How to Submit a Proposal
All proposals must be submitted using the ASPET online Submission Portal.
At least one chair must be a member of ASPET. Only members can log in to the portal to complete the proposal form.
How to Access the Form
- Enter the ASPET Submission Portal using the box above.
- If you are not already logged in, you will be prompted to login using your ASPET Member Username and Password. For assistance with your login credentials, contact us at firstname.lastname@example.org or call 301-634-7060.
- You are now in the submission portal. Click on “Symposium Proposals” and follow instructions from here to access the Symposium Proposal form.
- Log in to the Submission Portal well in advance to make sure your login/password works properly and to familiarize yourself with how it is set up.
- Since this starts with your login as a member, be sure your membership dues are current.
- Start an online proposal now to get your ideas flowing and come back often to update it until March 2, 2020. The system will save your draft.
- Print your draft or save it as a PDF so you can share it with others to get feedback.
- Use the new "Manage Collaborators" button to allow a co-chair to view and edit the proposal form.
For a preview of the questions to expect in the portal, you can view screenshots of the proposal form at any time.
We cannot accept PDF proposal submissions.
Proposal Tips / Guidelines
As you develop your proposal, consider the following tips and guidelines:
Proposals with qualified speakers who include a diversity of gender, ethnicity, race, and age are preferred. Proposals with qualified speakers that represent diverse sectors such as government, industry, and academia, are preferred. No more than one speaker from a single institution should be proposed. Chairs should be from different institutions as well.
Opportunities for Young Scientists
Symposium chairs are encouraged to include one to two short talks by junior speakers selected from the abstract-submissions or from labs working in the area related to the symposium topic.
Symposia that will be of interest to members from multiple divisions are a priority area for selection. One does not need to be a member of a particular division to submit a symposium through that division.
Proposals that need extensive revision after the program committee’s review may be deferred for consideration for the following year. You are encouraged to work with the division representatives in advance to refine your concepts and proposals.
The number of symposia approved will be limited. We discourage proposals on topics too similar to ones presented at other recent scientific meetings. Session and speaker lists from past meetings can be found below.
Symposia will be programmed into either 90 minute or 120 minute time slots. While lectures are very important in the exchange of scientific information, equally important is the opportunity to engage the audience in discussing and thinking about what has been presented in the lectures. This can be done in many ways including question-and-answer periods, panel discussions, small group discussions, moderated interviews to discuss implications, etc. Additional format ideas are included within the proposal form.
Maximum Number of Speakers
Proposals for traditional lecture-style symposia of 120 minute length are limited to 4 invited speakers unless justification for such is pre-approved. Proposals for symposia of 90 minute length are limited to 3 invited speakers unless justification of such is pre-approved. We encourage you to fill additional session time with abstract-based talks.
During Round 1 of proposals, you are asked to propose speaker names and talk titles. If you talk to potential speakers, please be sure you are clear that the symposium is just in the proposal stage, it may not get accepted, and if accepted you may be asked by the committee to make revisions that would no longer make that particular speaker’s talk relevant to the session objectives. If you propose speakers who are pillars in the field and are often challenging to schedule, you may want to get provisional agreement that they will speak if selected and that they don’t have other commitments for May 1-4, 2021. If this provisional agreement is obtained, please note that in your proposal.
If you are selected to further develop your proposal for Round 2, you will be asked to confirm speaker availability. You will have 4 weeks to secure this before Round 2 proposals are due May 18, 202. At this point, proposals could still be rejected or asked for revisions that would affect the speaker selection. Confirmations of approved symposia will be sent by July 1, 2020.
Responsibilities of Symposium Chairs
If you are selected, your responsibilities include:
- To complete a chair agreement form
- To contact and secure participation of all proposed speakers
- To promote abstract submissions in topic areas related to your symposium to your existing network of colleagues
- To personally encourage any non-member co-chairs or speakers within your symposium to join ASPET
- To hold conference calls as appropriate to ensure speakers understand the objectives of the session, the flow of the material, what areas each will cover, and other session details
- To arrive at least 30 minutes in advance of your symposium and to stay for its entirety
- To introduce each speaker by name and/or bio and to moderate any Q&A
- To keep the symposium on time and to the published speaker order
Symposium Submission Timeline
Symposium Submission Timeline
Below is the timeline for submission of symposium proposals for the 2021 ASPET Annual Meeting at Experimental Biology which is scheduled for May 1-4, 2021 in Indianapolis, IN.
Friday, December 20, 2019
Submission Portal opens for collection of symposium proposals for the ASPET Annual Meeting at EB 2021.
January / February
Divisions and proposal submitters work together to develop symposia topics.
Monday, March 2, 2020
Deadline to submit a Symposium Proposal for the ASPET Annual Meeting at EB 2021.
March 3–13, 2020
Division representatives review and evaluate submitted proposals using the ASPET online submission portal.
April 4–7, 2019 at ASPET Annual Meeting at EB 2020
Division business meetings taking place during the ASPET Annual Meeting at EB 2020 include discussions of proposed symposia and priorities for topics most of interest to the division membership.
Wednesday, April 8, 2020
The ASPET Program Committee meets to determine which symposia proposals will move on to Round 2. This meeting will include feedback from divisions via their Program Committee members.
Monday, April 20, 2020
Symposia submitters will be notified by this date and finalists will be asked to submit additional symposium details including confirming speaker availability in a Round 2 proposal due by May 18, 2020.
Thursday, May 18, 2020
Deadline for receipt of revised symposium proposals from the finalists who were selected in April.
May / June 2020
Program Committee members review and evaluate revised proposals from finalists online and discuss priority submissions of interest for their division with their division leadership in preparation for the June Program Committee Meeting.
The Program Committee meets to discuss final symposium selections for the program at the ASPET Annual Meeting at EB 2021.
Wednesday, July 1, 2020
Submitters will be notified by this date if their proposal has been selected for presentation at the ASPET Annual Meeting at EB 2021.
ASPET divisions play a vital role in 1) providing the highest quality, innovative science that is critical to the specialists within their field and 2) sharing the advances in their field that have broad impact with scientists in other ASPET divisions and EB societies.
You are encouraged to work with the division representatives to develop and refine symposium ideas in advance of submitting your proposal. However, proposals cannot be submitted directly to division representatives. The online portal must be used for all final submissions.
Keep in mind that proposals that are of interest to multiple divisions may be given preference. Division members are encouraged to collaborate on proposals.
- Behavioral Pharmacology: Greg Collins
- Cancer Pharmacology: Mary-Ann Bjornsti / Andrew Thorburn
- Cardiovascular Pharmacology: Bradley McConnell
- Drug Discovery and Development: Donald Button
- Drug Metabolism and Disposition: Aiming Yu
- Molecular Pharmacology: Lisa Hazelwood
- Neuropharmacology: Habibeh Khoshbouei / Michael Beckstead
- Pharmacology Education: Nicole Kwiek / Margaret Bush
- Toxicology: Brian Cummings
- Translational and Clinical Pharmacology: Raymond Adili
Topics not noted above can be coordinated with our at-large program committee members: Mark Hernandez, Michael Jarvis, Amreen Mughal
Proposal Review Process
How Does a Symposium Get on the ASPET Program?
As proposals are submitted, ASPET staff review them for completeness. Your proposal is then sent to the division topical areas you selected on your form where it is reviewed by the division representatives - see the evaluation criteria.
If time permits with an early submission, a division may ask for a submitted proposal to be re-opened for revisions. Early submission is encouraged to take advantage of this opportunity. You are also encouraged to discuss proposal ideas in advance with division representatives to help refine them and avoid potentially duplicative proposals. The full Program Committee meets on April 8, 2020. They are given copies of all proposals; however, typically there is only time to discuss the top proposals from each division.
By April 20, 2020 notifications are sent to inform all submitters about the status of their proposals. Those selected for further development are asked to update their proposals for a final round of review. For those accepted to this second round, a preliminary commitment of speakers and additional proposal information needs to be submitted through the online Submission Portal by May 18, 2020.
The Program Committee discusses all second-round proposals at their June committee meeting where final selection of symposia is made and symposia are scheduled into specific programming slots for Saturday through Tuesday of the annual meeting week. Any timing conflicts must be identified upfront before this scheduling occurs.
Financial Assistance from ASPET
No honoraria are provided for speakers or chairs.
Limited funds are available to supplement a portion of expenses. For accepted symposia, chairs will be given a fixed budget of $3000 for their session that can be used to cover speaker travel expenses (within the parameters outlined below), non-standard audio visual, and non-standard session room set-ups. Starting for EB 2021, only symposium participants who give at least a 20-minute talk are also eligible to receive complimentary EB registration.
For the purposes of ASPET travel funding, speakers at all career levels must give at least a 20-minute talk in order to be eligible for travel monies and complimentary registration. If the speaker is also moderating a panel or serving as a discussion group facilitator, the time for that activity may be included. Question and answer time does not count in the 20 minutes. From the $3000 symposium budget, chairs may allocate up to $100 of travel reimbursements for a local speaker, up to $500 for a US/Canada based speaker, and up to $1000 for an overseas speaker. Funds may not be used for group dinners or lunches, but meals can be reimbursed separately per ASPET travel policies.
Our funding policies reflect ASPET’s not-for-profit tax status and mission. We are aware that it does not fully cover all speaker travel expenses. Our intention is to defray the costs to assist participants with obtaining approval and funding from their employers.
Past ASPET Annual Meeting Symposia
Review the programs from our current and past ASPET Annual Meetings at Experimental Biology:
Conflict of Interest Policy for Proposal Reviewers
The following Conflict of Interest policy is in effect for the review of symposium proposals.
1. Relationships to Applicants
The following relationships of a reviewer to an applicant constitute a conflict of interest of potentially sufficient magnitude to alter the fairness or perceived fairness of the selection process and to require them to declare a conflict of interest:
- Self, family member, spouse, or partner
- An individual with whom one has a current business or financial relationship (e.g., business partner, employer, employee)
- Research collaborator or co-author within the last three years
- An individual working at the same institution or having accepted a position at the same institution
- Current or previous undergraduate student, graduate student, or postdoctoral fellow within the last five years
2. Elective Circumstances
Potential reviewers may for other reasons determine that they have conflicts or potential conflicts that could affect the fairness or perceived fairness of the selection process. Reviewers with such circumstances may choose to recuse themselves from service.
3. Disclosure and Management
- Potential reviewers should be informed of these conflict of interest policies when proposals are being considered.
- Reviewers with a conflict of interest should make ASPET’s Meetings Director (Melissa Huston) aware of any potential conflicts.
- If the conflict of interest is of sufficient magnitude to affect the fairness or perceived fairness of the selection process, the reviewer should recuse themselves.
- Any potential reviewer with questions or ambiguous circumstances should seek the advice of the Meetings Director, who will, where necessary, consult with the Executive Officer or Program Committee Chair.
4. Disclosure Failure
If a potential reviewer knowingly or unintentionally fails to disclose a conflict of interest and participates in the selection process, he or she will not be permitted to participate in the symposium proposal review process for a period of three years.