Please Read Carefully
It is the responsibility of the session organizers to communicate the below policies to their presenters. All organizers and presenters must agree to abide by these policies upon submission of a proposal or abstract.
For Everyone
Definitions
- Organizer: Proposes the symposium/interactive session/workshop/short course and serves as its point of contact and primary or lead organizer.
- Co-organizer(s): Assist(s) the organizer in planning, managing and running the symposium/interactive session/workshop/short course.
- Invited Speaker/Presenter: Speaker invited to present a talk in a symposium.
One Presentation/Poster Policy
- Individuals are limited to presenting only ONE presentation. Individuals can present once in any of the scientific program categories: symposium, contributed oral presentation, speed presentation, or poster presentation. Your name may appear as an author/co-author on more than one abstract, but you may only be listed as the speaker/presenter for one of the abstracts. This rule is to ensure maximum diversity of presentations in the scientific program.
One Proposal Policy
- Individuals may be organizers for only ONE symposium or interactive session, and should not submit more than one symposium or interactive session proposal. An individual may collaborate with another organizer on a second proposal as a co-organizer, but cannot be the principal organizer for more than one symposium or interactive session.
- There is an exception with regard to proposing workshops & short courses (see workshop & short course policies below).
- Submission of an Organized Networking Session Proposal does NOT count toward the one proposal policy.
Presenter Substitution Policy
- Substitutions for presenters in symposia or contributed sessions are accepted at any time. NACCB will not however swap, reverse or refund the transaction. Email conferences@scbnorthamerica.org to process a substitution. Your email should include your name, abstract ID number and presentation type, and the contact details of the substitute attendee. The subject line should be “NACCB Presenter Substitution Request”.
Symposium Policies
- Organizers for symposia are responsible for coordinating with the Scientific Program Committee, planning their sessions, selecting presenters, moderating their sessions, communicating policies to their presenters, and meeting all deadlines.
- Invited Speakers in accepted symposia sessions must submit abstracts through the Call for Abstracts. It is the responsibility of the session organizer to communicate, remind, and ensure that all invited speakers in their symposium have submitted an abstract for their talk by the deadline. Invited speakers will submit their abstracts to their respective symposium. Each abstract will be reviewed by at least two individuals.
- Organizers, Co-Organizers, and Invited Speakers in accepted symposia must register for the conference by the early registration deadline. If two or more invited speakers in a symposium cancel their talk / fail to register in time, conference organizers may cancel the symposium and reallocate registered talks to contributed sessions. Session organizers should communicate, remind, and ensure that their symposium speakers have registered by the early registration deadline.
- Individuals organizing or moderating a symposium may not present in their hosted symposium if they are giving a presentation in another session (symposium, speed, oral, or poster). See One Presentation Policy above.
- Session organizers and invited speakers are responsible for covering their own expenses to attend the congress. Please notify your invited speakers that NACCB / SCB does not have funding to cover their costs to attend the congress (unless they apply for and receive financial assistance via one of NACCB’s financial assistance programs).
Interactive Session Policies
- Organizers for interactive sessions are responsible for coordinating with the Scientific Program Committee, planning their sessions, selecting instructors/presenters, moderating their sessions, communicating policies to any presenters, and meeting all deadlines.
- Some interactive sessions may invite presenters and facilitators beyond organizers & co-organizers. Presenters and facilitators in interactive sessions do not submit individual abstracts through the Call for Abstracts.
- Organizers, co-organizers, facilitators and presenters in interactive sessions must register for the conference by the early registration deadline. Session organizers should communicate, remind, and ensure that their symposium speakers have registered by the early registration deadline.
- Session organizers, co-organizers, and presenters are responsible for covering their own expenses to attend the congress. Please notify your co-organizers and any other presenters that NACCB / SCB does not have funding to cover their costs to attend the congress (unless they apply for and receive financial assistance via one of NACCB’s financial assistance programs).
Workshop & Short Course Policies
- Individuals may organize & lead in only one short course or workshop, in addition to organizing and/or presenting in one symposium, interactive session, contributed session, poster, or speed talk. While space is limited during the main scientific program (thus the speaker limitations), there is slightly more flexibility during the front and tail ends of the conference to accommodate these proposals, when short courses and workshops will typically occur.
- Workshop and short course organizers are not required to register for the conference if they only plan to participate in their respective workshop or short course.
- Attendees wishing to participate in a workshop or short course must also register for at least one day of the regular conference.
Reimbursement Policies
Registration Reimbursement Policy:
- Before Early Registration Deadline: 90% of the reg fee returned, no charge to drop from full to one-day registration
- After Early Registration Deadline and up to 30 days prior to start of conference: 50% of the reg fee returned, $50 charge to drop from full to one-day registration
- Less than 30 days prior to start of conference, no refund for cancellation, no refund for swap from full to one day registration
Events: Field Trip, Workshop, & Short Course Reimbursement Policy:
- Regular Registration Deadline: final day to register for events: field trips, short courses, and workshops. In the case of NACCB event cancellation, attendees will be reimbursed or may switch to another open event with payment adjusted accordingly, pending availability.
- April 15: In the case of attendee cancellation, attendees will be reimbursed or may switch to another open event with payment adjusted accordingly until May 15. In order to request an event reimbursement, email conferences@scbnorthamerica.org. Your email should include your name, event title that you have removed from your invoiced items, price of the item, and reason for cancellation. The subject line should be “NACCB Event Reimbursement Request”.
*Policy does not apply to Closing & Opening Reception Tickets. Refunds are not available for these events.
Questions about any of the above policies? Email conferences@scbnorthamerica.org