Frequently asked questions
Respect & Safety
In addition to the ASA, CSSA, SSSA Statement of Ethics, those attending or hosting an event at CANVAS agree to abide by the Meeting Code of Conduct.
Before Leaving Home
- Follow relevant guidance provided by the World Health Organization (WHO), or your local health authority.
- Adhere to government-issued travel restrictions and guidance issued by the region you will be traveling to and the region you are traveling from.
- Evaluate your own health and that of people you are in close contact with.
- Stay home if you feel sick.
On-site During the Event
- Follow guidance from your local health authority, for everyday preventive actions to help prevent the spread of respiratory viruses including:
- Washing hands often with soap and water for at least 20 seconds, or an alcohol-based sanitizer with at least 60% alcohol.
- Avoid touching eyes, nose, and mouth with unwashed hands.
- Cover your nose and mouth when coughing or sneezing. Throw used tissues in the trash.
- Cleaning and disinfecting frequently touched objects and surfaces using a regular household cleaning spray or wipe.
- Seek professional medical care (for example: visit the event First Aid office or equivalent) any time you feel unwell or are experiencing flu-like symptoms.
A person can be the presenting author on one contributed (volunteered) oral paper per Society. The person may be listed as a non-presenting author on additional papers. All authors connected to a presentation and/or abstract must agree on all information contained in the presentation. Final presentation format is determined by the community leader or division chair. Failure of an author to agree to the presentation format will lead to the presentation being withdrawn from the conference. Once the submission is accepted into the program, all abstract submitters must intend to register, attend, and present at the Annual Meeting. Repeated and consecutive last minute cancellations by presenters may result in future submissions being denied.
Session and symposia presentations should be restricted to science and should not contain advertising or “infomercials”.
Authors are encouraged to publish their work presented in oral and poster sessions in Society publications (journals and books). Symposia organizers will be asked to coordinate publication of symposia presentations in Society publications. Ideally, this process should begin prior to the date of the symposium. Regardless of whether the symposium itself is published, authors of invited papers at any symposia are encouraged to publish their paper(s) in Society journals. All manuscripts will go through the normal peer review process.
Members of the pre-registered media and ACSESS staff are allowed to photograph, and audio tape all sessions. ACSESS or contractors may videotape all sessions. All media must request prior approval for video with objectives, distribution, and audience for their video at least 10 business days before the meeting. Approval for videotaping is not guaranteed. ACSESS reserves the right to ask for and use raw footage. Otherwise, there is to be no use of photography or personal recording devices in the session rooms.
We welcome everyone to Salt Lake City for an exciting 2025 CANVAS meeting!
We appreciate that you, our members and attendees, understand the importance of professional and respectful conduct at the meeting. Our sciences and Societies are stronger for the positive discourse and interactions among all of us. And we honor the uniqueness that we each bring to our sciences and Societies. To ensure an inclusive and positive environment, we are committed to providing an experience where diversity is celebrated and where everyone feels respected and has a sense of belonging. We will not abide by any form of harassment or discrimination and will regard any that might happen, even if done unintentionally, as a serious matter. The Code of Conduct applies to speakers, attendees, volunteers, and staff. At the discretion of the Society leadership, participants violating these rules may be asked to leave the meeting.
To ensure that the meeting is a positive experience for everyone, we all need to take responsibility. So, if you see something, SAY something. This year, we will again have a DEI and Safe Space Advocate. An advocate is one who supports and provides confidential assistance. There are no required guidelines for participants to access the DEI and Safe Space Advocate services. There are several reasons why participants may want to report an issue and/or seek guidance on an incident such as:
- Harassment (physical, sexual, and verbal)
- Uncomfortable experiences
- A lack of inclusion and respect
- Biased behavior/microaggressions
- Unwanted touches/over friendliness/inappropriate jokes
The Societies are collaborating with Dr. Kathleen Canul, as our Diversity, Equity, and Inclusion (DEI) and Safe Space Advocate. Attendees who experience or witness any inappropriate conduct are encouraged to contact Kathleen. She has extensive experience in conflict resolution, interpersonal communications, and is multi-lingual (Spanish-language fluent).
Dr. Canul will be available on-site to talk with any attendee who would like to report an incident at the meeting or up to four weeks post-meeting or provide comments or feedback on our DEI efforts and activities. She will coordinate further discussion and investigation, if needed. Any conversations with Dr. Canul will only be reported in the aggregate to the DEI Committee.
View the Message from the Presidents.
View our Professionalism in our Societies Video.
Dr. Canul may be reached in the following ways:
Meeting App
Navigate from General Information to the Health and Safety section.
On-site: Room 150D (1st Floor), Convention Center, during meeting hours
- Sunday: 6:00 pm – 9:00 pm
- Monday-Wednesday: 9:00 am – 6:00 pm
Phone and Text Hours
(949) 293-7515
- Sunday: 6:00 pm - 9:00 pm
- Monday: 9:00 am – 6:00 pm
- Tuesday: 9:00 am – 6:00 pm
- Wednesday 9:00 am – 6:00 pm
Email
@email
Kathleen will respond to email during the same hours as the above phone hours plus Monday-Wednesday from 6:00 pm – 9:00 pm
Via Calendly
https://calendly.com/kathleencanul/new-meeting
Attendees may request an appointment with Deanna during the meeting and for four weeks post meeting.
Request a time and she will confirm or suggest an alternative time to meet/call.
Jim Cudahy, Societies CEO, will be available 24-hours per day at (434) 882-4736.
The Societies are working to create meaningful change in the areas of diversity, equity, and inclusion (DEI). We are committed to providing an experience where diversity is celebrated and where everyone feels respected and has a sense of belonging. We strongly prohibit any form of harassment or discrimination. If you’ve experienced any inappropriate conduct, please share it with us online or in-person.
DEI impact and contacts
- Everyone is welcome and encouraged to attend
- Anyone can submit a scientific abstract, including both in-person and/or virtual presentations, and most are accepted!
- The Societies aim to be inclusive and allow everyone to gain professional recognition and presentation experience, all while expanding your CV/vita, sharing information for all to succeed, and fostering collaborations with your peers.
- The Annual Meeting ACS732 Program Planning Committee DEI/LGBTQ+ Representative provides member representation regarding diversity, equity, and inclusion, including topics needing to be covered at the Annual Meeting.
- We work with our host city, venue, and contractor partners on collaborative DEI efforts.
- We design CANVAS with DEI in mind: all-gender restrooms, a lactation area, accessible rooms, pronoun ribbons, inclusive language, diversity in programming and in presenters, etc.
- We collect accommodation needs (such as audio, mobility, visual, and other) at the point of registration and work one-on-one to accommodate.
We appreciate our members and attendees, and understand the importance of professional and respectful conduct at the meeting. Our sciences and Societies are stronger for the positive discourse and interactions among all of us. And we honor the uniqueness that we each bring to our sciences and Societies. To ensure an inclusive and positive environment, we are committed to providing an experience where diversity is celebrated and where everyone feels respected and has a sense of belonging. We will not abide by any form of harassment or discrimination and will regard any that might happen, even if done unintentionally, as a serious matter. The Code of Conduct applies to speakers, attendees, volunteers, and staff. At the discretion of the Society leadership, participants violating these rules may be asked to leave the meeting.
Waste
- We offer and promote a conference app instead of paper programs.
- We order recycle bins in areas that recycle.
- We ask presenters to utilize electronic distribution.
- We use electronic methods for our marketing and on-site communications.
- We recycle and/or reuse event supplies whenever possible.
- We offer an online/virtual meeting.
- We encourage online registration.
- We minimize the use of and re-use or recycle floral decorations and plants and request they be local.
- We use or rent the venue's centerpieces rather than purchase new ones that go to landfill afterwards.
- We connect exhibitors with donation opportunities to redirect landfill items.
- We ask staff and exhibitors to reduce single-use giveaways and choose reusable giveaways, made from durable or recycled materials, or consumable.
- We are working towards reusable banners and signage.
- We do not carpet most of the exhibit hall.
- We use crates to package our freight when shipping, rather than individual packing/bubble wrap.
Purchasing
- We do not distribute attendee bags or swag at registration.
- We ask staff to purchase eco-friendly event supplies and order from B Corp Certified businesses.
- We distribute awards in electronic format instead of using plaques.
- We use recycled materials for our lanyards and our name badges are biodegradable.
Food & dining
- We order compost bins in areas that compost.
- We use reusable plates and utensils at special and ticketed event meals; we use zero Styrofoam.
- We select buffet-style menus when possible to reduce waste from plated food.
- Leftover food is asked to be donated if possible by law; typically our ordering is close to no waste.
- We select some of the same menu options across meals to keep over-ordering to a minimum.
- We ask for and order local and organic when possible.
- We have meatless options at every food event.
- When possible we use water pitchers and water fountains to help preserve water and eliminate bottle waste.
- If table quality allows, we ask for no tablecloths to reduce waste from laundry including soaps and bleach. We do not use plastic tablecloths.
Partners & Community
- We select conference hotels that are near where the conference is and invest in the communities hosting us via donations of time and money to local food banks.
- We work with partners who share our commitment to sustainability.
- View GES's impact report.
- Via electronic communication and social media, we ask attendees to contribute (see below.)
How you can help
- Taking advantage of public transportation options, especially to/from the airport where offered.
- Carpool to the meeting if possible.
- Bringing and using your own water bottle and refill from permanent water stations.
- Choosing plant-based foods (even just one day of the conference) supports the creation of ecologically sound food systems.
- Don't take foods or beverages you won't eat or drink.
- Utilize electronic distribution; if you must print, print double-sided on 100% post-consumer recycled, agricultural residue, and/or FSC-certified content paper.
- Placing any materials you wish to discard in the appropriate collection receptacle.
- Taking advantage of your hotel’s green housekeeping program. If they do not have one, request that they begin providing one.
- Turn off all lights and the air-conditioning warmer in your hotel room before leaving each day.
