Frequently Asked Questions About Symposia
Financial Support Questions
Q. What financial support does Pacifichem 2015 provide for the organizers and invited speakers?
A. Pacifichem 2015 does not provide any direct financial support for the organizers and invited speakers. It is the responsibility of the symposium organizers to provide monetary support. However, Pacifichem 2015 will provide complimentary registrations in the form of registration voucher codes for organizers and invited speakers using the following procedure: Two (2) complimentary registrations will be allocated per half-day session if sessions contains 6 or more oral presentations; and one (1) complimentary registration voucher code for less than 6 presentations per half-day session. No complimentary registrations will be allocated for evening sessions. Pacifichem will email the voucher codes to the Corresponding Symposium Organizer (CSO) who then distributes them to the speakers or organizers. Voucher Codes will be distributed prior to opening of registration on June 25.
Q. Can organizers raise outside financial support for their symposia?
A. Yes! Organizers are encouraged to reach out to corporate, university, or their society for financial support for their symposium.
Q. How do organizers acknowledge sponsorships (funding support) for their symposia?
A. Organizers who have solicited and received sponsorships for their symposium will be listed in the Pacifichem Final Onsite Program and on the Pacifichem 2015 website. To ensure proper listing of the symposium sponsors, organizers should fill out the Acknowledgement of Pacifichem 2015 Symposium Support form. Completed forms submitted by August 1, 2015 will be listed in the on-site program book and the Pacifichem 2015 web page under Acknowledgement of Sponsors. Completed forms submitted after August 1, 2015 will be listed on the Pacifichem 2015 web page only. Organizers may also acknowledge their sponsors in their individual symposia through signage, slides, and other forms of recognition. There will also be a table at the back of each symposium room for materials. Should your sponsors be interested in additional offerings, please refer them to Pacifichem Sponsorship Web Page. If you have any questions about the symposia sponsorships, please contact Nancy Todd, Congress Manager, at firstname.lastname@example.org.
Q. How do organizers estimate the costs of financial support for individual speakers?
A. (1) Contact the airlines or a travel office for expected fares from the country of origin and the meeting hotels about room rates. (2) Estimate the cost of Pacifichem 2015 registrations using the registration fees for the 2015 meeting. The fees for the 2015 meeting will be set by December, 2014.
Q. What is the recommended procedure of supporting invited speakers?
A. Pacifichem 2015 recommends that organizers be very clear with their invited speakers as to what is supported and for how much. It is highly recommended that the organizer who issues the invitation clearly communicate the maximum amount being offered to the invited speaker. The maximum amounts for all speakers supported should not exceed the total amount of funding the organizers have available to distribute for the symposium. Reimbursement requests should be honored only after the speaker has attended the meeting and delivered the presentation. It is standard accounting practice to require invited speakers to submit an expense report with a copy of the receipts in order to verify and document the expenses claimed.
Pacifichem Symposium Questions
Q. What is the publication date of the Pacifichem 2015 Technical Program?
A. June 15, 2015
Q. How do organizers indicate anticipated attendance and scheduling conflicts?
A. During the round two proposal period (December 1, 2013 – March 1, 2014), organizers of approved symposia use the Pacifichem 2015 On-Line Symposium System to enter anticipated session attendance and scheduling conflicts. This information will be used by the Organizing Committee to determine an appropriately-sized room for the 1/2-day oral sessions and how to schedule the sessions throughout the meeting. Organizers of approved symposia should see Symposium Extra Info Help for details in entering this information.
Note that organizers of approved symposia should review the Topic Area Schedule and Technical Program and correspond with other organizers of similar subject-area symposia before indicating those symposia that should not be scheduled at the same time.
Q. How do organizers request additional 1/2-day and evening sessions?
A. Also, during the round two proposal period (December 1, 2013 – March 1, 2014), organizers of approved symposia use the Pacifichem 2015 On-Line Symposium System to request additional 1/2-day oral sessions. When proposals were initially approved, they were approved with a specific number of 1/2-day oral sessions. Organizers of approved symposia should see Symposium Extra Info Help for details in entering this information.
Note that Pacifichem 2015 has a limited number of session rooms for the meeting. Additional day sessions are limited and will need to be justified by a high number of invited and contributed oral papers. Evening sessions may be used for additional oral papers and in-depth discussions. Remember that each symposium will have a poster session for excess papers that cannot be accommodated during the day or evening sessions.
Q. Why do the organizers need to write a symposium description?
A. Symposium descriptions are crucial to the successful development of the Technical Program for Pacifichem 2015. Other symposium organizers read them as well as individuals who are interested in attending the meeting or submitting abstracts. A symposium description for a Pacifichem 2015 symposium should not be too long. 200 words maximum should be sufficient. A good symposium description has several elements: A brief background about why the chemistry is interesting and important; highlights of the science that will be presented, and specific topics that the organizers intend to be covered during the symposium. For examples, see How to Write a Symposium Description.
Q. What is the difference between a symposium and a session?
A. A symposium covers a specific topic area of chemistry. Symposium proposals are reviewed and approved by the Organizing Committee. During the review, the Organizing Committee assigns one or more half-day sessions to the symposium for the oral presentations. If a symposium topic can be conceived as several sub-topics, the organizers of the symposium have the option of scheduling the presentations to fit within the sub-topic sessions of the symposium.
Q. What are half-day sessions?
A. Pacifichem technical sessions occur in the morning, afternoon, and evening. A half-day AM (morning) or PM (afternoon) oral session has a maximum duration of 4 hours. Half-day AM sessions must end by Noon (12:00) and half-day PM sessions must end by 5:00 PM (17:00). Evening sessions (EVE) are maximum 2 hours duration and begin at 7:00 PM (19:00).
Q. How many oral presentations are in a half-day session (AM/PM)?
A. Each 4-hour half-day session must have a minimum of 6 presentations. If this threshold is not met, then Pacifichem will cancel the session and merge it with another session within the symposium or with another related symposium. Organizers have many options for scheduling oral presentations. Each half-day session may accommodate eight 30-minute presentations or twelve 20-minute presentations. The minimum oral presentation time allowed for oral presentations at Pacifichem is 15 minutes. Half-day sessions may have a short break (15 minute maximum) for networking or coffee and sessions may also have a short (5 minute maximum) introduction at the beginning. Individual presentations should not be introduced once the session begins.
Q. How many oral presentations are in an evening session (EVE)?
A. Each 2-hour evening session may accommodate four 30-minute presentations, six 20-minute presentations, or eight 15-minute presentations, depending on how the organizers wish to schedule the presentations. Organizers have the option of having longer discussions on specific topics or as extended Q&A for select presentations during the evening sessions.
Q. How many presentations can be made by any individual speaker at Pacifichem 2015?
A. The limits on oral and poster presentations are: A maximum of 2 invited presentations per individual speaker. Maximum of 3 presentations (2 invited plus 1 contributed) per individual speaker. (There is no limit on co-authorship).
Q. Can speakers present the same paper in two different symposia?
A. No! Duplicate abstracts or abstracts that cover the same scope and subject areas will be removed administratively from the program. Invited speakers should be advised that if they are invited to more than one symposium, that their abstracts must be distinct and cover different subjects.
Q. Can sessions be invited only?
A. No! Pacifichem specifically does not allow all-invited symposia or sessions with all-invited speakers. Organizers must accept qualified contributed abstracts and schedule the contributed papers together with the invited papers in each session.
Q. What are the guidelines for invited and contributed papers?
A. All contributed oral papers should be 20 min duration. The duration of invited oral papers (e.g., 20 min, 30 min, 40 min) is at the discretion of the symposium organizers. However, organizers should note that shorter invited talks (e.g. 30 min) allow for greater flexibility with scheduling more speakers per session.
Q. What is the ratio of invited vs. contributed papers in the oral sessions?
A. As a general rule, oral sessions should be 50% invited and 50% contributed papers. Well-organized Pacifichem 2015 sessions have an even mix of invited and contributed papers in each session. This diversity in presentations is a hallmark of the Pacifichem meetings.
Q. Why the emphasis on having organizers from different Pacific Rim countries?
A. The diversity of Pacific Rim countries in the organizers is also a hallmark of Pacifichem meetings. This directly translates into having diversity of invited and contributed speakers in the oral and poster sessions. As much as possible, organizers should schedule an even mix of speakers from different countries in the oral sessions.
Q. Will symposia have poster sessions?
A. Yes! Each symposium will automatically be assigned a poster session associated with the symposium. Organizers have the option of scheduling excess contributed papers and invited papers into the poster session only after the half-day and evening sessions have been filled.
Q. When will the Date/Times for the poster sessions be known?
Dates/Times for the poster sessions, including both the poster sessions associated with the technical symposia and the general poster sessions, will be finalized at a later date. Logistically, Pacifichem Administration needs to assess how many poster presentations there are in each Topic Area with respect to the total space available in the Convention Center Poster Hall. It is a large space, but finite; and the symposium poster sessions need to be staged over the week of the meeting in order to avoid conflicts with their associated symposium sessions. We won’t have the logistics information until all organizers have finalized their technical symposia by the end of April. In regards to the symposia poster sessions, we will make every attempt to schedule the symposium poster sessions during (or at the edges) of the span for the oral sessions without overlapping in time with them. Pacifichem Administration’s goal is to notify the organizers and poster presenters of the poster sessions by the end of May.
Q. When the symposium proposal was initially approved, why didn’t the organizers receive the number of half-day sessions the requested?
A. Pacifichem 2015 has a limited number of session rooms available at the meeting hotels and the convention center. The entire technical program must fit within this available, limited, space. During the first-round proposal review, the Organizing Committee assigns the number of session rooms conservatively in order to leave sufficient session rooms for a second round of proposals and to make sure Pacifichem 2015 does not exceed the total space available.
Q. Will the organizers be able to ask for additional half-day and evening sessions?
A. Yes! Approved symposia from the first round will be able to ask for additional half-day and evening sessions starting December 1, 2013 during the second-round proposal period. These requests will be reviewed and approved during the June 2014 Organizing Committee meeting.
Q. Session breaks were not allowed for previous Pacifichem meetings. Will breaks be allowed for Pacifichem 2015?
A. Yes! A session break of 15 minutes during the mid part of a session is allowed for Pacifichem 2015. The session break time may be used for coffee or comfort and some quick networking. Pacifichem will schedule the next paper in the session 15 minutes after the presentation prior to the break.