PAMCA Symposia Guidelines

About Symposia

We invite proposals for symposia for the 4th PAMCA Annual Conference. The conference will be held between 16-18th October, 2017 at the Laico Hotel, Ouagadougou, Bukina Faso

The Symposia will be assigned premium meeting space at the venue, serving as the key pillars for assembly of the scientific program. Proposals addressing the meeting theme, “From the field to the bench and back: Progress towards malaria elimination and control of other vector borne diseases” are highly welcome. Nevertheless, any timely and related subject of broad interest will be considered. We also hope to receive proposals that explore potential interdisciplinary collaborations in areas of ‘socio-entomological and natural science that relate to mosquito biology, control. Other related subjects including parasitology, molecular biology and immunology are highly welcome.

We project to have 4 symposia. Symposia are limited to 2-hours. Full-day symposia will not be considered. The organizers of a given symposia symposium will consider 4 talks, each 25 minutes in length, followed by a 5-minute period for synthesis, summary, and discussions. Proposals listing fewer than 4 speakers will not be considered.

Proposals must be received through the online submission form by 6:00 PM Eastern Time on Friday 4th August, 2017. Any proposals sent by email or after the deadline will not be considered.

Evaluation Process and Criteria

All proposals will be peer-reviewed and ranked by reviewers selected by the PAMCA Conference Chair Dr. Diabate Abdoulaye. The chair may accept or decline a given proposal, or offer you the opportunity to present your work in an alternative forum (organized oral session, workshop, or special session) during the Annual Meeting.

Decisions and alternative offers will be made after 18th August 2017.

Symposium proposals will be assessed using the strength of the criteria described herein. Weighting of particular criteria may vary depending on the nature of proposals, but proposals should explicitly address these criteria, as appropriate.

Scientific strength: For a given symposia to be considered it should offer significant contributions and understanding in mosquito biology and control and related subjects. It should present innovative or collaborative approaches, including syntheses across sub-disciplines concerning mosquito control and related subjects; provide examples of how research in mosquito control and management benefited from attention to public policy concerns, outreach or information dissemination have broad-spectrum of appeal to generate large audiences (> 60 people) at the meeting.

Structure and organization: Symposia should be more explicitly integrated than other sessions, and should be structured to: provide overall synthesis or overview; they should not be simply a set of related case studies avoid taking a narrow perspective on the symposium topic; organizers should carefully avoid the appearance of biases toward their own perspectives build a well-integrated whole; each talk should have clear relevance to the overall synthesis provided by the symposium integration: proposals may receive higher priority if they are clearly linked to the meeting’s overall theme, or if they offer particular value or insight in the context of other sessions proposed for this meeting.

Speakers: Invited speakers may be a mix of well-established scientists in mosquito control and associated subjects with new contributions to the session, not simply reviews of previous work. Inclusion of experienced or particularly engaging speakers can strengthen a proposal, but new voices are equally important. Proposals with a larger proportion of confirmed speakers among the 4 listed will have an added advantage.

Session and presentation rules: In the interest of broadening participation, an individual is allowed to be an organizer (either a principal organizer or a co-organizer) for only one organized session (symposium, organized oral, organized poster).

An organizer of a symposium may serve as its moderator OR speak in that symposium. The moderator for a symposium may not serve as a speaker in that symposium. The moderator may, however, be a speaker in another session.

Speakers agreeing to present papers in symposia also should be aware that the one presentation rule will be enforced. That is any first author or presenter of a symposium paper cannot also be first author or presenter for another paper whether for a symposium, organized oral session, contributed oral session, or poster session. Organizers should make certain that speakers they recruit understand this rule and make no conflicting commitments.

If Your Proposal Is Accepted

After symposia are accepted and the scheduling for the meeting is underway, cancellations and schedule changes are very disruptive to planning of any given meeting. Thus, symposium organizers should obtain firm commitments from as many of their invited speakers as possible before submitting their proposal.

If a proposal is accepted, the organizer(s) must submit a final summary description and confirmed speaker list for the symposium to the Executive board by 1st September 2017. This summary will appear on PAMCA meeting website and should be written so as to stimulate interest and promote attendance by a general audience, and thus is different in focus from the description in the original proposal. This final summary must include a complete and current listing of organizers’ names and their affiliations, addresses, telephone and fax numbers, and email addresses; a 200-word description of the session; a single-sentence (up to 50 words) description of the session; and a final, confirmed speaker list.

Organizers will be informed of their session’s time and date by the first week of August 2017. Symposia may be scheduled for any oral session schedule between Sunday afternoon and Wednesday morning. The local organizing committee will attempt to avoid any conflicts between sessions and will give organizers an opportunity to notify us of known scheduling conflicts. We may not be able to honour special scheduling requests. Organizers should inform their invited speakers that scheduling on any day of the conference is possible when asking speakers to commit to the session. We cannot schedule or move a session at the discretion of availability of a given speaker.

It is the responsibility of the symposium organizers to see that each speaker submits an individual abstract of his/her talk through the Abstract Submission site by the August 18th deadline. Speakers who fail to submit an abstract on time will not be considered.

Communication with Speakers

If a proposal is accepted for a session, it is very important that the organizer communicates with the speakers between August and September about the acceptance status of the session, the confirmation status of speakers, abstract requirements and deadlines, session scheduling information, and expectations for participation in the conference. It is ultimately the organizer’s responsibility to make sure all of the abstracts for the session are received by the abstract deadline.

Please note that PAMCA will not be able to provide any financial assistance, stipends, free or reduced registration, travel assistance, or paid lodging to symposium organizers or to individual symposium participants. All speakers are required to register for the conference. Organizers are responsible for making this clear to their speakers.

Cancellations and No shows

The deadlines for cancellation without risk of penalty and with penalty are explicitly as stated on the call for abstract. Instructions for how to cancel are included in all notification emails sent to presenters. You should reply to any of those emails to cancel. For cancellations after September 1, please read the following section.

A no show is when a presentation was not made as scheduled and the presenter did not notify PAMCA of their inability to present. For instance, a flight cancellation or an unforeseen medical condition or family emergency and a presenter in such a situation should reply to any of the notification emails sent to them via emails. We may not be able to respond during the conference but we will save all such messages for processing after the conference.

For other cases, where there is not a compelling reason and no notice was received, the no show penalty will be enforced. The no show penalty is a one-year presentation ban, regardless of presentation type (posters and talks). Any abstract with the penalized author listed as the presenting author will not be accepted for the following year’s conference. This penalty applies only to the presenting author, not to any co-authors. The presenting author can still organize a session, be listed as a co-author, and attend the conference. The ban is for presenting a formal talk or poster only.

Important Dates

Please view the important dates on the homepage

Submission of Symposium Proposal

Proposal Format

All proposals MUST follow the format of the online submission form on the PAMCA meeting website. Incomplete or inaccurate information may result in the proposal not being considered.

Note that the following information must be entered into the online submission form. It is provided here to assist you in planning your submission in advance. Also note that the web page format may differ slightly from the format listed here. All proposals must include:

  • Title of symposium
  • Principal organizer (Name, institution or affiliation, email) Note that this person is the point of contact for the session.
  • Co-organizers (Names, institutions or affiliations, email). Indicate which of the organizers will serve as moderator. The moderator may not serve as a speaker in the symposium.
  • 6 Speakers (Names, affiliations, emails, and tentative titles or topic areas).
  • No more or less than 6 speakers should be listed. Indicate which speakers are confirmed and which are tentative.
  • Description (< 200 words) and justification (< 150 words) of the symposium: Background information, goals, objectives, importance, and interest to the membership of PAMCA. The description should focus on the theme and structure of the session (including anticipated sequence of speakers and topics), while the justification should focus on how the review criteria are met by the proposal and should not simply repeat the description.

Keep the evaluation criteria in mind while preparing your description and justification.

When you submit your proposal on the website submission form, you will be automatically notified of receipt by an email sent to the address that you provide.

If you do not receive such a notification, please contact Dr. Diabate Abdoulaye at [email protected]  to confirm that your proposal was received. Organizers of accepted proposals will be notified in early September regarding the date and time for their sessions at the Annual Meeting. Organizers are responsible for notifying all participants in their symposium of the date, time, and place of the session.

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