Annual Meeting

Frequently Asked Questions

Abstracts

How do I withdraw my abstract?

If an abstract must be withdrawn, written notice of withdrawal—signed by the presenting author—must be submitted (by e-mail) to the SSR Business Office. This notice must state the reason(s) for withdrawal of the abstract and attest that all authors agree that the abstract must be withdrawn. All authors will receive a written confirmation of the withdrawal by e-mail.

Can anyone other than the first author present the abstract?

The first author must present the abstract. Any exception must be approved by the Chairs of the Program Committee no later than one week prior to the start of the meeting. Only a co-author of the abstract will be considered an acceptable replacement.

Am I required to attend the meeting if I submit an abstract?

Submission of an abstract constitutes an agreement that the presenting author will attend the meeting to present the abstract if the abstract is accepted. The presenting author must register for the Annual Meeting before the registration deadline. If the presenting author has not registered by this deadline, the abstract will be withdrawn, unless permission has been requested of and granted by the Chairs of the Program Committee for a co-author to present the abstract at the meeting.


Meeting Registration

Please see Meeting Registration for complete information. If you have questions about registration that aren't answered below, please contact the SSR Business Office.

Should I renew my membership?

The cost of registering for the Annual Meeting depends on your membership or career status. Members of the Society are eligible for discounted registration. Non-members have the unique benefit of registering for the Annual Meeting and gaining a FREE membership through December 31, 2019. If you are unsure of your current membership status, please contact the SSR Membership Department.

Developing Countries

If you are from a Developing Country and wish to take advantage of the Developing Country Discount when renewing your Regular membership, please renew your membership before registering for the meeting.

Will I receive the Member discount if I become a Member?

Non-members have the unique benefit of registering for the Annual Meeting and gaining a FREE membership through December 31, 2019. If you are unsure of your current membership status, please contact the SSR Membership Department.

May I bring a guest to the Opening Reception and Closing Ceremonies?

The Opening Reception and Closing Ceremony is included with your registration. Attendees may purchase non-registrant guests tickets aged 12 & over to both events at registration.  Children under 12 are free for both events.  

I would like to register online, but my institution requires that I submit a receipt.

When you register online, a receipt is automatically emailed to you. Please contact the SSR Business Office if you did not receive or you need information added to meet your institution's requirements.

My institution will pay for meeting registration, but I will pay for an event/meal/item.

We recommend that you submit separate copies of the printable registration form for each method of payment. You may also register online with the credit card of your choice, selecting only those items that should be charged to that credit card, and then send the printable registration form with additional items indicated and your secondary payment information. We will amend your existing registration when we receive the secondary payment. You cannot register online with one credit card, then register online a second time with a different credit card. We apologize for this inconvenience.

I would like to pay by wire/bank transfer.

SSR accepts payment by wire/bank transfer; payment information is available on request (link sends e-mail). Please fill out the printable registration form, check the appropriate form of payment, and send it to us so we can identify your wire/bank transfer payment when it arrives. You must add an additional $25 to the total to cover bank transfer charges.

I am a not a Trainee. May I attend the Trainee Forum and Trainee Mentor Luncheon?

No. The Trainee–Mentor Luncheon and Trainee Forum are professional events intended only for trainees who have registered for the meeting.

I am a Trainee. May I attend the Heritage Luncheon and Diversity Luncheon?

Absolutely; the the Heritage and Diversity Luncheon is open to all Meeting attendees and their guests. Please select this option during registration.


Trainee Volunteer Subcommittee

The Trainee Volunteer Subcommittee typically recruits 70-100 Trainees to serve as volunteers during the meeting, and this is a great way to network and become more involved in the Society.  Volunteers can serve in many capacities, including helping at the registration desk, collecting tickets at special events, and helping presenters upload their presentation.  The Volunteers are initially recruited through the registration form, and then further through SSR emails and social media posts. The TVS committee uses Sign-up genius software to organize volunteers during the meeting. For more information or to sign up, please contact the trainee volunteer subcommittee chairs at volunteer@ssr.org

Do I need any experience to be on the committee?

Helping out with the TVS is a great introduction to the meeting and a wonderful opportunity to meet new colleagues. No experience is needed to participate on the TVS! In fact, if this is your first meeting it is a wonderful opportunity to meet new people or reunite with old friends.

How much of a time commitment is required during the Annual Meeting?

The time commitment varies depending on the event you choose, so it's up to you. You can help as much or as little as you'd like; every bit counts.

I don't know when my poster/talk will be, so how do I volunteer without knowing when I'll be available?

The TVS exists to support the Annual Meeting, so participating in the meeting is a top priority. Be assured that any and all conflicts can be overcome. If you are interested in helping, we will work with your meeting schedule to make sure that your volunteer commitment enhances your meeting experience.

What types of events do the volunteers help with?

The TVS coordinates all of the trainee volunteers who facilitate the Annual Meeting. There are generally seven principal areas, each of which has a variety of associated tasks:

  • Pre-Registration Desk
  • Slide Preview Room
  • Signage
  • Posters
  • Sessions and Symposia
  • Social Events
  • Trainee/Mentor Luncheon

I'm uncomfortable speaking to large groups of people. Is there anything I can do to help that's more behind-the-scenes?

Trainees will be called upon for a number of different activities, and we strive to make sure that TVS members are comfortable in their roles. If you are a front-and-center person, then registration may be your niche. If you prefer behind-the-scenes work, then setting up signage and poster numbers may be your cup of tea. The TVS is about trying new things, meeting new people, and working together for the improvement of the Annual Meeting. You will be matched with a role that works for you.

I don't mind helping at the meeting, but I don't want to be in charge of anything.

No problem at all; we need both volunteers and coordinators. All we ask is that you share your time and willingness to help.

How do I join the TVS?

To volunteer, join the Trainee Volunteer Subcommittee (TVS) via the Annual Meeting registration form. We will contact you after registration closes and provide you with more information. In the meantime, if you have further questions or comments, please contact this year's TVS organizers, Erica Schoeller (Senior Trainee Representative) and Ashley George (Junior Training Representative)