american chemical society welcome to the program chair leadership training indianapolis, 2013 member...

American Chemical Society

Welcome to the Program Chair Leadership Training

Indianapolis, 2013

Member Communities, Volunteer Support

Membership & Scientific Advancement Division (MSA)January 14, 2013

Topics for Discussion

• Core Responsibilities

• Top Action Items for a Successful Program

• Even Programming

• Top 10 Tips (from Program Chairs) for a Successful

• MPPG & Thematic Programming

• ACS Presentations on Demand

• Visas & the ACS National Meeting


Core Responsibilities of Program Chairs

• Call for Papers

• Session Management

• Preliminary Program

• Final Program

• Other Responsibilities

American Chemical Society 3

Call for Papers

• Develop the technical program with symposium organizers and enters it into PACS as oral and poster symposia

• Assign a symposium organizer to each session in PACS

• Designate the symposia as either accepting contributed papers or only invited papers.

• Symposia enter into PACS will be published in the C&EN article which coincides with the abstract submission opening date


Session Management (with Symposium Organizers)

• Accepts or reject abstracts

• Creates new sessions as needed to accommodate abstracts

• Arrange the accepted abstracts in the sessions

• Assign each presentation a duration

• Assign session duration for poster sessions

• Inserts non-technical events (e.g., introductory or closing remarks)

• Assign moderators/presiders for oral sessions

• Optional: Schedule high-quality abstracts into Sci-Mix in accordance with the restrictions (a maximum of 20 or 10% of total number of accepted papers for the division, whichever is larger).


Preliminary Program

• The preliminary program shows the symposia titles and their scheduled days. Your finalized preliminary program will require the following session information to be entered in to PACS:

– Session Date

– Session Time

– Session Half-Day (AM/PM/EVE)

– Session Type (Oral/Poster/Sci-Mix)

– Estimated Attendance

– Session Track (Room Assignments)

– Session Duration (Poster Sessions)

• Your sessions must be arranged in compliance with Even Programming Rules. Once your preliminary program is submitted you will not be able to add more sessions to your program


Final Program

• Identify any abstracts assigned to sessions of a type that conflict with author’s preferred presentation format

• Note all cosponsors

• Resolve any presenter conflicts

• Remove duplicate abstract submissions

• Optional: Submit Grey box information


Other Responsibilities

• Arranges for non-technical events such as coffee breaks, social receptions associated with award presentations or poster sessions, and committee rooms.

– Any member of the division executive committee has the authority to make non-technical event requests. In most divisions, the program chair makes the arrangements associated with the technical program, and the division chair makes the committee room requests associated with governance functions.

– Symposium organizers must always ask the acting program chair to make event requests pertaining to the technical sessions.


Division Sponsored Registration

• Registers sponsored speakers—if the division wishes to pay for the speaker’s registration fees.

– At the time registration opens, the ACS PACS Program Administrator sends the current program chairs and treasurers password access to the Division Sponsored Registration site.

– Using the password they can register non-member sponsored speakers at a special one-day registration rate or member/non-member sponsored speakers at the prevailing member/non-member registration rate.

– Symposium organizers must always ask the program chair to make these special registrations.

– The division treasurer is also sent the password and may register the invited speakers instead of the program chair.


Half-day Session Attendance

• Your division rely on the information gathered from the session attendance reports for your session

• The session attendance information from the report is used in calculating the annual division allocation

• It is the responsibility of the moderator/presider to make sure the form (provided in each session room) is filled in accurately and turned in

• Staff will enter session attendance information collected at the meeting into PACS

• Program Chairs may enter missing information into PACS for a period of time after the meeting



QUESTIONS?


Top Action Items for a Successful Program at a National Meeting

1. Know and Adhere to Deadlines

2. Take Advantage of PACS Training for Program Chairs

3. Build a Team

4. Understand Your Finances

5. What to Do Onsite

6. What to Do After the Meeting

1. Know and Adhere to Deadlines


*Preliminary dates. Subject to change according to C&EN deadlines

Indianapolis 2013 National Meeting Timeline

Call for Papers from Program Chairs due to ACS 12/10/2012

Call for Papers Published in C&EN 1/21/2013

PACS Opens for Author Abstract Submission 1/21/2013

PACS Closes to Authors (Recommended) 3/18/2013

PACS Closes to Symposium Organizers (Recommended) 4/1/2013

Preliminary Program from Program Chairs due to ACS 4/22/2013

Room Requests 4/19/2013

Final Program from Program Chairs due to ACS (PACS Closes to Program Chairs) 5/6/2013

*Preliminary Program Publishes in C&EN 6/24/2013

*Final Program publishes in C&EN 7/29/2013

Indianapolis Meeting Begins 9/8/2013

Activity __Date

2. PACS Training

To be successful and eliminate many hours of “volunteer service”:

Make note of any Program Chair/Symposium Organizer PACS trainings

Encourage symposium organizers to attend webinars and make use of user guides and posted webinars

Don’t wait until the last minute to work on your program

Make use of staff


3. Build a Team

Identify symposia/session organizers

Educate them on the quantity of work required

Be honest, tell them what they have volunteered to do


4. Understand Your Finances


Communicate financial resources and limitations to symposium organizers

Provide clear and accurate reimbursement policy to symposium organizers for funding available to presenters, including:

– Airfare, Registration, Hotel, None

Provide written documentation to invited speakers defining financial considerations available to them

Define reimbursement procedure – “When, Where and How do I get my money.”

Find Money to enhance your program:

– Thematic programming grants

– Division grants

– Look for sponsorships

5. What to Do On-Site

Check in with the ACS Operation’s office team.

Review your events with the ACS Operation’s office team.

Walk your rooms.

Remind presiders to complete Half-day Session Report.

Maintain on-going communication with symposium organizers and presiders (touch base with them several times).

Confirm submission of Half-day Session Report on a daily basis.



6. After the Meeting

Confirm that Half-day Session Report reports have been entered into PACS

Session reports factor into division allocations

Missing reports reduce division allocations


QUESTIONS?


Even Programming for ACS National MeetingsProgram Chairs Leadership Training

Gary Anderson


What does M&E do that affects Program Chairs?

Program Chairs’ view of Meetings & Expositions (M&E)


What does M&E do that affects Program Chairs?

We at M&E see ourselves differently.

23American Chemical Society

M&E Duties

• Works with ACS staff to select the sites for future national meetings

• Oversees the allocation of space/resources for National Meeting events including technical programming

• Trains and advises Program Chairs • Creates policy regarding national meetings• Oversees the dissemination of program information,

electronically and in C&EN News• Provides PACS training and advises ACS staff on future

improvements

M&E Goals

• Best possible meeting• Best possible technical program within resource

constraints• Least amount of work for Program Chairs


Even Programming Policy

•What is Even Programming?

•Why do we use this policy at ACS national meetings?

•How many half-day sessions are there at a typical ACS meeting?

Even Programming Policy

• Each division must spread its program out as evenly as possible over the entire week

• We simply do not have enough rooms available to let everyone program at the times they would prefer. We have to try to allocate the resources fairly to all divisions

How many half-day sessions are there at a typical ACS meeting?

2012

SAN DIEGO PHILADELPHIA

DIVISION NO. HALF-DAY SESSIONS NO. HALF-DAY SESSIONS

AGFD 33 26

AGRO 0 42

ANYL 21 28

BIOL 11 11

BIOT 54 0

BMGT 3 2

CARB 21 9

CATL 18 17

CELL 40 11

CHAL 11 11

CHAS 8 5

CHED 54 50

CINF 20 22

COLL 70 63

COMP 87 76

ENFL 90* 85

ENVR 58 45

FLUO 7 0

GEOC 25 5

HIST 5 8

I&EC 47 17

INOR 121 79

MEDI 22 21

NUCL 13 13

ORGN 52 56

PHYS 57 63

PMSE 62 47

POLY 63 46

PROF 3 6

SCHB 7 10

SOCED 4 2

TOXI 0 12

WCC 3 1

YCC 1 1

TOTALS 1001 890

Rooms Needed per Half Day(Concurrent Technical Sessions)

• Sunday AM 97 79

• Sunday PM 108 92

• Monday AM 103 97

• Monday PM 126107

• Tuesday AM 104 92

• Tuesday PM 103 96

• Wednesday AM 102 86

• Wednesday PM 101 86

• Thursday AM 78 51

• Thursday PM 51 21

San Diego 2012 Philadelphia 2012

Rooms Needed per Half Day with no Even Programming(Concurrent Technical Sessions)*

• Sunday AM 96 76

• Sunday PM 116106

• Monday AM 139121

• Monday PM 152147

• Tuesday AM 128110

• Tuesday PM 124 81

• Wednesday AM 67 59

• Wednesday PM 54 43

• Thursday AM 28 15

• Thursday PM 5 8

San Diego 2012 Philadelphia 2012

*This is my guess as to how the sessions would have been distributed if even programming were not enforced

How the policy works:

Definition: Section = Room

• A division program of up to 9 half-day oral sessions may be scheduled Monday through Thursday plus either Sunday morning or Sunday afternoon.

• Additional half-day sessions up to 18 may be scheduled in a concurrent section (Section B) of up to 9 half-days during the same time period.

• At the option of the program chair, a 10th half-day session may be added to the first section (Section A) for any oral session between 10 and 18.

How the policy works:

• For a larger program (19 or more sessions), the 19th session must be scheduled for Sunday morning if that time period has not been used previously.

• The 20th session must be added in such a way as to complete two, evenly-programmed sections (A&B) each consisting of 10 half-day sessions.

• Additional half-day sessions must be added into a third section (Section C) until it is filled with 10 half-days Sunday morning through Thursday afternoon, before a fourth section (Section D) can be programmed on any half-day.

• This pattern of even programming must be continued, i.e. Section D filled by 10 half-days before a Section E can be started.

Summary of Even Programming Rules

Number of

Sessions Scheduling Guidelines

8 or LESS One section any half-days, Sunday morning through Thursday afternoon

9 One section starting either Sunday morning or Sunday afternoon (i.e. Sunday must be used)

10One section (A) may be filled to ten (10) half-day sessions, Sunday morning through Thursday

afternoon; or a second section (B) may be started on any half-day

11-18Two sections (A&B) starting either Sunday morning or Sunday afternoon (However, if section A

has ten (10) half days, Sunday does not have to be used for section B until the 19th half-day)

19This half-day session must be scheduled for Sunday morning if Sunday morning has not been

used previously

20This half day session must be scheduled to fill two sections (A&B) of ten (10) half-days Sunday

morning through Thursday afternoon for an even program before 3rd section (C) can be added on any half-day.

MORE than 20

The ten (10) half-days even program schedule, Sunday morning through Thursday afternoon must continue for each additional section beyond two (i.e. section C, then section D, etc.)

Red Division Oral ½-Day

OK

Section

Sunday Monday Tuesday Wednesday Thursday

AM PM AM PM AM PM AM PM AM PM

1st A A A A A A A A A

2nd B B B B B B B B B

Satisfies even programming rules

Green Division Oral ½-Day

OK

Section



1st A A A A A A A A A A

2nd B B B B B B B B

Satisfies even programming rules

Purple Division Oral ½-Day

X

Section



1st A A A A A A A

2nd B B B B B B B

Does not satisfy even programming rules because there are no sessions scheduled on Thursday

Yellow Division Oral 1/2-Day

X

Section



1st A A A A A A A A A A

2nd B B B B B B B

3rd C C

Does not satisfy even programming rules because there are no sessions scheduled on Thursday

Orange Division Oral 1/2-Day

X

Section



1st A A A A A A A A A

2nd B B B B B B

3rd C C

Does not satisfy even programming rules because there are no sessions scheduled on Tuesday PM

National Award Exception

• A single instance of uneven programming on one half-day from Sunday through Thursday will be permitted for the purpose of enhancing the quality of symposia honoring national ACS award recipients

• The greater-than-peak scheduling must NOT occur on Monday or Tuesday

Are there ever any exceptions?

• If a division or committee can convince the M&E Technical Programming Subcommittee that a variance would result in improving the overall technical program an exception can be made

• How can I “cheat”?– Work with another division or a committee– Have them be the primary sponsor of one or more sessions using

their even programming grid

Noncompliant Programs

• If program is not within rules, M&E will try to work with program chair to make necessary adjustments

• If program chair is unable or unwilling to make adjustments then M&E will make the necessary adjustments - every effort will be made to minimize the impact on the program

Other Programming Issues

Co-location

• You can request that your Division’s programming be located near another Division’s or near Thematic Programming

• If both Divisions list the each other first you will be most likely to get your request

• It is unfortunately impossible to satisfy all requests

Other Programming Issues

Cosponsorships

When you agree to cosponsor a symposium with another

division or committee it is important to work out the details in

writing:• Invitations• Scheduling• Co-location• Acceptance of contributed papers• Payment of registration fees (only division program chairs can

register speakers directly)


QUESTIONS?


Top 10 Tips (from Program Chairs) for a Successful National Meeting Program

10.Don't be afraid to jettison a symposium that doesn't look like it will be successful or to (nicely) replace organizers who look like they aren't going to be successful, responsible, and engaged.

11. Be prepared for 90% of the program to come together at the last minute.

12.Limit competition for the audience when scheduling. Organize your program as a series of topic-themed tracks so the speakers of one symposium can become the audience of related symposia.

13.Document everything! Keep records, templates for emails and calls for papers. This will help you and future program chairs.

14.ACS staff are there to help—use them and heed their advice. Don't be shy about asking questions.


Top 10 Tips (from Program Chairs) for a Successful National Meeting Program

5. Get familiar with PACS.

6. Get an overview of national and regional meetings 1-2 years out and talk with thematic and fellow division program chairs well in advance about opportunities to collaborate.

7. Broaden your network to make your job easier:– Develop group of organizers who don't need handholding and keep them in the loop

– Always be on the lookout for active division members you can enlist

8. Broaden your network to make your program stronger:– Enlist your program committee

– Use division or field mailing lists to generate ideas

– Consider co-organizers to broaden your reach within the discipline

9. Set deadlines for organizers ahead of the absolute deadlines; adhere to deadlines as much as possible.


QUESTIONS?

MPPG & Thematic Programming 2013 & Beyond

What is MPPG?

• Mission:Provide the infrastructure that enables national meeting programming groups to develop collaborative thematic programs and to explore alternative meeting formats

• Composition:Representatives of all technical divisions and council committees (DAC, ComSci, M&E,CEI, IAC, YCC, WCC, CCA) impacted by national meeting technical programming

How can my division participate?

• Make sure you have a representative on MPPG.

• Participate actively through your rep in selecting themes, theme chairs, programming within themes.

• Participate actively in improving national meetings; propose ideas & experiments.

• Collaborate with other divisions within and outside of thematic programs.

Thematic Programming Fall 2013 Indianapolis

• Chemistry in Motion– Biofuels, Material Science, Energy Requirements for

Crop Protection– Theme Organizer

• Prof. Robert A. Weiss, Hezzleton E. Simmons Professor, Department of Polymer Engineering, Polymer Engineering Academic Center, The University of Akron, Akron, OH 44325-0301,

• Contact info: (ph): 330-972-2581; (fx): 330-258-2339; [email protected]

mailto:[email protected]

Thematic Programming Spring 2014 Dallas

• Chemistry of Energy/Advanced Materials for New Opportunities – Sustainable discovery, production, and use of energy; new

materials for energy production and increased efficiency – Theme Co-Organizers

• Prof. Nitash Balsara, Professor of Chemical Engineering, University of California, Berkeley, 201 C Gilman Hall, Berkeley, CA 94720, (ph) 510-642-8973; [email protected]

• Dr. Michelle Buchanan, Associate Laboratory Director, Physical Sciences Oak Ridge National Laboratory, P.O. Box 2008, Oak Ridge, TN 37831, (ph) 865-574-1144; [email protected]



Thematic Programming Fall 2014 San Francisco

• – Chemistry and Stewardship of the World– Green chemistry, the globalization of chemistry, and the

responsibilities and opportunities chemists have to serve the broader public

– Theme Organizer• Prof. Robin D. Rogers, Robert Ramsay Chair of

Chemistry, 3006D Shelby Hall, 250 Hackberry Lane, The University of Alabama, Tuscaloosa, AL 35487-0001

• Contact info: (ph) (205) 348-4323, [email protected]



QUESTIONS?


ACS Presentations on Demand(ACSPOD)


Recording Procedures

How are the sessions to be recorded identified?• Constituents

– ACS Coordinating Editor

– Division Chair and Program Chair

– Symposium organizers

• Considerations

– Relevant to the divisions and members

– Prominent symposia (Awards, cutting edge, themed)

– Public interest


Recording Procedures

• Constraints

– Presenter IP concerns

• Publish

• Patent

• Online Speaker Acknowledgement Form

– Symposium organizers

• Session disruptions

– Division and Program Chairs Concerns

– Budget

• Number of papers to be recorded

• Presentations can be found at www.presentations.acs.org

http://www.presentations.acs.org/


QUESTIONS?

Visas & the ACS National Meeting

ACS Committee on International ActivitiesACS Office of International Activitieswww.acs.org/international

H. N. Cheng, Ph.D.ChairACS Committee on International [email protected]

www.acs.org/international American Chemical Society

59

For visas, citizenship is the KEY

U.S.Citizenship?

Visa-WaiverCitizenship?

Third Country

National?

Yes82-90%

Yes80%

Yes

10-18%No

20%No No

No Action ESTA Process Apply for Visa leaving extra time

Apply for a Visa

VISA PROCESS FOR NM ATTENDEES


60

U.S.Citizenship?


Third Country

National?

Yes

No


Apply for a Visa


Yes82-90%

Yes80%

10-18%No

20%No



61

• Since January 12, 2009 all travelers to U.S. from Visa Waiver Program countries must have an ESTA Travel Authorization

• Application Cost: $14.00

• Recommended to apply online > 72 hours before travel

• https://esta.cbp.dhs.gov/

ESTA PROGRAM

Andorra Iceland PortugalAustralia Ireland San Marino

Austria Italy SingaporeBelgium Japan SlovakiaBrunei Latvia SloveniaCzech Republic

Liechtenstein South Korea

Denmark Lithuania SpainEstonia Luxembourg Sweden

Finland Malta Switzerland

France Monaco Taiwan*Germany The

NetherlandsUnited Kingdom

Greece New Zealand

Hungary Norway

*Taiwan Relations Act of 1979, Pub. L. No. 96-8, Section 4(b)(1)

https://esta.cbp.dhs.gov/


62

U.S.Citizenship?


Third Country

National?

Yes

No


Apply for a Visa


Yes82-90%

Yes80%

10-18%No

20%No



63

U.S. VISA PROCESS IN BRIEF

Plan

• Determine approximate dates of travel and type of visa (for ACS NM, generally B-1)• Select closest U.S. consulate (http://www.usembassy.gov/)

Schedule

• Schedule interview as soon as possible (minimally 3-4 months before; longer if 3rd country)• Pay fees and complete forms (http://travel.state.gov/visa/forms/forms_1342.html)

Prepare

• Prepare for the interview by collecting materials (Passport, photo, proof-of-payment, application forms, evidence of sufficient travel funds, ACS/PACS letters, proof of ties, proof of status/affiliation) Note: specific consulates may have different requirements

Interview

• Attend visa interview with consular officer (officers are deciders on granting visas)• Be prepared to simply explain science and purpose of presentation

After

• If delayed for more than 21 days, email [email protected] and contact U.S. National Academies, International Visitors Office http://sites.nationalacademies.org/PGA/biso/visas/PGA_048017

Visit http://travel.state.gov/visa/ for complete information

http://www.usembassy.gov/


http://travel.state.gov/visa/forms/forms_1342.html


http://sites.nationalacademies.org/PGA/biso/visas/PGA_048017

http://travel.state.gov/visa/


64

ACS VISA NOTIFICATION FORM

• Pilot program

• ACS Meeting attendees can voluntarily inform on their intent to apply for a visa

• Collected information is forwarded to the U.S. Department of State three months before the meeting– “Helpful to the consular officers”– For New Orleans, was due Jan 7, 2013

• Link to form placed in PACS notification letter

• http://fs18.formsite.com/acs-oia/visasupport

http://fs18.formsite.com/acs-oia/visasupport


65

• Approve abstracts of international participants as soon as possible

• Identify third country nationals and point them to online resources

• Encourage international participants to apply for a visa early

• Direct anyone experiencing a problem to ACS/NAS– ACS International Activities: http://www.acs.org/international

– ACS International Activities email: [email protected]

– NAS IVO: http://sites.nationalacademies.org/PGA/biso/visas/index.htm

WHAT CAN CHAIRS DO?

http://www.acs.org/international


http://sites.nationalacademies.org/PGA/biso/visas/index.htm


66

• ACS Office of International Activities– http://www.acs.org/international

• National Academies - International Visitors Office– http://sites.nationalacademies.org/PGA/biso/visas/PGA_048017

• US Embassies and Consulates Worldwide– http://www.usembassy.gov/

• U.S. Visa Information– http://travel.state.gov/visa/

• U.S. Electronic System for Travel Authorization– https://esta.cbp.dhs.gov/

• U.S. Visa Waiver Program• http://travel.state.gov/visa/temp/without/without_1990.html

• ACS Visa Notification Form– http://fs18.formsite.com/acs-oia/visasupport

• C&EN Article on the U.S. Visa System– http://cen.acs.org/articles/89/i1/Understanding-US-Visa-System.html

RESOURCES

http://www.acs.org/international

http://sites.nationalacademies.org/PGA/biso/visas/PGA_048017


http://travel.state.gov/visa/



http://travel.state.gov/visa/temp/without/without_1990.html

http://fs18.formsite.com/acs-oia/visasupport

http://cen.acs.org/articles/89/i1/Understanding-US-Visa-System.html

67www.acs.org/international American Chemical Society

ACS International Activities

www.acs.org/international

Email [email protected]

QUESTIONS


QUESTIONS?

PACS Support

PACS Resource Page

• www.acs.org/pacs_resources

– User Guides

– Webinars

– FAQs

Need Help?

• If you have questions about working with PACS:

– E-mail: [email protected]

– Call PACS Support: 8:30 a.m. to 5:00 p.m. EST

• 1-800-333-9511 (US only)

• 1-614-447-3776 (outside the US)


http://www.acs.org/pacs_resources


american chemical society welcome to the program chair leadership training indianapolis, 2013 member...

Documents

technical program

successful program

pacs program chairs

current program chairs

acting program chair

finalized preliminary

date american chemical

session room