2018 ASCB | EMBO Meeting.
Fundraising

Contact SPARGO, Inc., Exhibit, Sponsorship and Advertising Sales and Management, to discuss fundraising opportunities.

Miscellaneous

You and your accepted speakers must agree to the following terms and conditions:

  • not to defame anyone
  • not to slander/libel anyone
  • not to use copyright/trademark materials without permission
  • not to speak on anything other than what was agreed to

^ EMBO Members, members of the EMBO Young Investigator and EMBO Installation Grant programme, current EMBO Fellows, and lab members of these groups, who are not already ASCB members can receive a 50% discount off of first-time ASCB membership