Call for Special Session Proposals

The organizing committee is soliciting proposals from conferees for special sessions. The organizers anticipate that the program will contain a maximum of 15 special sessions. General and thematic sessions organized by the conference will include, but are not limited to, themes such as analytical methods, marine biogeochemistry, atmospheric transport and mercury science policy.

The goals of the special sessions are:

1. To enhance the international exchange of information on specific topics;
2. To increase conferee participation in development of the technical program;
3. To enhance critical synthesis of information on specific topics.

Each special session should address a specific question, hypothesis, problem or issue. Special session proposals may focus on any topic within the general scope of the conference but those that relate to the themes of the plenary sessions and/or the overall conference theme are encouraged: (a) Links among mercury sources to the environment; (b) atmospheric, terrestrial and freshwater/marine mercury transport, fate and biological processes; and (c) health risks and effects associated with exposures of humans and wildlife to mercury. Current issues such as climate change and new regulatory frameworks will also be key topics.

Two formats are available for special sessions.

1. Combined oral and poster presentations
   
   1. Six to eight 15 minute oral presentations (including questions)
   2. At least four accompanying posters
2. Poster presentations only
   
   1. At least six posters with a maximum of twelve posters

Preparation and Submission of Proposals

Applications for special sessions must be submitted using this template available for download and emailed to special [dot] sessions [at] mercury2011 [dot] org by October 15, 2010. Applications submitted in other formats will not be accepted. To download the abstract submission template you must first create a user profile on this website and be logged in.

Applications should be saved as follows: lastname_firstname_title. Indicate in the subject heading that you are submitting a proposal for SPECIAL SESSIONS FOR ICMGP.

Proposals for special sessions must provide the following information:

1. Title of the proposed session (maximum of 10 words).
2. Principal Organizer of the session – contact person (name, institution or affiliation, complete mailing address, phone, fax, and e-mail).
3. Co-organizers of the session – if applicable (names, institutions or affiliations, complete mailing addresses, phone, fax, and e-mail).
4. A brief Synopsis of the session (maximum of 50 words) for possible posting on the conference website.
5. Session Description, including background information, goals, objectives, and importance to conferees (maximum of 400 words).
6. The Preferred Format of the proposed session, either (A) or (B) (described above). Organizers can also specify that either of the two session formats would be acceptable. (Note: The conference organizers will allocate premium space and times to poster presentations, to enhance the stature of posters on the conference agenda.)
7. Presenters and tentative titles of papers
   
   1. For combined platform & poster sessions:
      
      1. A list of two confirmed invited speakers and tentative titles (with affiliation, complete address, phone, fax, and email for each speaker) for the platform component. Organizers can opt to have the two invited 15 minute talks as one 30 minute talk.
      2. A list of at least two tentative titles and presenters (with affiliation, address, phone, fax, and email for each) for the poster component.
   2. For poster-only sessions:
      
      3. A list of tentative titles and presenters (with affiliation, address, phone, fax, and email for each) for a module of 4-6 poster papers.

   Additional platform and poster presentations will be selected once abstracts are submitted (see details below).

   Special session organizers will be provided all abstracts submitted to their session from the conference organizers once the abstract submission time has closed. The special session organizers will be asked to review the submitted abstracts and make their recommendations for the session to the scientific steering committee. The scientific steering committee reserves the right to the makeup of the final program schedule.

Receipt of submitted proposals will be acknowledged by an e-mail sent to the Principal Organizer of the proposed session.

Logistics and Guidelines

1. A limit of one platform presentation (total during the conference) will be allowed for each conferee. Similarly, an individual is allowed to be a principal organizer or co-organizer for only one special session. Session organizers should alert invited speakers in special sessions that the “one-paper” rule will be in effect for platform (oral) presentations and ensure that the speakers they recruit have not promised to speak in another proposed session.
2. As a courtesy to the proponents of other submitted proposals and to the conference organizers, session organizers are expected to obtain firm commitments from their invited speakers before submitting their proposal.
3. Moderators are responsible for introducing presenting authors, moderating the session and ensuring that it remains on schedule.
4. The first paper in each session, regardless of format, should begin with an introductory overview of the session topic, to set the stage for the other papers.
5. Fifteen (15) minutes will be allocated to each platform presentation. Speakers are encouraged to allocate at least 3 minutes of this time to questions from the audience.
6. The conference organizers are unable to provide any financial assistance, stipend, travel assistance or lodging to session organizers or participants. Organizers of special sessions should communicate this to all participants.
7. Decisions on proposed special sessions will be made by November 15, 2010. If the Steering Committee declines a proposal, the conference organizers may offer the option of presenting the proposed papers in an alternative forum (including integrated sessions) at the conference.
8. If a proposal is approved, the synopsis of the session will be posted on the website before the conference to stimulate interest and promote attendance of the session.
9. The organizers of approved sessions should ensure that each speaker (platform or poster) submits an abstract (400 word maximum) via the Abstract Submission website by the deadline for submission of abstracts. Abstracts should not be submitted by any other means. An individual presenter should contact the principal session organizer if his/her situation precludes use of the conference website for abstract submission. Should an insufficient number of abstracts be submitted for a special session, the organizers may exercise an option to cancel the special session.
10. All platform speakers and poster presenters must, at the time of abstract submission, submit a nonrefundable abstract submission fee of $35.00 (thirty five Canadian dollars). Session organizers should make speakers aware of the abstract submission fee when extending invitations to session participants.
11. The preliminary technical program will be posted on the conference website by May 20, 2011. The Principal Organizer of each approved session is responsible for checking the program schedule and communicating the date, time and place of the session to all session participants.

Ranking Criteria

Proposals for special sessions will be reviewed and ranked by the Steering Committee. The most suitable proposals will be accepted. Preference will be given to special session proposals that can demonstrate one or more of the following:

1. Pertinence to the overall theme of the conference;
2. A focus on a well defined hypothesis, question, problem or issue;
3. Multi-national proponents and broad international or geographic coverage of the session topic;
4. Topical areas that are under-represented on the program;
5. Balanced coverage and perspectives;
6. Thorough preparation.

The conference organizers discourage the submission of special session proposals focusing on a single study site or project or that would be covered in general sessions.

Publication

Participants in special sessions are encouraged to consider preparing and submitting multi authored synthesis papers, as well as the individual papers presented in these sessions, for publication in the refereed technical products associated with the conference.

For further information, contact the special session organizing committee at special [dot] sessions [at] mercury2011 [dot] org