Welcome to the ACS 2012 Program Chairs’ Leadership Training

American Chemical Society

Welcome to the ACS 2012 Program Chairs’ Leadership Training

Gary Anderson, Divisional Activities Committee, Meetings Subcommittee Co-Chair

American Chemical Society 2

Top 10 Tips (from Program Chairs) for a Successful National Meeting Program

10.Don't be afraid to jettison a symposium that doesn't look like it will be successful or to (nicely) replace organizers who look like they aren't going to be successful, responsible, and engaged.

11. Be prepared for 90% of the program to come together at the last minute.

12.Limit competition for the audience when scheduling. Organize your program as a series of topic-themed tracks so the speakers of one symposium can become the audience of related symposia.

13.Document everything! Keep records, templates for emails and calls for papers. This will help you and future program chairs.

14.ACS staff are there to help—use them and heed their advice. Don't be shy about asking questions.


Top 10 Tips (from Program Chairs) for a Successful National Meeting Program

5. Get familiar with PACS.

6. Get an overview of national and regional meetings 1-2 years out and talk with thematic and fellow division program chairs well in advance about opportunities to collaborate.

7. Broaden your network to make your job easier:– Develop group of organizers who don't need handholding and keep them in the loop

– Always be on the lookout for active division members you can enlist

8. Broaden your network to make your program stronger:– Enlist your program committee

– Use division or field mailing lists to generate ideas

– Consider co-organizers to broaden your reach within the discipline

9. Set deadlines for organizers ahead of the absolute deadlines; adhere to deadlines as much as possible.


Top 10 Actions Toward Planning a Successful

Program/Event at a National Meeting

Alan L. HutchinsDirector, Meetings and OperationsMembership & Scientific Advancement Division (MSA)


Top Ten Action Items to a Successful Program at a National Meeting

1. Division Identifies Program Chair

2. Know and Adhere to Deadlines

3. Take Advantage of PACS Training for Program Chairs

4. Build a Team

5. Understand Your Finances

6. Call for Papers

7. Session Assignment of Papers

8. Understanding Even Programming Rules

9. What to Do Onsite

10. After the Meeting

#1 Division Identifies Program Chair

Educate the program chair on the quantity of work required.

Utilize the experience of the prior chairs.

Be accurate, tell them what they have volunteered to do!


#2 Know and Adhere to Deadlines


Activity Date

San Diego Call for Papers completed in PACS 7/4/2011

Division, Secretariat and Committee deadline dates (see below) due 7/4/2011

Call for Papers published in C&EN 8/22/2011

PACS opens for author abstract submission 8/22/2011

PACS closes to Authors (recommended) 10/17/2011

PACS closes to Symposium Organizers (recommended) 10/31/2011

Room requests due to ACS Meetings 11/2/2011

Preliminary program due from program chairs 11/14/2011

Final technical program due from program chairs (PACS closes to PC) 11/28/2011

Preliminary program publishes in C&EN* 1/30/2012

Final technical program publishes in C&EN* 3/5/2012

San Diego meeting begins 3/25/2012

* Dates subject to change according to C&EN publication deadlines

San Diego 2012 National Meeting Timeline

#3 PACS Training

Schedule Program Chair PACS Training.

To be successful and eliminate many hours of “volunteer service” by the Program Chair, they should train symposia/session organizers:

• Face to face

• On-line - http://abstracts.acs.org

• Specialized 1 on 1 training available

• Hotline available (800) 333-9511 or email [email protected]


http://abstracts.acs.org/

#4 Build a Team

Identify symposia/session organizers.

Educate them on the quantity of work required.

Again be accurate, tell them what they have volunteered to do.


#5 Understand Your Finances


Communicate financial resources and limitations to symposia and session organizers.

Provide clear and accurate reimbursement policy to symposia and session organizers for funding available to presenters, including:

– Airfare, Registration, Hotel, None

Provide written documentation to invited speakers defining financial consideration available to them.

Define reimbursement procedure – “When, Where and How do I get my money.”

“SHOW ME THE MONEY”

– Thematic programming grants

– Division grants

– Look for sponsorships

#6 Call for Papers

Program chairs and symposia chairs -- lay-out program in PACS.

If you need help www.acs.org/pacs_resources

This is a good time to use the Virtual Event Management System (VEMS) to plan non-technical events. Submit requests for non-technical meeting space prior to lay-out of program to get preferred location.

Breaks

Receptions

Ticketed Events


http://www.acs.org/pacs_resources

#7 Session Assignment of Papers

Trust/Demand that symposia/session chairs complete this task in compliance with deadlines.

A well trained and dependable team will significantly reduce the hours required by the program chair.


#8 Even Programming

Why -- limitations on available meeting rooms.» Condenses geographical area of the program

How -- MUST have 9, ½ day sessions before being assigned additional space.


Even Programming Exceptions


Thursday Afternoon Programming Exception Only one exception can be used per program. Either the Thursday Afternoon or National Award Exception

The Technical Programming Subcommittee of the Meetings and Expositions Committee has approved a temporary exception to the even programming rule requiring divisions to program Sunday morning through Thursday afternoon.

A division can choose not to program on Thursday afternoon (or have reduced programming on Thursday afternoon) with specific stipulations.

o The division may not exceed their historical room usage for Monday or Tuesday programming to relocate sessions that would otherwise be held on Thursday PM.

National Award Exception Only one exception can be used per program -- Either the Thursday Afternoon or National Award Exception

A single instance of uneven programming on one half-day from Sunday through Thursday will be permitted for the purpose of enhancing the quality of symposia honoring national ACS award recipients

The greater-than-peak scheduling must NOT occur on Monday or Tuesday


#9 What to Do On-Site

Check in with the ACS Operation’s office team.

Review your events with the ACS Operation’s office team.

Walk your rooms.

Remind chairs to complete Session Chair Report.

Maintain on-going communication with session/symposia organizers (touch base with them several times).

Confirm submission of Session Chair Report (s) on a daily basis.



#10 After the Meeting

Confirm that Session Chair Report (s) reports have been entered into PACS

Session reports factor into division allocations

Missing reports reduce division allocations

Experiencing Problems

If you are experiencing problems with ANY portion of the meeting planning, contact me.

Al Hutchins

Telephone # (800) 227-5558, ext.6266 or

(202) 872-6266

Email: [email protected]


NETWORKING BREAK

Please return at 4:15 pm for our joint session with the Division

Leaders’ Track attendees.



Welcome to the Joint P2C2 and Division Leaders’ Session



Even Programming for ACS National MeetingsProgram Chairs’ Leadership Training

January 20, 2012

Gary Anderson


What does M&E do that What does M&E do that affects Program Chairs?affects Program Chairs?

Program Chairs’ view of Meetings & Expositions (M&E)


What does M&E do that What does M&E do that affects Program Chairs?affects Program Chairs?

We at M&E see ourselves differently.

25American Chemical Society

M&E DutiesM&E Duties

• Works with ACS staff to select the sites for future national meetings

• Oversees the allocation of space/resources for National Meeting events including technical programming

• Trains and advises Program Chairs • Creates policy regarding national meetings• Oversees the dissemination of program information,

electronically and in C&EN News• Provides PACS training and advises ACS staff on future

improvements

M&E GoalsM&E Goals

• Best possible meeting• Best possible technical program within resource

constraints• Least amount of work for Program Chairs


Even Programming PolicyEven Programming Policy

•What is Even Programming?

•Why do we use this policy at ACS national meetings?

•How many half-day sessions are there at a typical ACS meeting?

Even Programming PolicyEven Programming Policy

• Each division must spread its program out as evenly as possible over the entire week

• We simply do not have enough rooms available to let everyone program at the times they would prefer. We have to try to allocate the resources fairly to all divisions

How many half-day sessions are How many half-day sessions are there at a typical ACS meeting?there at a typical ACS meeting?

2011

ANAHEIM DENVER

DIVISION NO. HALF-DAY SESSIONS NO. HALF-DAY SESSIONS

AGFD 23 18

AGRO 0 30

ANYL 18 18

BIOL 9 10

BIOT 49 0

BMGT 4 4

CARB 17 0

CATL 8 10

CELL 37 0

CHAL 11 8

CHAS 5 4

CHED 40 35

CINF 12 9

COLL 50 40

COMP 35 51

ENVR 25 39

FLUO 0 9

FUEL 40 60

GEOC 7 14

HIST 5 5

I&EC 23 13

INOR 79 49

MEDI 18 20

NUCL 12 16

ORGN 44 42

PETR 18 21

PHYS 42 63

PMSE 36 44

POLY 42 59

PROF 4 4

SCHB 9 10

SOCED 14 7

TOXI 0 9

WCC 14 12

YCC 17 6

TOTALS 767 739

Rooms Needed per Half DayRooms Needed per Half Day(Concurrent Technical Sessions)(Concurrent Technical Sessions)

• Sunday AM 72 65

• Sunday PM 76 74

• Monday AM 78 77

• Monday PM 87 79

• Tuesday AM 82 80

• Tuesday PM 80 74

• Wednesday AM 81 72

• Wednesday PM 77 73

• Thursday AM 60 49

• Thursday PM 29 25

Anaheim 2011 Denver 2011

Rooms Needed per Half Day with no Rooms Needed per Half Day with no Even ProgrammingEven Programming(Concurrent Technical Sessions)*(Concurrent Technical Sessions)*

• Sunday AM 96 76

• Sunday PM 116 106

• Monday AM 129 111

• Monday PM 142 127

• Tuesday AM 128 90

• Tuesday PM 124 81

• Wednesday AM 67 59

• Wednesday PM 54 43

• Thursday AM 28 15

• Thursday PM 5 8

Anaheim 2011 Denver 2011

*This is my guess as to how the sessions would have been distributed if even programming were not enforced

How the policy works:How the policy works:

Definition: Section = Room

• A division program of up to 9 half-day oral sessions may be scheduled Monday through Thursday plus either Sunday morning or Sunday afternoon.

• Additional half-day sessions up to 18 may be scheduled in a concurrent section (Section B) of up to 9 half-days during the same time period.

• At the option of the program chair, a 10th half-day session may be added to the first section (Section A) for any oral session between 10 and 18.

How the policy works:How the policy works:

• For a larger program (19 or more sessions), the 19th session must be scheduled for Sunday morning if that time period has not been used previously.

• The 20th session must be added in such a way as to complete two, evenly-programmed sections (A&B) each consisting of 10 half-day sessions.

• Additional half-day sessions must be added into a third section (Section C) until it is filled with 10 half-days Sunday morning through Thursday afternoon, before a fourth section (Section D) can be programmed on any half-day.

• This pattern of even programming must be continued, i.e. Section D filled by 10 half-days before a Section E can be started.

Summary of Even Programming Summary of Even Programming RulesRules

Number of Sessions Scheduling Guidelines

8 or LESS One section any half-days, Sunday morning through Thursday afternoon

9 One section starting either Sunday morning or Sunday afternoon (i.e. Sunday must be used)

10 One section (A) may be filled to ten (10) half-day sessions, Sunday morning through Thursday afternoon; or a second section (B) may be started on any half-day

11-18Two sections (A&B) starting either Sunday morning or Sunday afternoon (However, if section A

has ten (10) half days, Sunday does not have to be used for section B until the 19th half-day)

19 This half-day session must be scheduled for Sunday morning if Sunday morning has not been used previously

20This half day session must be scheduled to fill two sections (A&B) of ten (10) half-days Sunday

morning through Thursday afternoon for an even program before 3rd section (C) can be added on any half-day.

MORE than 20

The ten (10) half-days even program schedule, Sunday morning through Thursday afternoon must continue for each additional section beyond two (i.e. section C, then section D, etc.)

Red Division Oral ½-DayRed Division Oral ½-Day

OK

Section

Sunday Monday Tuesday Wednesday Thursday

AM PM AM PM AM PM AM PM AM PM

1st A A A A A A A A A

2nd B B B B B B B B B

Satisfies even programming rules

Green Division Oral ½-DayGreen Division Oral ½-Day

OK

SectionSunday Monday Tuesday Wednesday Thursday


1st A A A A A A A A A A

2nd B B B B B B B B

Satisfies even programming rules

Purple Division Oral ½-DayPurple Division Oral ½-Day

X

Section



1st A A A A A A A

2nd B B B B B B B

Does not satisfy even programming rules because there are no sessions scheduled on Thursday

Yellow Division Oral 1/2-DayYellow Division Oral 1/2-Day

X

Section



1st A A A A A A A A A A

2nd B B B B B B B

3rd C C

Does not satisfy even programming rules because there are no sessions scheduled on Thursday

Orange Division Oral 1/2-DayOrange Division Oral 1/2-Day

X

Section



1st A A A A A A A A A

2nd B B B B B B

3rd C C

Does not satisfy even programming rules because there are no sessions scheduled on Tuesday PM

National Award ExceptionNational Award Exception

• A single instance of uneven programming on one half-day from Sunday through Thursday will be permitted for the purpose of enhancing the quality of symposia honoring national ACS award recipients

• The greater-than-peak scheduling must NOT occur on Monday or Tuesday

Are there ever any exceptions?Are there ever any exceptions?

• If a division or committee can convince the M&E Technical Programming Subcommittee that a variance would result in improving the overall technical program an exception can be made

• How can I “cheat”?– Work with another division or a committee– Have them be the primary sponsor of one or more sessions using

their even programming grid

Noncompliant ProgramsNoncompliant Programs

• If program is not within rules, M&E will try to work with program chair to make necessary adjustments

• If program chair is unable or unwilling to make adjustments then M&E will make the necessary adjustments - every effort will be made to minimize the impact on the program

Other Programming IssuesOther Programming Issues

Co-location• You can request that your Division’s programming be

located near another Division’s or near Thematic Programming

• If both Divisions list the each other first you will be most likely to get your request

• It is unfortunately impossible to satisfy all requests

Other Programming IssuesOther Programming Issues

CosponsorshipsWhen you agree to cosponsor a symposium with another division or committee it is important to work out the details in writing:

• Invitations• Scheduling• Co-location• Acceptance of contributed papers• Payment of registration fees (only division program chairs can

register speakers directly)

Other Programming Issues

Exhibits During ACS National Meetings


MPPG & Thematic Programming 2012 & Beyond

Multidisciplinarity is

how science is done today

Dave Lohse, MPPG Past-Chair

Leadership Institute – Fort Worth, TX

20 January 2012

What is MPPG?

• Mission:Provide the infrastructure that enables national meeting programming groups to develop collaborative thematic programs and to explore alternative meeting formats

• Composition:Representatives of all technical divisions and council committees (DAC, ComSci, M&E,CEI, IAC, YCC, WCC, CCA) impacted by national meeting technical programming

How does MPPG operate?• Division chairs appoint members (substitutes allowed)

• MPPG meets during at least one national meeting/yr – Practice has been to meet at each national meeting for the past

several years – Saturday afternoon

• Executive committee provides focus; meets at national meetings and via teleconference during the year

• MPPG operates as a DAC subcommittee but may become an independent group at some time in the future

• MPPG seeks theme ideas, organizers broadly from divisions, the Society, and beyond

• MPPG seeks to coordinate with Presidential themes

How can my division participate?

• Make sure you have a representative on MPPG.

• Participate actively through your rep in selecting themes, theme chairs, programming within themes.

• Participate actively in improving national meetings; propose ideas & experiments.

• Collaborate with other divisions within and outside of thematic programs.

Organization• Executive committee composed of subcommittee chairs, vice

chair, chair and past chair, DAC and M&E reps, plus two at-large members.

• Chair is elected at the fall meeting of the full MPPG. Call for nominations takes place prior to the meeting.

• Three subcommittees: – Thematic Programming

– Alternate Meeting Format

– Communications and Outreach

• Themes are vetted by the divisions through the thematic subcommittee.

• Past chair stays as main contact for organizers of upcoming themes to provide them help & experience

ExecutiveCommittee • Current Slate for 2012

– Mark DiStefano (ORGN) - Chair

– Dave Lohse (PMSE) – Past Chair

– John Finley (BTEC/COMSCI) – Chair-Elect

– Lisa Houston (PETR) – Chair, Communications and Outreach Subcommittee

– Paul Rillema (CHED) – Chair, Alternate Meeting Format Subcommittee

– Zi-Ling (Ben) Xue (INOR) – Chair, Thematic Programming Subcommittee

• Staff Support from the Office of Division Advancement, ACS– Richard Love

– Chris McCarthy

– John Katz

Thematic Programming2006 - 2008 • Fall 2006 San Francisco

– Collaboration in Chemistry: Recovery from and Prevention of Natural Disasters– Thematic Organizer: Ruth Hathaway

• Spring 2007 Chicago– Sustainability of Energy, Food, and Water– Thematic Organizers: Catherine Hunt, Ken Anderson, Sharon Shoemaker, Benito

Mariñas• Fall 2007 Boston

– Biotechnology of Health and Wellness– Thematic Organizers: Han Shen, Les McQuire, John Finley

• Spring 2008 New Orleans– Energy and the Environment– Thematic Organizers: Mike Morello, Mercedes Maroto-Valer, Andrew Jackson,

Eberhard Morgenroth• Fall 2008 Philadelphia

– Chemistry for Health: Catalyzing Translational Research– Thematic Organizer: Kinam Park

Thematic Programming2009 - 2010 • Spring 2009 Salt Lake City

– Nanoscience: Challenges for the Future– Thematic Organizer: Paul Weiss

• Fall 2009 Washington DC– Chemistry and Global Security: Challenges and Opportunities

– Thematic Organizer: Sadiq Shah

• Spring 2010 San Francisco– Chemistry for a Sustainable World

– Thematic Organizer: Laura Pence

• Fall 2010 Boston– Chemistry for Combating and Preventing Disease

– Thematic Organizers: Kenneth Jacobson and John Finley

Thematic Programming2011 • Spring 2011 Anaheim, CA

– Chemistry of Natural Resources

– Thematic Organizer: Ann-Christine Albertsson

• Fall 2011 Denver– Chemistry of Air, Space and Water

– Theme Organizer: Ron Cohen

Thematic Programming Spring 2012 San Diego

• Chemistry of Life– Biomimetics, Synthetic Biology, Systems Biology, Cell

Biology, Molecular Transport through Cell Membranes, Chemical Signaling in Biological Systems, Neurochemistry, Metabolomics

– Theme Organizer:• Dr. Peter Senter, Seattle Genetics, 21823 30th Dr. SE, Bothell,

WA 98021 • Contact Info: (ph): 425-527-4710; (fx): 425-527-4711;

[email protected]– Kavli Lecturer: Prof. Carolyn Bertozzi, University of

California - Berkeley

mailto:[email protected]

Thematic Programming Fall 2012 Philadelphia

• Materials for Health and Medicine– Biological Systems and Drug Discovery, Drug Delivery Vehicles,

Nutrition and Health, Rational and Combinatorial Drug Design Methods, Nanomedicine, Nutrition and Health, Polymeric Materials for Medical Applications

– Theme Organizer• Prof. Xinqiao Jia, University of Delaware, Dept. of Materials

Science & Engineering, 201 DuPont Hall, Newark, DE 19716• Contact info: (ph): 302-831-6553; (fx): 302-831-4545;

[email protected] – Kavli Lecturer: Prof. Robert Langer, MIT


Thematic Programming Spring 2013 New Orleans

• Energy and Food– Surface Chemistry, Coolants, Alternate Energy Sources– Theme Organizer

• Prof. James N. Seiber, Department Chair, Department of Food Science and Technology, Robert Mondavi Institute, University of California, Davis, Davis, CA 95616;

• Contact info: (ph): 530-752-2490; (fx): 530-752-1465; [email protected]


Thematic Programming Fall 2013 Indianapolis

• Chemistry in Motion– Biofuels, Material Science, Energy Requirements for

Crop Protection– Theme Organizer

• Prof. Robert A. Weiss, Hezzleton E. Simmons Professor, Department of Polymer Engineering, Polymer Engineering Academic Center, The University of Akron, Akron, OH 44325-0301,

• Contact info: (ph): 330-972-2581; (fx): 330-258-2339; [email protected]


Thematic Programming Spring 2014 Dallas

• Chemistry of Energy/Advanced Materials for New Opportunities – Sustainable discovery, production, and use of energy; new

materials for energy production and increased efficiency – Theme Co-Organizers

• Prof. Nitash Balsara, Professor of Chemical Engineering, University of California, Berkeley, 201 C Gilman Hall, Berkeley, CA 94720, (ph) 510-642-8973; [email protected]

• Dr. Michelle Buchanan, Associate Laboratory Director, Physical Sciences Oak Ridge National Laboratory, P.O. Box 2008, Oak Ridge, TN 37831, (ph) 865-574-1144; [email protected]



Thematic Programming Fall 2014 San Francisco

• – Chemistry and Stewardship of the World– Green chemistry, the globalization of chemistry, and the

responsibilities and opportunities chemists have to serve the broader public

– Theme Organizer• Prof. Robin D. Rogers, Robert Ramsay Chair of

Chemistry, 3006D Shelby Hall, 250 Hackberry Lane, The University of Alabama, Tuscaloosa, AL 35487-0001

• Contact info: (ph) (205) 348-4323, [email protected]


Thematic Programming2015 & beyond

• Spring 2015 - Denver

• Fall 2015 - Boston

• Spring 2016 – San Diego

• Fall 2016 - Philadelphia

• Spring 2017 – San Francisco

• Fall 2017 – St. Louis

• MPPG continues to be a work in progress, which has and will continue to evolve.

• We will need your input, help, and support in order to assure ACS is the preeminent source for technical content and scientific networking.

MPPG is your committee and needs your help!

If your division has a member (members) that you feel would be a candidate for thematic chair, or would like to work with the thematic chair for a specific national meeting, please contact myself, Mark DiStefano, or John [email protected]

[email protected]

[email protected]




Backup Slides

• Backup Slides

Responsibilities of Theme Organizers

• Select sub-themes and corresponding organizers

• Plan a plenary/showcase/Presidential event

• Coordinate divisional programming within the theme

• Organize special thematic symposia

• Promote the theme, with ACS marketing

Critical Skills for Theme Organizers

• Know the field of the theme well, and is a respected member of that community

• Have organized symposia at ACS in the past and is well acquainted with the ACS system of programming

• Have the dedication, energy, and people skills to coordinate the programming among many divisions and other programming entities (COMSCI, PRES, etc.)

Time Relative to Meeting Date

Action/Event

36 months before MPPG selects theme

24 months before MPPG Steering Committee appoints overall theme organizer

24 months before MPPG Chair communicates theme & organizer to MPPG representatives, division chairs, chair-elects, councilors, program chairs, webmasters, newsletter editors, etc.

24 months before Post themes and theme organizers to MPPG website

21 months before Organizer selects sub-themes, including organizers

20 months before Divisions tell organizer of their plans for theme

18 months before Send update to division webmasters

18 months before Organizer makes plans for plenary/showcase event in conjunction with President for year of theme (timing will depend on when President–elect is chosen)

18 months before Organizer reports back to MPPG and divisions with first draft of structure of theme program – symposia from divisions, special thematic symposia, showcase event, other activities

18 months before Informational communication to local sections contiguous to National Meeting, other societies of interest

18 months before Request help from host local section in contacting other avenues of outreach: museums, student affiliates, educational, local WCC-YCC, etc.

16 months before Organizer talks with ACS staff about special needs for theme at meeting site – venue for showcase/Presidential event, locations of theme symposia, connections with other societies, non-programming events (e. g., with local community)

15 months before Short announcement of theme to be included in listings of up coming meetings

13 months before (must precede same season

annual meeting)

Promotional materials available and forwarded to all divisions for display at the national meeting. (i.e., Spring 2011 promotional materials ready for Spring 2010 meeting)

13 months before PDF file of promotional information posted to MPPG web site and available to download.

12 months before Organizer reports back to MPPG and divisions with second draft of structure of theme program – symposia from divisions, special thematic symposia, showcase event, other activities; this should be close to the final version

12 months before Presidential office and organizer finalize plans for showcase event and begin process to line up speakers and make other arrangements

12 months before Advise all speakers of financial arrangements for their symposia

12 months before ACS staff and organizer begin plans for promotion of theme through both internal (ACS) and external venues

12 months before Details of thematic programming to host local section

12 months before Promotional materials forwarded to Regional Meetings for display

8 months before Organizer reports back to MPPG and divisions with final draft of structure of theme program – symposia from divisions, special thematic symposia, showcase event, other activities

6 months before Organizer and subtheme organizers oversee submission of symposia abstracts and other information into PACS

6 months before Tie into local media with informational flier and update MPPG website and division webmasters

4 months before Organizer and ACS staff finalize plans for locations of events and symposia at meeting site

One month before Assure symposium organizers – media office are aligned on significant presentations: press conferences etc.

At meeting Organizer and ACS staff work on site to make sure thematic programming and other events proceed flawlessly

Post meeting Track news generated by the theme

2 months after Organizer and ACS staff report back to MPPG on how well theme process worked and how to improve this in the future


Electronic Dissemination of Meeting Content (EDMC)

Richard A. Love, PhD American Chemical Society Division of Membership and Scientific Advancement Member [email protected]


Recording Procedures

How are the sessions to be recorded identified?•Constituents

– Division Chair and Program Chair

– Symposium organizers

– Meetings Sub-Committee of DAC

– Thematic Program Chair

– Active Members

– Staff Liaisons

•Considerations

– Relevant to the divisions and members

– Prominent symposia (Awards, cutting edge, themed)

– Public interest (Howard Peter’s symposium on Chocolate)



• Constraints

– Presenter IP concerns

• Publish

• Patent

• Online Speaker Acknowledgement Form *

– Symposium organizers

• Session disruptions

– Division and Program Chairs Concerns

– Budget

• 250 San Francisco & Boston

• 500 Anaheim & Denver

* http://surveys.acs.org/se.ashx?s=04BD76CC6E63EC4B

http://surveys.acs.org/se.ashx?s=04BD76CC6E63EC4B







# sessions # papers 0.60 = 500


Denver Timeline

Activity Date

Division Chairs, Program Chairs, Organizers Recommendations Feb

Subcommittee (DAC), Theme Chair, Recommendations Mar/Apr

Develop target list (formula) May

Confirm with Meetings Subcommittee (DAC) & divisions Jun

Obtain permission from presenters (online form) Jul

Convey resource requirements to vendor Jul/Aug

Convey final production schedule to vendor Aug

Meeting begins Aug 28

Panel Discussion

• Opportunities for Collaboration: Divisions and ACS Publications, Darla Henderson

• Best Practices for Involving Younger Members, Peter Dorhout

• Using Social Media to Serve Division Members, Chris McCarthy


Proprietary and Confidential American Chemical Society

ACS Divisions and ACS Publications

Darla P. Henderson, Ph.D.Asst. Director, Editorial [email protected]

2012 ACS Leadership Institute

January 20, 2012

Fort Worth, TX

ACS Web Editions PlatformAn integrated Web publishing system

ACS Journals– 41 peer-reviewed titles– 925,000+ original research articles– ACS Legacy Archive: Digital archive of all journal articles

from 1879-1995 (465,000 articles)

ACS Books– Advances in Chemistry: Archive-only product (1949-1998)– ACS Symposium Series: Archive (1974-prior year) and

current year subscriptions– More than 1400 titles, 27,000 chapters (30 added each

year)

Chemical & Engineering News– Flagship magazine of ACS– 2011 Launch: C&EN Archives (1923 – 2010)– Over 100,000 original news stories

Most Frequent Collaborative Activity: Books


83


Division Activity (2006 – present)

84

The Challenge to Publications and Divisions

Benefits of Symposium Series Collaboration for Divisions

Divisions are entitled to a share of the royalties (print and electronic)

Division members may receive greater discounts on print books via OUP

Content resides within the ACS family, sales contribute to ACS

Topics selected by the Division as important to the field and featured in symposia have a corresponding ACS reference book available to the community as an educational tool

Broad usage, dissemination via ACS Publications platform


85

Similar View as for Journal Articles, html and pdf versions available


86

ACS Symposium Series:Fully Integrated with ACS Journals,Discoverable


87

Simplified Submission, Peer Review


88

“…The system is easy to navigate and keeps the editor and submitting authors informed…”

“….. the staff from ACS was a pleasure to work with and reacted promptly to requests and problems identified.”

Professor Rolf Halden, EditorEmerging Contaminants in Pharmaceuticals and Personal Care Products (2010)

“The whole process has now become much more manageable and I feel like fewer things fall through the cracks…

“…I can't believe the difference that the online publication system has made in the book submission process and in my life as an editor.”

Professor Diane M. Bunce, Editor Nuts and Bolts of Chemical Education Research (2008)

Investigating Classroom Myths through Research on Teaching and Learning (2011)

http://www.staples.com/office/supplies/moreviews?catentryId=130700&langId=-1&storeId=10001&catalogId=10051&imageClickSequence=0

Other Collaborations

• C&EN coverage of key divisional activities (ongoing)

• Co-sponsorship of journal lectureships with divisions (10)

• Links to Divisions from related journal websites homepages (www.pubs.acs.org)

• Co-sponsors of receptions and/or poster award winners

• Editors of journals and Division leadership attending each other’s meetings (3)

• Preprints (3)

• Promotional opportunities on social networking sites - Facebook pages (3)

• News emails/newsletters geared towards Divisions (2)


89

http://www.pubs.acs.org/

Journal and Division co-Sponsored Lectureships


90

C&EN Coverage of Key Divisional Activities


91


ACS Divisions and ACS Publications

Darla P. Henderson, Ph.D.Asst. Director, Editorial [email protected]

2012 ACS Leadership Institute

January 20, 2012

Fort Worth, TX


Using Social Media to Serve Division MembersChris McCarthy

ACS Staff, Member Communities

January 20, 2012

Social Networking Tools• Facebook

– More than 800 Million registered users; 2nd highest pagerank on the web

– Social utility that connects people, to keep up with friends, upload photos, share links and videos.

• Twitter– 300 Million registered users; 10th highest pagerank on the web

– Social networking and microblogging service using instant messaging, SMS or a web interface. (Tweets are 140 characters or less)

• LinkedIn– 120 Million registered users; 16th highest pagerank on the web

– A networking tool to find connections to recommended job candidates, industry experts, and business partners.

• ACS Network– More than 220,000 registered users

– Audience is the chemical community. Great way to conduct technical division business.


Local Section Presence on Facebook (Pages vs. Groups)

Pages:

•Posts come from Brand vs. Person

•Posts show up directly on fans’ walls, more public (opportunities for sharing, liking, and commenting)

•Can add applications; can see extensive analytics

Groups:

•Posts come from Person vs. Group

•More insular; private.

•Content only shared in group among members


What Makes a Good Post?

• Keep it short—messages under 100 characters are far more likely to be liked, commented on, and shared.

• Timing matters—posts on weekdays are more popular than on weekends or weeknights.

• Questions, especially yes/no or short answer ones, get more traction

– The 2012 CCED theme is Rethinking Recycling — It’s Easy to Be Green. Do you recycle at home?

• Ask for tips—social media users, like anyone, love to share personal experiences and insights.


Twitter Basics

• A “tweet” is a post from an individual twitter account.

• Tweets starting with “@__” are comments/questions directed to that user

– Ex. “@ACS_NCW What is this year’s theme for National Chemistry Week?”

• A hashtag (#NCW, #ACS_SanDiego, #ChemAmb) is a way of indicating a tweet is related to a particular topic. Using them especially enhances conversations around events.

• RT – ReTweet, resending another person’s tweet to amplify its message.

• Twitter can be accessed at twitter.com, via mobile apps, via text messages, or through dashboard tools like TweetDeck or HootSuite.


Twitter Use at ACS National Meetings

• Main account for the ACS National Meeting @ACSNatlMtg posts meeting-related posts.

• Through print and electronic marketing, encouraged use of hashtags specific to meeting (e.g. #ACSDenver, #ACSSanDiego)

• Significant growth in 2 ½ years, especially in Denver.


• Who’s tweeting? Attendees, presenters, staff, exhibitors, media, local businesses, and people who can’t attend but are interested in the subject matter.

Twitter Use at ACS National Meetings

• Jennifer Maclachlan, of the Northeastern Local Section and Division of Small Chemical Businesses, also know as @pidgirl on Twitter, organized a “tweetup” during the ACS National Meeting in Denver.

• Twitter allows meeting attendees a way to communicate with each other and plan ad-hoc events.


ACS Network


• Audience is chemical community

• Most content is open to all to view. Sign-on is required to participate, but community membership not limited to ACS members

• Connect and communicate with others in the Network; promote self via personal profile (academic/work history, publications, presentations, etc.)

• Ability to form and customize groups (public, closed, and hidden). Group collaboration tools include:

– Threaded discussions

– Document Sharing

– Blogging

– Ideation

• Learn more at the ACS Network table in the Resource Fair on Saturday evening.

How to Get Started

• If you’re interested in using social media professionally, try using it personally first to get your feet wet.

• Don’t spread yourself too thin. Focus your attentionon one or two platforms at first.

• Listen!

– Find out where your members are.

– Hear what they’re talking about.

– See what you can add to the conversation.


If You Build a Garden, You Need To Tend To It

• Social media presences that aren’t active for a couple of weeks seem dormant, more than month seem dead.

• Answer questions. Just as in real life, ignoring people online is rude.

• Answer most questions publically—for every person who asks there could be a dozen or more who have the same question but don’t bother posting it.


Final Thoughts

• Social media doesn’t replace other forms of communication with your members.

• If you already have a presence on Facebook, LinkedIn, or Twitter, let us know. We can help promote it.

• Not sure where to start? We’re happy to help you brainstorm how to use social media tools to enhance your local section’s programming, community outreach, and other activities.

[email protected]

202-452-2126

@CMcC_ACS




PACS Training: Session I

Setting up Sessions Submitting AbstractsReviewing AbstractsEditing AbstractsFarai Tsokodayi

Member Communities


Setting up Sessions in PACS

At the conclusion of this session you should be able to:

• create a new session in PACS

• correctly enter the fields on the session screen

• edit a session in PACS

Session Assignment > Sessions > Create New Session


Submitting Abstracts


• add institutions and authors

• use the guidelines to correctly enter the abstract title and body

• understand how to insert a figure or a table

• identify and correct document submission errors

• successfully submit the abstract

Submission > Create New Abstract

Reviewing and Editing Abstract Submissions


• display the abstracts submitted to your division

• assign each abstract a status of ‘accept’ or ‘reject’

Review > Decisions

• edit desired data in an abstract

• correctly save the edited abstract data

Administration > Documents



PACS Training: Session II

Finalizing Program SessionsRunning PACS ReportsViewing the Final ProgramPACS Resources

Farai Tsokodayi

Member Communities, Volunteer Support


Finalizing Program Sessions


• add abstracts to a session

• reorder abstracts in a session

• move abstracts to another session

• modify abstract duration in a session

• add non-technical events

• finalize session details

Session Assignment > Assign Abstracts


Running PACS Reports


• generate custom reports useful in finalizing your program

• generate final paper numbers for your program

• generate and download separates and table of contents

• generate the draft final program

Administration > Custom Reports

Administration > Manage Pub Number

Administration > Export Separates

Administration > Draft Final Program

PACS Resources

• PACS Login

– http://abstracts.acs.org

• PACS Resource Page

– www.acs.org/pacs_resources

• PACS Support

– email: [email protected]

– call: 1-800-333-9511 (US only) or 614-447-3776 (outside the US)


http://abstracts.acs.org/

http://www.acs.org/pacs_resources



Visa Issues and International Outreach

Francisco Gomez, ACS International Activities Office


Look Ahead to Future Meetings



Town Hall Meeting—Your Remaining Questions


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