2017 ASAS-CSAS Annual Meeting & Trade Show

July 8th-12th, 2017

Baltimore, MD

Instructions for Abstract Submission

General Information

1. General Information

   Members are encouraged to submit original research, teaching, and extension papers. Oral papers or posters should consist of original, completed work that has not been accepted for publication in a journal.

   
   

   Authors need to be aware of patent considerations before submitting abstracts for publication.

   
   

   After the deadline, it will not be possible to submit abstracts. When you submit your abstract, you will be given an abstract ID number and password. Make a note of these; they will allow you to revise your submitted abstract at any time before the deadline. Please have the abstract ID number on hand when contacting the ASAS office with questions or concerns regarding your abstract submissions.

2. AnimalX

   The first ASAS-CSAS Annual Meeting and Trade Show will kick off with AnimalX: a series of TED style talks. Nominate potential AnimalX speakers by submitting below.

   
   

   We are looking for dynamic presentations to tie back to the meeting theme: "Animals and Science: Ensuring Food Security." Presentations are expected to last a maximum of five minutes.

   
   

   When nominating a potential speaker, please provide a detailed description of the person, the topic you expect him/her to talk about and why this person should be highlighted in the Opening Ceremony.

3. Submission Fees

   There is a required $30 technology fee per abstract due upon submission. This fee helps mitigate the cost of e-Posters and the Virtual Meeting.

   
   

   New to 2017: Submitting authors can either pay at the moment of submission or they can assign a "payment contact." Payment contacts have the ability to pay for multiple abstracts at once.

   
   

   To assign a payment contact:
   During the Step 2: Authors, enter the name of your payment contact the same way you would add an author. Underneath "Role" select "Payment Contact." You may only designate one person as a payment contact. This person does not have to be an author.

   
   

   If the submitting author is paying for an abstract, then a designated payment contact is not needed. They will automatically be asked to pay in Step 5: Submission Payment.

   
   

   The system will not let you proceed to the confirmation step until an abstract is paid for. Once an abstract is paid for, both the payment contact and submitting author will receive a confirmation email. Submitting authors should follow the instructions contained in that email to conclude submission.

4. Competitions

   The ASAS-CSAS Annual Meeting & Trade Show currently offers 5 competitions for student participants. Competition categories include:

   • CSAS Graduate Student Oral Competition
   • CSAS Graduate Student Poster Competition
   • ASAS Graduate Student Poster Competition: MS Division
   • ASAS Graduate Student Poster Competition: PhD Division
   • ASAS Undergraduate Student Poster Competition

   
   

   CSAS Graduate Student Oral and Poster Competition Eligibility/ Guidelines

   Participant must be a member of CSAS.

   Participant must register for the meeting as CSAS member.

   Competition submissions are restricted to ONE per student.

   Contestant must be the first author.

   If the total number of entries submitted for the competition exceeds the available time (theatre presentations) the local committee will apply an "equitable" restriction (Example: a maximum limit of entries will be set for each Department).

   Three judges will evaluate presentations.

   Maximum points: 100 (Abstract 40, Subject/content 25, Presentation style 35).

   The 1st, 2nd and 3rd place winners will be awarded $250, $150 and $100, respectively.

   
   

   ASAS Graduate Student Poster Competition: MS Division

   Students must belong to a Masters Program at an accredited university at the time of abstract submission.

   Participating students or their advisor must be a current ASAS member. CSAS members are allowed to compete, but are not allowed to compete in both the ASAS Graduate Student Poster Competition: MS Division and one of the CSAS Graduate Student Competitions. Students must choose one competition.

   Competition submissions are restricted to ONE per student.

   Participating students must be listed as the presenting author. Presenting author substitutions are not allowed. In the event that a student is unable to present his/her abstract and a presenting author substitution is required, the abstract will be moved out of the competition and into a general session.

   ASAS retains the right to move abstracts out of a competition and into a general session.

   Students participating will be required to submit their ePoster by June 8, 2017. If students fail to submit their ePoster by this date, their abstract will be withdrawn from the competition.

   The 1st, 2nd and 3rd place winners will be awarded $500, $300 and $100, respectively.

   
   

   ASAS Graduate Student Poster Competition: PhD Division

   Students must belong to a PhD Program at an accredited university at the time of abstract submission.

   Participating students or their advisor must be a current ASAS member. CSAS members are allowed to compete, but are not allowed to compete in both the ASAS Graduate Student Poster Competition: PhD Division and one of the CSAS Graduate Student Competitions. Students must choose one competition.

   Competition submissions are restricted to ONE per student.

   Participating students must be listed as the presenting author. Presenting author substitutions are not allowed. In the event that a student is unable to present his/her abstract and a presenting author substitution is required, the abstract will be moved out of the competition and into a general session.

   ASAS retains the right to move abstracts out of a competition and into a general session.

   Students participating will be required to submit their ePoster by June 8, 2017. If students fail to submit their ePoster by this date, their abstract will be withdrawn from the competition.

   The 1st, 2nd and 3rd place winners will be awarded $500, $300 and $100, respectively. 

   
   

   ASAS Undergraduate Student Poster Competition

   Students must belong to a Masters Program at an accredited university at the time of abstract submission.

   Participating students or their advisor must be a current ASAS member. CSAS members are allowed to compete.

   Competition submissions are restricted to ONE per student.

   Participating students must be listed as the presenting author. Presenting author substitutions are not allowed. In the event that a student is unable to present his/her abstract and a presenting author substitution is required, the abstract will be moved out of the competition and into a general session.

   ASAS retains the right to move abstracts out of a competition and into a general session.

   Students participating will be required to submit their ePoster by June 8, 2017. If students fail to submit their ePoster by this date, their abstract will be withdrawn from the competition.

   The 1st, 2nd and 3rd place winners will be awarded $500, $300 and $100, respectively.

5. Nonmember Early Registration Policy

   All accepted abstracts are required to be presented. To reduce the number of no-show presenters the following policy is being reinforced for 2017:

   • If the presenting author is a member of ASAS or CSAS, the presenting author has until the day of presentation to register for the conference. If no one shows up for the presentation or if the presentation author does not register by the day of the presentation, the abstract will be removed from the abstract book. This includes ePoster presentations.
   • If the presenting author is not a member of ASAS or CSAS, he/she has three days from the time acceptance notifications are sent out to register for the meeting. Accepted/reject notices are currently scheduled to go out March 27, 2017 and the deadline for nonmember registration is March 30, 2017. If the review process is delayed, an email will be sent to all submitting authors notifiying them of the delay and the nonmember registration deadline will be adjusted accordingly. If the presenting author does not register for the meeting by this deadline, the abstract will automatically be rejected.

   Please note that the submission fee and the registration fee are not the same thing.

   Click here to register for the meeting.

6. Abstract Requirements

   The author submitting the abstract is responsible for its content and the quality of the preparation.

   
   

   Abstracts are required for all general presentations and all student competitions.
   Invited Speakers are not required to submit an abstract.

   
   

   Individual Program Committees have the responsibility of accepting or rejecting abstracts. Criteria for acceptance or rejection will include those outlined in these instructions and the "Quality Standards for Abstracts" on the right side of the page, as well as originality, clarity, and merit. Consolidation of results into one combined paper is urged whenever possible.

   
   

   Please note: Abstracts will only be accepted or rejected. There will be no revisions after the deadline.

   
   

   The Overall Program Chair has the authority to restrict the number of abstracts accepted. The Program Committee Chairs have the authority to restrict the number of presentations per presenter. However, there is no limit on the number of abstracts an individual may submit. Please note: the presentation format you request may not be the format assigned to an accepted abstract. Individual Program Committee Chairs have the prerogative of placing papers submitted for oral presentation into a poster presentation, or vice versa.

   
   

   If withdrawal of an abstract becomes necessary, notify Sally Johnson, Overall Program Chair, and Samantha Walker, ASAS Program Director.

7. Author Notification

   Authors will be sent an e-mail by March 27, 2017, indicating the status (accept or reject) of their abstract. As soon as the program is finalized with days, times, and locations, authors will be notified and this information will be posted on the meeting website at https://asas.org/meetings/annual-2017/home.

8. Presentation Information

   Oral Presentation Information: Each session room will be equipped with a computer and an LCD projector. Presentation files must be compatible with Microsoft PowerPoint 2007. Files can be uploaded through the abstract system in advance of the meeting or accepted on site by 5 p.m. on the day before your presentation. No files will be accepted in the session room. The use of personal laptops will not be permitted. The usual scheduled time for the presentation of each oral paper is 12 minutes, with 3 minutes for questions, discussion, and speaker transition. Individual Program Committee Chairs have the prerogative of asking some presenters to use a time other than 15 minutes.

   
   

   Poster Presentation Information: All posters will be in the Exhibit Hall of the Baltimore Convention Center. Presenting authors will receive an email containing scheduled presentation times and ePoster upload instructions.

   
   

   Individual Program Committee Chairs have the prerogative of placing papers submitted for oral presentation into a poster presentation, or vice versa. Please check the schedule carefully to ensure you know the type of presentation you have been scheduled for as well as the date and time of the presentation or poster.

   
   

   If your abstract includes a table please limit the table to a maximum of 10 columns and 15 rows; keep this in mind when formatting the table. Tables that are too wide are not printable, and will be removed from the abstract at the production stage. Please note: In order to maintain the proper structure of your table please create it in Word using the table function.

9. Virtual Meeting

   When submitting your PowerPoint for Oral presentations, you will be asked for permission to record. Recorded talks are available for meeting attendees. Once recordings become available, attendees receive login information via email. Virtual meetings are also available for purchase for non-attendees via the ASAS online store. Once you have purchased a virtual meeting, you will receive your access information within 2 business days. If you lose you login information, please contact the ASAS office at asas@asas.org.

   
   

   Please note it takes 30 days from the last day of the meeting for all recorded talks to become available online.

10. Submission Procedures

    After reading these instructions, if you have any questions regarding submission, please send an e-mail to asas@asas.org.

    Technical Support

    For help in submitting an abstract online, Contact technical support email Tech Support.

11. Invited Speaker Information

    Invited speakers who are asked to speak as either a Platform Speaker or a Symposium Speaker do not have to pay the $30 submission fee, even if they choose to submit an abstract. Abstracts are optional for invited speakers.

Begin a submission to the following: