Guidelines for Submission of Potential Meeting Symposia
Process for submitting Symposium Proposals for the ORGN division
The Symposium Programming Committee (SPC) will evaluate proposals based on their ability to attract and engage a large audience, timeliness, and appropriateness for the Division of Organic Chemistry.
The Executive Committee values proposals that reflect the diversity of interests and membership in the Division of Organic Chemistry, including representation from academics and industry, established and beginning investigators, and groups historically underrepresented in the profession.
- Proposals are due ONE YEAR prior to the meeting where the session is requested on the following dates: February 15 and July 15. For example, for a symposium in Fall 2015, the due date is July 15, 2014. For a symposium in Spring 2016, the due date is February 15, 2015.
- Proposals should be a maximum of ONE page (12 point font, 0.5 inch margins).
- The proposal must contain (see the Template/example below):
- A symposium title.
- A paragraph stating the idea behind the proposal, why it is timely, how this symposium will differ from those recently given at ACS, and why the Division of Organic Chemistry is the most appropriate forum for this symposium.
- The proposed meeting (Spring or Fall ACS) for the symposium to occur. Please note that due to the large number of Award Symposia held during the spring meeting, limited slots are available. A larger number of slots are available during the fall meeting. Also indicate your willingness to organize this symposium at a different (later) time than originally proposed.
- A list of potential speakers, preferably with tentative titles (4-6 speakers is a typical number submitted).
- The names of several alternative speakers for the session should be included.
- The speaker's status should be listed as outlined in the template below.
- Please use the template provided below for the proposal.
- E-mail national meeting symposia proposals to Professor Jeff Johnston
- Proposals will usually be considered for a half-day session only.
- If the organizer is requesting a full day session, a separate ONE-paragraph justification should be included (not part of the ONE page limit) for why this topic requires more time and should be given consideration as a full day symposium.
Support for Symposia at ACS National Meetings - Revised 04/25/2013
Type of Symposium DOC Support Award Symposium $3000 maximum DOC - initiated topic $3000 maximum* Organizer - initiated topic $3000 maximum* * - For each half-day session
If an organizer is successful in raising outside money, checks from the donor should be made out to Division of Organic Chemistry - ACS and sent to:Professor Barry Snider, Secretary-Treasurer DOC
Department of Chemistry MS 015
415 South Street
Waltham, MA 02454-9110
Please call or e-mail Professor Snider (781-736-2550, firstname.lastname@example.org) if a donor wishes wish to transfer funds electronically, or you need to discuss the financial arrangements or are seeking PRF funding. If you have foreign speakers, you may want to apply for a ACS-PRF Type SE grant for the symposium.
Reimbursements for Speakers at DOC Symposia at National ACS Meetings:
- Academic speakers are eligible for reimbursement of reasonable travel expenses, which will depend upon the amount of funds raised by the symposium organizer. For example, a typical reimbursement for an academic speaker would include:
- Travel – Non-refundable round trip coach airfare to the meeting (usually up to $500).
Registration - All speakers and organizers are expected to take advantage of advance registration. Reimbursements will only be made up to the early registration amounts. Please note that a less expensive one-day registration is available if the speaker will only be at the meeting for the day of the symposium. Foreign non-members are also eligible for reimbursement of registration fees.
- Accommodation - Two night's stay in a hotel (please choose one from the ACS list, if possible).
Miscellaneous - Other reasonable travel expenses (taxi, tolls, etc.), but not meals, during the trip.
- Industrial speakers are typically not eligible for reimbursement, however in some unusual circumstances, some limited reimbursement may be allowable.
- Speakers working for the government or a non-profit institution are eligible for reimbursement.
- Reimbursement amount outside the guidelines is at the discretion of the session organizer and Divisional Secretary/Treasurer.
- Symposium organizers are eligible for reimbursement within the above guidelines (and so long as they are an academic).
- The symposium organizer will collect all original receipts from the speakers, and submit them to Secretary-Treasurer using the reimbursement form (MS Word or PDF) .
- The symposium organizer may also take the symposium speakers out to a luncheon or dinner during the ACS meeting if there is sufficient funding. Since case reports to the donors of expenditures are often required, these should not exceed $150 per person or $1250 per symposium session. The Division's Executive Committee should approve amounts in excess of these guidelines in advance.
Any funds that are raised by the organizer are technically donated to the DOC, which formally funds the symposia at the National Meetings. Symposium organizers should manage the overall expenses for their symposium on behalf of the DOC, so please be sure to let the speakers understand the guidelines before the symposium to avoid misunderstandings.
As an organizer, it is your responsibility to determine the distribution of available funds. This is critical when there are not enough funds to pay all of the expenses encumbered by invited speakers. In this case, you must indicate to the Secretary/Treasurer the level of partial reimbursements to be accorded to each speaker.
Regional Meeting Support
The Organic Division will provide funding and programming support for organizing organic chemistry-related symposia at ACS Regional Meetings. Please See the Regional Support Page