SOP for CAG Sponsorship of Chemistry Sessions at SNA Annual Meetings

SOP for CAG Sponsorship of Chemistry Sessions at SNA annual meetings

Purpose: The Chemistry Advisory Group (CAG) has the opportunity to ensure that chemistry remains vital in SETAC by sponsoring chemistry-themed sessions at the SETAC North America (SNA) annual meeting. Sponsorship may involve, but is not limited to,

· selecting chemistry-themed session(s) for Spotlight Session status,[1]

· ranking the top chemistry-themed sessions,

· advertising sessions through email blasts, Globe articles, etc., and

· advertising CAG activities during sessions.

NOTE: While this SOP is specific to SNA session sponsorship, a similar process may be used for sponsoring sessions with other organizations (e.g., American Chemical Society). The timeline will not be the same, but the steps would be similar.

Process & Timeline:

Brainstorming & Advertising

SNA Annual Meeting

November

Session Chairs should be advertising the CAG with a slide or announcement during their session

The CAG Steering Committee should use the business meeting to brainstorm chemistry-themed session topics for the next annual SNA meeting. Co-sponsorship of sessions with other Advisory Groups is encouraged.

Advertising

SNA Session Submission

Early January (opens) - Late February (closes)

The CAG Steering Committee and/or the Session Chairs may submit an article to the SETAC Globe highlighting CAG sponsored sessions from the past SNA annual meeting.

The CAG Chair should send an email blast (Appendix A) to the membership with a reminder to submit chemistry session ideas for the upcoming SNA annual meeting. The email may also explain CAG sponsorship opportunities & process.

Sponsorship

SNA Abstract Submission

April (opens) - May (closes)

April-May: Soliciting abstracts from CAG membership

The CAG Chair should send monthly email blasts to the membership encouraging submission of abstracts to chemistry sessions for the upcoming annual meeting. Once identified, the top ranked sessions &/or sponsored Spotlight Session should be blasted to the CAG membership (Appendix A).

Mid- to Late-April: Selecting session(s) for CAG sponsorship

The Meeting Planning Committee offers each Advisory Group an opportunity to sponsor a session(s) at the upcoming meeting. This may entail status as a Spotlight Session and/or increased visibility during the selection process.

The CAG has developed a process to rank/select the top 1 to 5 submitted sessions. This list can be used to 1) submit to the Meeting Planning Committee for sponsorship, 2) identify session chairs to offer assistance, 3) be included in membership communication for advertising purposes. The process for ranking & voting are described below.

Accessing Sessions: The CAG Steering Committee can access a list of chemistry-themed sessions either by contacting the SETAC office or by looking on the meeting webpage.

Ranking the Top Sessions (OPTIONAL): In the past, there have been as many as 30 proposed chemistry-themed sessions. A smaller list of top ranked sessions (5ish; final count flexible) may be easier to communicate to the CAG membership or be used to select the Spotlight Session. This top ranked list may be selected by either the CAG Steering Committee or the CAG membership.

Voting process: The voting process typically occurs via an on-line survey (i.e. Survey Monkey). The SETAC office can support this by preparing (Appendix A) and distributing the survey to the intended audience (i.e. either the Steering Committee or the Membership). The CAG membership can vote for the final Spotlight Session from either the reduced list of top ranked sessions or from the full list of potential sessions.

Early May: Submitting Session Ranking Results

The CAG Chair will be instructed by the SETAC Office to submit session sponsorship (either for a single session, or ranking top sessions). Check the SETAC website for contact. In the past, the sessions have typically been submitted to:

Jason Andersen
IT Manager

850 469 1500 ext 101

Advertising

Preparing for SNA Annual Meeting

July - September

July: Access final list of sessions

By the end of July, the session chairs will have been informed of the status of their session. The CAG Steering Committee should contact the SETAC office to access the final line-up.

Aug-Sept: Advertising

By August, SETAC begins advertising annual meeting line-up. The CAG Chair will advertise CAG sponsored session(s) in membership email blasts, Globe Articles, etc.

CAG Steering Committee should contact Session Chairs to request assistance for advertising CAG activities during the annual meeting with a slide/announcement during their session.

Brainstorming & Advertising

SNA Annual Meeting

November

Session Chairs should be advertising the CAG with a slide or announcement during their session

Appendix A: Sample communications

Sample communication of email blast to members encouraging submission of session proposals (CAG Chair)

The CAG is planning to sponsor at least one chemistry session this year. To self -nominate, select “Chemistry AG”[2] from the Advisory Group drop down menu during submission. In addition to highlighting the sponsored session by email the CAG will assist in suggesting and/or recruiting speakers if requested. We are looking for novel and innovative chemistry session proposals that promote broad reaching science with a transdisciplinary and integrated approach.

Sample communication of email to voting members (either CAG Steering Committee or CAG membership) requesting completion of a survey to select the top 5 ranked or the one (1) Spotlight Session. (SETAC office)

Subject line: CAG Session Sponsorship Voting

Dear CAG Steering Committee/CAG Membership,
There are 23 potential sessions for CAG sponsorship at the 7th SETAC World Congress/SNA 37th Annual Meeting in Orlando, Florida (November 6-10, 2016).
Please vote for the top 5 sessions/top session for Spotlight Sponsorship using the criteria that is listed in the survey.
The deadline to vote is Wednesday, May 4 by 3:00 PM EST.
Please click on the button below to start the survey.
Thank you for your participation!

Sample survey content

There are 23 potential sessions for CAG sponsorship at the 7th SETAC World Congress/SNA 37th Annual Meeting in Orlando, Florida (November 6-10, 2016).

Please select the top 5 sessions you think are appropriate for SNA CAG sponsorship, using the following criteria:

1. novel and innovative chemistry ideas

2. timely / pertinent to current issues

3. promote broad reaching science

4. transdisciplinary and integrated approaches

Top of Form

1. The session title, chair(s) and session description is listed below. Please select your top 5 sessions only.

Bottom of Form

Sample communication of email blast to members identifying winners of the first phase ranking of Sessions and requesting a vote (CAG Chair)

{Needs to be filled in}

Sample communication of email blast to members identifying winners of the final phase ranking of Sessions and encouraging abstract submission to sessions in general (CAG Chair)

The Chemistry Advisory Group is sponsoring four sessions at the Salt Lake City Meeting. We highly encourage submissions to these and all other chemistry oriented sessions! The deadline for abstract submission is May 28th.

Sources, Concentrations, Fate, and Effects of Organophosphate Flame Retardants and Plasticiers

Antidepressants and Perfluorchemicals: Divergent Chemistries, Convergent Environmental Persistence and Effects (Honorarium of Melissa Shultz)

Advanced Analytical Methods For Contaminant Discovery

Antibiotics in Agricultural Ecosystems: Fate, Treatment, Analysis, and Ecological Effects

Appendix B: Proposed Session Ranking Criteria

1. novel and innovative chemistry ideas

2. timely / pertinent to current issues

3. promote broad reaching science

4. transdisciplinary and integrated approaches

Ver 1, draft 3, Author: W. Hillwalker; Editors: C. Butt, A. Jones, J. Kucklick, E. Ulrich

Page 6 of 6

version 1.0

[1] The SETAC Office & Meeting Planning Committee gives Advisory Groups (AGs) the opportunity to sponsor one (1) Spotlight Session, or equivalent name. Spotlight Sessions are typically higher profile, given more seating and may be recorded, with audio/slide content being accessible by the general public through the SETAC website. AG selection/ranking of a session prior to the abstract review does not guarantee inclusion in the annual meeting line-up. Hence, it is important that the sponsored session meets all the qualifications to become an accepted session (at least 8 quality platform requested abstracts, sector balance…)

[2] The exact wording may need to be confirmed by looking on the SETAC website