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 “Session 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 May 14, 2021. 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. Caution: the system does not save prior versions. Edits made by a collaborator will over-write the original proposal.
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. Co-chairs should be from different institutions as each other.
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.
Proposals should plan for a 90 minute time slot. 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. Chairs are encouraged to propose how additional time could be used in their session should ASPET be able to accommodate 120 minute sessions in 2022.
Maximum Number of Speakers
Proposals for traditional lecture-style symposia of 90 minute length are limited to 3 invited speakers unless justification for such is pre-approved. We encourage you to fill additional session time with abstract-based talks.
We encourage you to ask your proposed speakers for their provisional agreement to participate should the proposal be accepted. As you talk to potential speakers, please be sure you are clear that the session 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 April 2-5, 2022. There is a place in the proposal to note if provisional agreement to participate has been obtained.
Responsibilities of Session 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 session 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 ASPET Annual Meeting at Experimental Biology 2022.
March 1, 2021
Submission Portal opens for collection of session proposals for the ASPET Annual Meeting at EB 2022.
March / April / May
Divisions and proposal submitters work together to develop session topics.
Friday, May 14, 2021
Deadline to submit a Symposium Proposal for the ASPET Annual Meeting at EB 2022.
May 17–28, 2021
Division representatives review and evaluate submitted proposals using the ASPET online submission portal.
The ASPET Program Committee meets to determine which session proposals will be accepted to the Program.
July 1, 2021
Submitters will be notified by this date if their proposal has been selected for presentation at the ASPET Annual Meeting at EB 2022.
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.
The below representatives can be reached via ASPETConnect.
- Behavioral Pharmacology: Greg Collins
- Cancer Pharmacology: Andrew Thorburn
- Cardiovascular Pharmacology: Brad McConnell
- Drug Discovery and Development: Don Button / Harshini Neelakantan
- Drug Metabolism and Disposition: Aiming Yu
- Molecular Pharmacology: Lisa Hazelwood
- Neuropharmacology: Michael Beckstead
- Pharmacology Education: Peggy Bush
- Toxicology: Brian Cummings / Qing Ma
- Translational and Clinical Pharmacology: Raymond Adili
Topics not noted above can be coordinated with our at-large program committee members: Mark Hernandez, Michael Jarvis, and Dianicha Santana
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 if revisions can be completed by May 14, 2021. 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. Crowd-sourcing ideas on ASPETConnect is also encouraged.
Proposals should be complete and fully formed at the time of submission. Proposals that need heavy revisions will be deferred until 2023. The full Program Committee meets in June to make final decisions. They are given copies of all proposals; however, typically there is only time to discuss the top proposals from each division. At this meeting they make the final selection of sessions and schedule them into specific timeslots for Saturday through Tuesday of the annual meeting week. Any timing conflicts must be identified upfront before this scheduling occurs.
By July 1, 2021 notifications are sent to inform all submitters about the status of their proposals.
Financial Assistance from ASPET
No honoraria are provided for speakers or chairs.
Limited funds are available to supplement a portion of expenses. For accepted sessions, chairs will be given a fixed budget of $3000 for their session that can be used to cover a portion of speaker travel expenses (within the parameters outlined below), non-standard audio visual, and non-standard session room set-ups. In addition to the $3000, ASPET will pay for the EB registration fees for any speaker or chair who gives at least a 20-minute talk within the session.
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 reimbursements and for 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 session 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.