American Chemical Society
Welcome to the ACS 2012
Program Chairs’ Leadership
Training
Gary Anderson, Divisional Activities
Committee, Meetings Subcommittee Co-Chair
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.
9. Be prepared for 90% of the program to come together at the last minute.
8. 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.
7. Document everything! Keep records, templates for emails and calls for
papers. This will help you and future program chairs.
6. ACS staff are there to help—use them and heed their advice. Don't be shy
about asking questions.
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Top 10 Tips (from Program Chairs) for a
Successful National Meeting Program
5. Get familiar with PACS.
4. 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.
3. 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
2. 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
1. Set deadlines for organizers ahead of the absolute deadlines; adhere to
deadlines as much as possible.
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American Chemical Society
Top 10 Actions Toward
Planning a Successful
Program/Event at a National
Meeting
Alan L. Hutchins
Director, Meetings and Operations
Membership & 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
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#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!
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#2 Know and Adhere to Deadlines
San Diego 2012 National Meeting Timeline
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
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#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 PACS@acs.org
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#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.
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#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
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#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
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#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.
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#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.
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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
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#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.
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#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
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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: a_hutchins@acs.org
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NETWORKING BREAK
Please return at 4:15 pm for our
joint session with the Division
Leaders’ Track attendees.
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American Chemical Society
Welcome to the Joint P2C2
and Division Leaders’
Session
Gary Anderson, Divisional Activities
Committee, Meetings Subcommittee Co-Chair
American Chemical Society
Even Programming for
ACS National Meetings
Program Chairs’ Leadership Training
January 20, 2012
Gary Anderson
What does M&E do that
affects Program Chairs?
Program Chairs’ view of Meetings & Expositions (M&E)
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What does M&E do that
affects Program Chairs?
We at M&E see ourselves differently.
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M&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
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M&E Goals
• Best possible meeting
• Best possible technical program within resource
constraints
• Least amount of work for Program Chairs
Even 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?
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Even 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
there at a typical ACS meeting?
2011
FLUO
0
9
ANAHEIM
DENVER
FUEL
40
60
NO. HALF-DAY SESSIONS
NO. HALF-DAY SESSIONS
GEOC
7
14
AGFD
23
18
HIST
5
5
AGRO
0
30
I&EC
23
13
ANYL
18
18
INOR
79
49
BIOL
9
10
MEDI
18
20
BIOT
49
0
NUCL
12
16
BMGT
4
4
ORGN
44
42
CARB
17
0
PETR
18
21
CATL
8
10
PHYS
42
63
CELL
37
0
PMSE
36
44
CHAL
11
8
POLY
42
59
CHAS
5
4
PROF
4
4
CHED
40
35
SCHB
9
10
CINF
12
9
SOCED
14
7
COLL
50
40
TOXI
0
9
COMP
35
51
WCC
14
12
ENVR
25
39
YCC
17
6
DIVISION
TOTALS
767
739
Rooms Needed per Half Day
(Concurrent Technical Sessions)
Anaheim 2011
Denver 2011
•
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
Rooms Needed per Half Day with no
Even Programming
(Concurrent Technical Sessions)*
Anaheim 2011
Denver 2011
•
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
*This is my guess as to how the sessions would have been distributed if
even programming were not enforced
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:
• 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
Rules
Number of
Sessions
8 or LESS
Scheduling Guidelines
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
11-18
Two 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 halfday)
19
This half-day session must be scheduled for Sunday morning if Sunday morning has not been
used previously
20
This 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-Day
Sunday
Monday
Tuesday
Wednesday
Thursday
Section
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
OK
Satisfies even programming rules
Green Division Oral ½-Day
Sunday
Monday
Tuesday
Wednesday
Thursday
Section
AM
PM
AM
PM
AM
PM
AM
PM
AM
PM
A
A
A
A
A
A
A
A
A
A
B
B
B
B
B
B
B
B
OK
1st
2nd
Satisfies even programming rules
Purple Division Oral ½-Day
Sunday
Monday
Tuesday
Wednesday
Thursday
Section
AM
PM
AM
PM
AM
PM
AM
PM
1st
A
A
A
A
A
A
A
2nd
B
B
B
B
B
B
B
AM
X
Does not satisfy even programming rules because
there are no sessions scheduled on Thursday
PM
Yellow Division Oral 1/2-Day
Sunday
Monday
Tuesday
Wednesday
Thursday
Section
X
1st
2nd
3rd
AM
PM
AM
PM
AM
PM
AM
PM
AM
PM
A
A
A
A
A
A
A
A
A
A
B
B
B
B
B
B
B
C
C
Does not satisfy even programming rules because
there are no sessions scheduled on Thursday
Orange Division Oral 1/2-Day
Sunday
Monday
Tuesday
Wednesday
Thursday
Section
X
1st
2nd
3rd
AM
PM
AM
PM
AM
A
A
A
A
B
B
B
AM
PM
AM
PM
A
A
A
A
A
B
B
B
C
PM
C
Does not satisfy even programming rules because
there are no sessions scheduled on Tuesday PM
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
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 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 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 Issues
Cosponsorships
When 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
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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 Programming
2006 - 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 Programming
2009 - 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 Programming
2011
• 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;
psenter@seagen.com
– Kavli Lecturer: Prof. Carolyn Bertozzi, University of
California - Berkeley
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;
xjia@udel.edu
– 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;
jnseiber@ucdavis.edu
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): 330-2582339; rweiss@uakron.edu
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) 510-6428973; nbalsara@berkeley.edu
• Dr. Michelle Buchanan, Associate Laboratory
Director, Physical Sciences Oak Ridge National
Laboratory, P.O. Box 2008, Oak Ridge, TN 37831,
(ph) 865-574-1144; buchananmv@ornl.gov
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 354870001
• Contact info: (ph) (205) 348-4323,
rdrogers@as.ua.edu
Thematic Programming
2015 & 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 Finley
diste001@umn.edu
JFinley@agcenter.lsu.edu
davidjlohse@gmail.com
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, chairelects, councilors, program chairs, webmasters,
newsletter editors, etc.
24 months before
Post themes and theme organizers to MPPG
website
21 months before
Organizer
organizers
20 months before
Divisions tell organizer of their plans for theme
selects
sub-themes,
including
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, nonprogramming 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
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
forwarded
to
Regional
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
American Chemical Society
Electronic Dissemination of
Meeting Content (EDMC)
Richard A. Love, PhD
American Chemical Society
Division of Membership and Scientific Advancement
Member Communities
r_love@acs.org
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)
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Recording Procedures
• 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
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Recording Procedures
# sessions  # papers 0.60 = 500
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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
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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
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ACS Divisions and
ACS Publications
Darla P. Henderson, Ph.D.
Asst. Director, Editorial Development
d_henderson@acs.org
2012 ACS Leadership Institute
January 20, 2012
Fort Worth, TX
Proprietary and Confidential
American Chemical Society
ACS Web Editions Platform
An 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
Proprietary and Confidential
American Chemical Society
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Division Activity (2006 – present)
The Challenge to
Publications and Divisions
Proprietary and Confidential
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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
Proprietary and Confidential
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85
Similar View as for Journal Articles,
html and pdf versions available
Proprietary and Confidential
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86
ACS Symposium Series:
Fully Integrated with ACS Journals,
Discoverable
Proprietary and Confidential
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Simplified Submission, Peer Review
“…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, Editor
Emerging 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)
Proprietary and Confidential
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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)
Proprietary and Confidential
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Journal and Division co-Sponsored
Lectureships
Proprietary and Confidential
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90
C&EN Coverage of Key Divisional
Activities
Proprietary and Confidential
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ACS Divisions and
ACS Publications
Darla P. Henderson, Ph.D.
Asst. Director, Editorial Development
d_henderson@acs.org
2012 ACS Leadership Institute
January 20, 2012
Fort Worth, TX
Proprietary and Confidential
American Chemical Society
American Chemical Society
Using Social Media to Serve
Division Members
Chris 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.
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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
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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.
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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.
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Twitter Use at ACS National
Meetings
•
Main account for the ACS
National Meeting
@ACSNatlMtg posts meetingrelated 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.
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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.
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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.
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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 attention
on 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.
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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.
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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.
c_mccarthy@acs.org
202-452-2126
@CMcC_ACS
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American Chemical Society
PACS Training: Session I
Setting up Sessions
Submitting Abstracts
Reviewing Abstracts
Editing Abstracts
Farai 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
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Submitting Abstracts
At the conclusion of this session you should be able to:
•
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
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Reviewing and Editing Abstract
Submissions
At the conclusion of this session you should be able to:
•
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
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American Chemical Society
PACS Training: Session II
Finalizing Program Sessions
Running PACS Reports
Viewing the Final Program
PACS Resources
Farai Tsokodayi
Member Communities, Volunteer Support
Finalizing Program Sessions
At the conclusion of this session you should be able to:
•
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
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Running PACS Reports
At the conclusion of this session you should be able to:
•
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
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PACS Resources
•
PACS Login
– http://abstracts.acs.org
•
PACS Resource Page
– www.acs.org/pacs_resources
•
PACS Support
– email: pacs@acs.org
– call: 1-800-333-9511 (US only) or 614-447-3776 (outside the US)
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American Chemical Society
Visa Issues and
International Outreach
Francisco Gomez, ACS International Activities
Office
American Chemical Society
Look Ahead to Future
Meetings
Gary Anderson, Divisional Activities
Committee, Meetings Subcommittee Co-Chair
American Chemical Society
Town Hall Meeting—Your
Remaining Questions
Gary Anderson, Divisional Activities
Committee, Meetings Subcommittee Co-Chair