FAQ

FAQ

General FAQs

The 105th Annual Meeting will be held 12–16 January 2025 in New Orleans, Louisiana at the New Orleans Ernest N. Morial Convention Center.

All live sessions, exhibits, and events will take place in Central Standard Time (CST).

 

Session Topic Proposals/Abstracts

The deadline to submit a session topic proposal was 2 May. 

Please note that submitter involvement is determined at the Program Chairs' discretion. Program Chairs will be in touch with you in May to discuss the role of session chair for any sessions related to your topic. The topic may be withdrawn if we do not receive enough submissions.

The abstract submission portal will open in June. Accepted authors will be notified in early November. 

Please note that the $120 abstract submission fee is separate from the registration fee. All presenters must register for the 105th Annual Meeting. The abstract fee of $120 is refundable only if the abstract is NOT accepted.

Abstracts can be withdrawn using Presenter’s Corner.

Please note withdrawn papers will still be accessible on the conference online program and authors will still be able to upload supplementary materials such as extended abstracts, PDFs of presentations and/or poster images as well as links to other websites. Abstracts should be withdrawn if the presenting author is unable to present or identify a replacement presenting author.

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.

No, the $120 abstract submission fee is separate from the registration fee. Please note, all presenters must register for the 105th Annual Meeting.

Presenters who submitted an abstract to the 105th Annual Meeting will speak during a live session or present a poster. Information regarding presentation types will be shared shortly.

Please note that while the submitter's preferred presentation format is collected during submission, abstracts are accepted and scheduled at the program chairs' discretion. 

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.

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.

Session chairs can fulfill this role either in-person or virtually. Please note each session is required to have at least one in-person session chair.

 

Authors & Presenters

Presenter’s Corner can be used to update select abstract information, upload presentation files and/or supplementary information, or withdraw an abstract. 

 

Program & Schedule

Yes, 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. 

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.

 

Help and Support

Please see the chart below for the types of support and application dates.  Further information will be posted on the website in advance of the application period.

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.

Need to report unprofessional or disrespectful conduct? Text AMS at (617) 606-4369 or Email [email protected] .  If you witness or experience behavior that constitutes an immediate and serious threat, please call 911.  

  • 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.

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

 

Health, Safety, & Accessibility

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.

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 105th Annual Meeting please contact the AMS at [email protected] with your request.

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 105th Annual Meeting is a pleasant and productive one.