General FAQs

When and where will the 104th Annual Meeting be held?

The 104th Annual Meeting will be held 28 January –1 February 2024 in Baltimore, Maryland at the Baltimore Convention Center and the Hilton Baltimore Inner Harbor.

What is the 104th Annual Meeting’s theme?

The 104th Annual Meeting theme is “Living in a Changing Environment.”'

What are important dates?

Important dates can be found here

In what time zone will live sessions, exhibits, and events take place?

All live sessions, exhibits, and events will take place in Eastern Daylight Time (EDT) (GMT-4).

Session Topic Proposals/Abstracts

How do I submit a session topic proposal for the 104th Annual Meeting?

The deadline to submit a session topic proposal was 17 April. 

How do I submit an abstract to present at the 104th Annual Meeting?

View the call for papers for the Conferences and Symposia that will take place during the Annual Meeting and submit an abstract by 31 August 2023. Accepted authors will be notified in early November. The abstract submission portal will open in May 2023.  

Please note that the $120 abstract submission fee is separate from the registration fee. All presenters must register for the 104th Annual Meeting. The abstract fee of $120 is refundable only if the abstract is NOT accepted.

How do I withdraw my abstract?

You can withdraw your abstract using Presenter’s Corner.

Your User Portal provides a list of entries/submissions such as topics or abstracts you have submitted OR on which you are the presenting author.

Am I automatically registered for the Annual Meeting by submitting an abstract?

No, the $120 abstract submission fee is separate from the registration fee. Please note, all presenters must register for the 104th Annual Meeting.

How can I expect to present my abstract at the 104th Annual Meeting?

Presenters who submitted an abstract to the 104th Annual Meeting will speak during a live session or present a poster. Information regarding presentation types will be shared shortly.

What is a Program Chair?

Program chairs are responsible for the content, abstract review process and scheduling of the Conference/Symposia programs. They work closely with AMS staff to plan a successful program, attend live sessions, reach out to the lead planner(s) with questions or concerns, and alert AMS Meetings Department about any changes to the agenda.

What is a Session Chair?

Session chairs are responsible for the flow of sessions and speakers. Specific responsibilities are included below.  

  • Arrive to the session before live session begins.
  • Make welcoming remarks/housekeeping notes to begin the session and introduce each speaker in the session.
  • Moderate Q&A and ask own questions if there are no attendee questions.
  • Keep session running on time. Enlist your volunteer to help with this process.
What is a Moderator?

Moderators are responsible for the flow of Panel Discussions. Specific responsibilities are included below.  

  • Arrive to the session room before live session begins.
  • Make welcoming remarks/ housekeeping notes to begin the panel and introduce each panelist in the session.
  • Moderate Q&A and ask own question if there are no attendee questions.
  • Keep panel running on time. Enlist your volunteer to help with this process.
What is a Poster Presenter?

Poster Presenters present abstract content during a live poster session.

In-Person Poster Presenters remain by their poster to discuss and answer questions during the formal in-person poster viewing hours of the Student Conference. 

Authors & Presenters

What are the important dates I should know as a presenter?
  • 24 August 2023 - abstracts submission deadline
  • 30 October 2023 - accepted authors are notified
  • 8 November 2023 - deadline for edits to title and author list
  • 28 January - 1 February 2024 - abstracts are presented during the 104th Annual Meeting
  • 1 March 2024 - supplementary information upload deadline
How do I access Presenter’s Corner?

To access Presenter’s Corner, please log into your User Portal (https://ams.confex.com/ams/104ANNUAL/gateway.cgi) using your AMS credentials. 

What is Presenter’s Corner used for? 

Presenter’s Corner can be used to update select abstract information, upload presentation files and/or supplementary information, or withdraw an abstract. 
What is included in Supplementary Information?

Program & Schedule

Will oral sessions be recorded?

Yes, all oral sessions will be recorded. Session recordings will be available within 72 hours of conclusion and can be accessed in the online program and mobile app. Session recordings will be available exclusively to registered participants for three months after the meeting then made available to the community. 

How can I interact with presenters during sessions

If you have a question, please type it into the Zoom Chat. The Session Chair will ask your question aloud to the speaker during the Q&A/Discussion time. If time runs out and your question is not addressed, please ask the speaker directly through the asynchronous Q&A in the Online Program.

Where can I plan my schedule for the week?

You may use the Meeting Calendar in the online program and mobile app to add sessions and events to your schedule.  Use the My Schedule on the top toolbar of the online program and mobile app to view, download and print your personal schedule.

How will I access the sessions virtually?

To view the Zoom sessions during the meeting and to access recorded content, you must Sign In to the online program or mobile app with your email address and registration confirmation number. If you have any difficulty doing this, please email [email protected]. To join a session, click on the "Join Now" button which will automatically display beginning 20 minutes before the start of a session.  We recommend all attendees join the virtual meeting five minutes before the scheduled start time.

I am having trouble logging in to the online program. Who should I contact?

Please reach out to the AMS Meetings Department at [email protected] or Confex at [email protected].

Help and Support

If I need to speak with someone quickly, whom do I contact?

Please reach out to the AMS Meetings Department at [email protected] and leave a phone number where you can be reached.

Who can I contact for technical support?

Click on Technical Support in the left-hand navigation panel in the online program or mobile app for assistance.  A phone number is listed there for urgent support. If you need remote technical assistance during the session, please send a Zoom chat to the Confex Technical Support Representative or Student Assistant.

How do I report inappropriate behavior?

Need to report unprofessional or disrespectful conduct? Email [email protected] or call 617-226-3965.

  • AMS is committed to healthy, safe and inclusive meetings for all attendees.
  • Harassment, intimidation, or discrimination of any kind will not be tolerated at any meeting or event associated with the meeting.
  • All communication should be appropriate for a professional audience including people of many different backgrounds. Be inclusive and respectful.
  • The recording or transmissions of any education sessions, presentations, demos, videos, or content in any format is strictly prohibited.
  • Participants should not copy or take screenshots of Q&A or any chat room activity that takes place in the virtual space.
  • Participants must adhere to any Health and Safety Policy put forth for any AMS sponsored meeting and/or event.
  • This statement is meant to cover all meeting-associated events, including those sponsored by organizations other than AMS but held in relation to AMS events. This includes the scientific program, short courses, and exhibitions, as well as receptions, town hall meetings, and other informal or formal gatherings associated with AMS. Similarly, participants shall adhere to this code of conduct in online spaces related to the meeting and meeting-associated events, including Facebook, Twitter, and other online venues.
  • Those who violate the standards of professional and respectful conduct may be asked to leave the meeting immediately and without refund, may not be considered for service on AMS boards and committees, and may be subject to additional legal action.
  • Harassment, intimidation, or discrimination includes offensive comments and actions related to age, gender and gender identity, sexual orientation, disability, physical appearance, body size, race, religion; sexual images in public spaces; deliberate intimidation, stalking, or following; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; and unwelcome sexual attention.
  • If you are the subject of unacceptable behavior or have witnessed any such behavior, please immediately either:
    • Notify an AMS Staff Member (wearing a blue ribbon at an in person meeting)
    • Email [email protected] or call 617-226-3965
    • Email AMS Executive Director, Stella Kafka, [email protected]
  • If you witness or experience behavior that constitutes an immediate and serious threat, please call 911.

Health, Safety, & Accessibility

Will there be accommodations for attendees who require accessibility?

At the core of the AMS’s mission is the personal and professional well-being of the AMS members, staff, and the communities the Society serves. The AMS is committed to creating an inclusive, equitable, and welcoming culture that fosters creativity, innovation, and collaboration.

  • Meeting participants can share the languages they speak with a sticker for their badge.
  • Meeting participants can share their pronouns on their badge.
  • AMS Meetings staff provide accessibility accommodations in accordance with the ADA.
  • AMS, with guidance from the BRAID Committee on Accessibility, provides oral and poster presenters with tips to help them make their presentations accessible to all.
  • AMS meeting space has all gender restrooms.
  • AMS has developed and continually ensures that all attendees follow its policy “Professional and Respectful Conduct at AMS Meetings" while attending the 104th Annual Meeting.
  • The Baltimore Convention Center is accessible to patrons with disabilities.
  • A lactation room will be available at the Baltimore Convention Center. Please visit the AMS Check-In and Information Desk to gain access.
  • The Quiet and Meditation Rooms are open to all attendees. Please visit the AMS Check-In and Information Desk for location and general guidelines.
  • Attendees with special dietary requirements (e.g., vegetarian or kosher meals) should notify the AMS Meetings Department and/or visit the AMS Check-In and Information Desk to inform AMS of these requirements. Should an attendee have any specific requests and/or concerns, please contact the AMS Meetings Department at [email protected].
  • If you need abstracts or other on-demand content in a different format please do not hesitate to reach out to us. We would be happy to provide you with different versions as needed.
  • If you believe you will need additional services during the 104th Annual Meeting please contact the AMS at [email protected] with your request.
What safety protocols will be in place?

Visit Baltimore and the hospitality community are dedicated to an outstanding experience for every visitor.  Attendees of the 104th Annual Meeting can expect an increase in safety precautions including:

  • Deployment of private security contractors to provide additional assets and patrols around the convention area and activities.
  • Increased safety protocols by the Downtown and Waterfront partnerships around the Convention Center, contracted hotels and off-site event venues used by the group, including additional presence by private security contractors and public law enforcement agencies at every level.
  • Parking monitoring in the downtown Baltimore area.
  • Downtown Guides:  You may request a guide to meet you at your location and walk with you to your Downtown, Inner Harbor or Harbor East destination.  For patrol footprints and hours, please check in with Downtown Partnership Guides and/or Waterfront Partnership Guides
Will attendees be required to wear masks?

Masks will be optional at this meeting. We do recommend that attendees wear a properly fitting mask when traveling and while attending the meeting.

What options do I have if I am unable to attend the meeting in person?

If you are unable to attend in person, please plan to participate in the robust virtual options we are offering during this fully hybrid meeting. All technical sessions’ Zooms can be accessed directly in the online program and mobile app.

What should I do if I feel ill while attending in person?

In-person attendees who feel ill or experience any symptoms of COVID-19 before or during the meeting should not enter the AMS Meeting until the symptoms have resolved.  If you test positive for Covid-19 within 10 days of attending the meeting, please contact Jen Ives, AMS Director of Meetings ([email protected])

I am concerned about accessibility to the 104th Annual Meeting. How do I learn more or make a suggestion?

It is the Society’s sincere desire to comply fully with both the letter and the spirit of the Americans with Disabilities Act (ADA) of 1990. For questions about accessibility, such as real-time captioning [communication access real-time translation (CART)], special printing needs, or reserved seating, please contact AMS staff by email ([email protected]) or by phone (857-930-7492). Four-week advance notice is recommended to ensure seamless action.  Special housing needs should be requested when hotel reservations are made. AMS wants to ensure that each attendee's stay at the 104th Annual Meeting is a pleasant and productive one.

Do you offer child care?

AMS welcomes those who assist others in need during the 104th Annual Meeting. Caretakers are individuals who are at the meeting to assist with childcare or those with ADA needs. Individuals may register for free at the AMS Check-In and Information Desk located in the Baltimore Convention Center; valid identification is required.

Will there be a lactation room available?

Yes, a lactation room will be available at the Baltimore Convention Center. Please visit the AMS Check-In and Information Desk to gain access.