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GSA Online Section Manual
  

 

 
 
 
 

 
 
SAMPLES OF COMMUNICATIONS AND NOTIFICATIONS

Below are samples of notices sent during the abstracts submission process, and immediately after the meeting. GSA will be responsible for making sure these notices are sent. These notices will be updated to fit your meeting, plus anything else you would like to include. Please work with Nancy Wright (nwright@geosociety.org) to get these messages set up for your meeting.

Registration is Open
An email blast announcing the opening of registration is sent out approximately three months before your meeting.

The Geological Society of America Northeastern/Southeastern Joint Section Meeting
13-16 March 2010, Baltimore, Maryland

Spring is just around the corner and it's time to plant the seeds for a fruitful spring meeting!  Join us at the beautiful Inner Harbor in Baltimore, where you can learn about new developments in your region, share your research, connect with colleagues and friends, and gain professional inspiration. Read on for details.

I. Registration is now open
II. Important dates
III. Student Mentor Programs

Registration
You may register securely online at: http://www.geosociety.org/sectdiv/northe/2010mtg/registration.htm.
The early registration deadline is Monday, 8 February 2010, As always, all speakers MUST register for the meeting. Field trip and workshop participants must also register, but special registration rates apply for people attending only those events. (Please note: the cancellation deadline is Tuesday, 16 February 2010.)

Important Dates
The Student Travel Grants deadline is Monday, 8 February 2010.
[More information]

The GSA discounted hotel rates will expire Saturday, 20 February 2010. Space will go fast at the Sheraton Baltimore City Center Hotel, so make your hotel reservation early.
[More information]

Professionals:  If you are interested in mentoring at one of the GSA Section Meetings or have questions about these events, please contact Jennifer Nocerino

The Roy J. Shlemon Mentor Programs in Applied Geoscience,
Sun.-Mon., 14-15 March, noon-1:30 p.m.

This program is designed to acquaint advanced undergraduate and beginning graduate students with careers in applied geosciences. The Mentor's goal is to provide real-world information and insight, based on his or her own career, to which students may not be exposed through their academic experiences. We have different mentors lined up for each day so plan to come both days!

The John Mann Mentors in Applied Hydrogeology Program,
Tues. 16 March, noon-1:30 p.m.

This program provides a forum for undergraduate and graduate students interested in hydrogeology or hydrology as a career to participate in informal conversation with professionals currently practicing in these fields. These programs are relaxed, small-scale, focused events.

[more information on mentor programs].
 

Early Registration Deadline Reminder
An email blast announcing the registration deadline is apporaching, is sent out about a week before the deadline..

Join us at the beautiful Inner Harbor in Baltimore for this years' meeting - just six weeks away! You can learn about new developments in your region, share your research, connect with colleagues and friends, and gain professional inspiration. Join the discussions!  View the complete technical program for more information.

I. Early Registration Deadline
II. Travel Information
III. Important Dates
IV. Mentor Programs

Early Registration Deadline
You may register securely online. The early registration deadline is Monday, 8 February 2010. Attendance at this years’ meeting is shaping up to be the highest in recent history so register now to take advantage of lower registration rates and to assure your space in Events, Workshops, and Field Trips. As always, all speakers MUST register for the meeting. Field trip and workshop participants must also register, but special registration rates apply for people attending only those events. (Please note: the cancellation deadline is Tuesday, 16 February 2010.)

Travel Information
Free parking is not available in downtown Baltimore. Check out the website travel page for information on public transportation, parking options, and directions to the Sheraton Baltimore City Center Hotel.

Important Dates
The Student Travel Grants deadline is Monday, 8 February 2010. [More information]

The GSA discounted hotel rates will expire Saturday, 20 February 2010. Space will go fast at the Sheraton Baltimore City Center Hotel, so make your hotel reservation early.
[More information]

Mentor Programs
Professionals:  If you are interested in mentoring at one of the GSA Section Meetings or have questions about these events, please contact Jennifer Nocerino.

The Roy J. Shlemon Mentor Programs in Applied Geoscience,
Sun.-Mon., 14-15 March, 12:15 - 1:30 p.m.

The John Mann Mentors in Applied Hydrogeology Program,
Tues. 16 March, 12:15-1:30 p.m.

[more information on mentor programs].
 

Sample of Abstracts Deadline Approaching Notice
One week prior to your abstracts deadline, a message is sent to GSA members in your section, reminding them of the approaching deadline. Below is a sample of the message.

Submit an abstract to the combined Northeastern/Southeastern Section meeting being held 25–27 March 2004, in Washington, DC. Deadline for submission is 16 December 2003. The abstract form is located at http://gsa.confex.com/gsa/2004NE/index.epl. If you have any questions about the abstract form, please contact the GSA Technical Program Manager, Nancy Wright, mailto:nwright@geosociety.org.

For additional meeting information, visit http://www.geosociety.org/sectdiv/northe/04nesemtg.htm, or contact one of the General Co-chairs, Rick Diecchio, mailto:rdiecchi@gmu.edu, or George Stephens, mailto:geoice@gwu.edu or one of the Technical Program Cochairs, Leslie Ruppert, mailto:lruppert@usgs.gov, or Brenda Pierce, mailto:bpierce@usgs.gov.

Take advantage of this opportunity to meet with friends, find out what's new in your region, and collaborate with colleagues. See you there!

Sample of Notices Sent to Theme and Symposia Session Chairs
Here is a sample of the information sent to theme and symposia chairs/organizers one month prior to the abstracts deadline. This link gives them the capability to view abstracts being submitted, making sure all expected abstracts are received by the deadline date. It is their responsibility to be sure all abstracts are submitted prior to, or on, the published abstracts deadline.

You can now log on to your session for the GSA South-Central Section Meeting in College Station, Texas, titled "[[Session_Title]]," at:

http://gsa.confex.com/gsa/2004SC/login.cgi/
ID: [[Session_id]]
Password: [[Session_Password]]

This is a secure access site for you and any co-advocates you may have. Once inside this page, please hit the ARRANGE PROGRAM link found in the left-hand panel to view the abstracts submitted to your session. It is your responsibility to be sure all invited talks are submitted on time. The abstracts deadline is midnight (Pacific Time), December 16. ABSOLUTELY no abstracts will be accepted after that time. Shortly after December 16, you’ll receive more information on how to organize your session. If you have any difficulty accessing your site, please contact Nancy Wright (nwright@geosociety.org).

Thanks,
Christopher Mathewson
Technical Program Committee Chair
mathewson@xxxx.edu

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Immediately after the abstracts deadline, organizing instructions are sent to the symposia and theme session chairs. These organizers may be given up to two weeks to arrange their sessions. Once this process is complete, the Techncial Program Chair has one week to finalize the entire technical program, which includes organizing discipline sessions and assigning rooms. GSA is responsible for sending this message out. Information in the message will be updated to fit your meeting. The message will be sent under the name and email address of your Technical Program Chair.

Dear [[Person_FirstName]] [[Person_LastName]],

Your session for the Southeastern and South-Central Sections meeting, titled [[Session_Title]], is now ready for you to organize. You can access your session at

http://gsa.confex.com/gsa/2006RM/login.cgi
ID: [[Session_id]]
Password: [[Session_Password]]
(If you receive more than one of these messages, that means you have more than one session to organize. Each message received has a different URL. Please make note of each one.)

When you go to this page, you will have access to the abstracts submitted to your session. On this page is where you will organize your session by selecting the ARRANGE PROGRAM link on the left-hand side of your screen.

To the right of the screen are the abstract titles. There are two ways you can accept abstracts:
1. You can simply mark the Accept box next to the titles, or
2. You can read and review the entire abstract. If you click on the title, you are taken to the abstract review page. From here you can view the abstract, and accept or reject the abstract. On this page, you also have the ability to make any comments you wish. If you feel this abstract is newsworthy (i.e., of potential interest to the science-reading general public), please tell us why in the box provided. Christa Stratton, GSA Director of Communications, will be working on media relations for this meeting. If you have any topics or issues to discuss with her, we encourage you to contact her at cstratton@geosociety.org.

Additionally, in the left-hand panel is a link titled Non-Paper Events. This is where you add Introductions, breaks, etc., simply by putting a check mark in front of the event. Please note that BREAKS are not automatically included in your session time. You must place them in yourself. Once you have marked the event(s), choose the Update button at the bottom of the screen. Any further instructions will appear on the next page.

Once you've accepted your list of abstracts and non-paper events, you will need to organize the presentation order. This can be done by simply marking 1, 2, 3, etc., in the column titled Order Within Group. (This box only opens up once the abstract has been accepted.) At this time, please don't worry about adding a "Start Time" to each abstract. PLEASE NOTE: All talks are to be scheduled for 20 minutes each. Also, schedule all breaks for 20 minutes, so that the various sessions stay synchronized.

You should transfer any abstracts that you do not accept to the "Abstracts Pool." To do this,

  • click the "Arrange Session" link in the session control panel
  • then check the "Move" box in front of each abstract title that you wish to move
  • then select "Abstracts Pool" from the list of available 'Sessions'
  • then click the "Update" button

Please follow those same procedures when moving papers from your Part I session (which houses all your abstracts) into either your Poster session, or your Part 2 session. If you received two of these messages, you have an additional session to organize. If you received one of these messages, you have do not have an additional Poster or Part 2 session to organize.

Finally, if you have an oral session, and you have received papers requesting a poster, please get in touch with these submitters and make sure they intend to give an oral presentation. If they agree, then there is nothing more you need to do as the system will automatically give it an oral timeslot. If they want to present a poster, then please move them out of your session in the Abstracts Pool to be considered for a discipline session.

When you have your session in place, please contact one of us listed below. Deadline to have your session completed is 7 March 2006.

Thank you very much.
Allen Stork, astork@western.edu
2006 Rocky Mountain Technical Program Chair

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Sample of Acceptance Notices
This information below is sent as soon as the technical program scheduling is completed.

Subject Line: GSA Rocky Mountain/Cordilleran Sections Abstract Acceptance Notice

Ref: Abstract No: [[Paper_id]] Title: [[Paper_Title]]
Your abstract will be published in GSA Abstracts with Programs [[Program_Volume]]

Congratulations! This paper on which you are an author, has been accepted for presentation as indicated below

NAME OF SESSION: [[Session_Title]]
TYPE OF SESSION: [[Session_Type]]
SESSION #: [[Session_FinalNumber]]

DATE: [[Slot_Date]]
SESSION START TIME: [[Slot_StartTime]]
PRESENTATION START TIME: [[Paper_Session_Assignment_childTime]]
LENGTH: [[Paper_Session_Assignment_childEndTime - Paper_Session_Assignment_childTime simple]] (HR:MIN)

FACILITY: [[Slot_Hotel]]
ROOM: [[Slot_Room]]
POSTER BOOTH NO: [[Paper_location]]

You can view the Technical Program Schedule for the Rocky Mountain/Cordilleran Sections Meeting at http://gsa.confex.com/gsa/2004RM/finalprogram/.

All speakers must register for the meeting. On-line registration is available at http://www.geosociety.org/sectdiv/rockymtn/04rmcdmtg.htm. Pre-registration deadline is 29 March; after this date, on-site prices apply. Any follow-up information will be provided by the section. If you have questions, please contact one of the section officers listed below. If you find you will not be able to attend the section meeting, please advise the section officer and provide the name of the person who will make the presentation in your place.

CONTACTS:
Walt Snyder, wsnyder@nsf.gov
C.J. Northrup, cjnorth@boisestate.edu

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Uploading of Presentations
An email is sent immediately after the meeting to all presenters of the meeting to see if they would like to upload their presentation. The file uploaded will be available to anyone to view, for as long as we have their abstract posted online. As of now, we still have all abstracts posted from year 2001 to present.

Subject Line: Boost your GSA Rocky Mountain Section Abstract!

We hope you enjoyed the 2009 GSA Rocky Mountain Section meeting. GSA is pleased to offer speakers from the meeting the opportunity to upload presentations for viewing on the GSA Web site! Posting your presentation will augment your abstract for thousands of viewers; presentations will remain linked to your searchable abstract indefinitely. Posting your presentation is easy. Accepted formats include Microsoft Word, PowerPoint, RTF, PDF (best option), and HTML. You can post and modify your presentation anytime between now and 13 July 2009. To take advantage of this feature, please go to:
http://gsa.confex.com/
Abstract ID: [[Paper_id]]
Password: [[Paper_Password]]

Uploaded files should not exceed 35 MB in size and posting requires an $18 submission fee.

Thank you very much for your interest in participating during this meeting.

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Meeting Survey

The following sample transmittal letter and survey template represent a “Satisfaction Survey” that GSA Headquarters has prepared to gather feedback for section leaders about their spring meetings. You may request to use this survey if you would like to gather information from your recent meeting attendees. Nancy Wright will work with you on any custom edits you may need, and she will also send you the results about two weeks after the survey has ended:

SUBJECT LINE: Feedback Requested—GSA [Section name] Section Meeting, [City, Year]

Dear Section Meeting Attendee:

The [Section Name] Section meeting planners, in conjunction with the GSA headquarters staff, invite you to evaluate your recent meeting experience in [City] via the survey link below. Your opinions are important as we strive to continuously improve our service to you—and make each GSA section meeting a “must attend” scientific exchange.

Access the survey at:
http://www.zoomerang.com/survey.xxxx

Note: if the link does not take you to the survey site, please cut and paste the URL into your browser. The survey will be live through the end of the day, [Day, Date]; it should take about 5-10 minutes of your time.

Thank you for your participation!

[Name, Title]
[Section name]
Geological Society of America

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  Quick Jump to articles on this page:

REGISTRATION IS OPEN

EARLY REGISTRATION DEADLINE REMINDER

DEADLINE APPROACHING NOTICE

ACCESS NOTICE TO SESSION CHAIRS

INSTRUCTION NOTICE TO SESSION CHAIRS

ACCEPTANCE NOTICES

UPLOADING OF PRESENTATIONS

MEETING SURVEY