PAMCA Symposia Guidelines

About Symposia

PAMCA requests proposals for symposia to be presented at the Association’s 5th Annual Conference to be held in Victoria Falls, Zimbabwe. The symposium format is intended to allow a broad and synthesized review of a given topic, with ample time for discussion.

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, Building the bridge between research and implementation: a necessity for vector borne disease elimination in Africa are highly welcome. Nevertheless, any timely and related subject of broad interest will be considered. We also hope to receive proposals that fall under PAMCA’s conference broad thematic areas.

Proposals must be received through the online submission form by 12:00 Midnight East African Time on Monday, June 25th, 2018. Any proposals sent by email or after the deadline will not be considered.

Quality of submission

Proposals should include original data and/or concepts that promote broad debate and synthesis presented by experts in the field. They should have a cohesive theme, clear objectives and a detailed description of content. All talks should have a descriptive title. Priority will be given to proposals in which presentations and speakers are identified and described in sufficient detail. Provide a brief background and areas of expertise for all speakers.

Evaluation Process and Criteria

All proposals will be peer-reviewed and ranked by reviewers selected by the PAMCA Executive Director as the Chair. The Executive Director who serves as 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, 8or special session) during the Annual Meeting.

Decisions will be made available by July 30th 2018.

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 control and related subjects

  • present innovative or collaborative approaches, including technologies in vector-borne disease surveillance and control

  • 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 (>150 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’s7 overall theme, or if they offer particular value or insight in the context of other sessions proposed for this meeting.

The symposium chair and co-chair (if applicable) will be required to submit an abstract by 25th June 2018.

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 chair/moderator OR speak in that symposium.

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 Director by June 30th, 2018. This summary will appear on PAMCA’s 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 and email addresses; a 200-word description of the session; and a final, confirmed speaker list.

Organizers will be informed of their session’s time and date by July 30th, 2018. Symposia may be scheduled for any oral session schedule during the two days of the event. 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.

Communication with Speakers

If a proposal is accepted for a session, it is very important that the organizer communicates with the speakers between June and July about the acceptance status of the session, the confirmation status of speakers, session scheduling information, and expectations for participation in the conference.

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 abstracts. 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 July 30, 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

March 25, 2018

Online submission site available here

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June 25th, 2018

Submission deadline

July 30th, 2018

Acceptance notifications sent

July 30th, 2018

Finalized information for accepted symposia due

Early September

Symposium schedule sent to symposium organizers

Fee

The symposium fee is $2000 which must be transferred to PAMCA bank account below

Account Name: Pan African Mosquito Control Association

Branch: Barclays Bank of Kenya (Kilifi Branch)

USD Bank Account Number: 2026066215

KES Bank Account Number: 2033196256

At the same bank and branch.

SWIFT CODE: BARCKENX

Payment is due within a month after acceptance notice. The organizers reserve the right to cancel any symposium of which the payment is not made after this one-month period and without prior agreement with the organizing committee.

To Submit

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.

  • Speakers (Names, affiliations, emails, and tentative titles or topic areas).

  • 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.

  • Each accepted Symposium will be given a time of 90 minutes (one and half hours). The organizers should coordinate their speakers to fit in within this allocated time and should minimize time wastage while also leaving enough time for discussions.

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 Dorothy Faraay at [email protected] to confirm that your proposal was received. Organizers of accepted proposals will be notified in July regarding the date and time for their sessions at the Conference. Organizers are responsible for notifying all participants in their symposium of the date, time, and place of the session.

Link to submission form

Questions and enquiries to:

Dr. Prosper Chaki

Executive Director: PAMCA

Phone: +255 686 997 299

Email: [email protected]

Please contact:

Dorothy Faraay

Phone: +254 724456765

Email: [email protected]

 

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