Submit Your Request for Function Space at ICE 2016

University mixers, special events and related meetings may be held in conjunction with ICE 2016 and are invited to submit for complimentary meeting space during the conference. Based on the type of event, date requested, and final approval by the ICE 2016 Planning Committee, a complimentary meeting room, standard signage, standard AV equipment, and a listing in the official Program Book may be made available at no charge to universities and other non-profits hosting these events. Space will be assigned on a first-come, first-served basis, after ICE events and sessions are assigned.

The deadline to submit your request is May 31, 2016.  After May 31, 2016 there will be a $175 late submission fee.

Below is a list of required fields to submit your function request for ICE 2016.

Please note, you must complete your request in the official site. You cannot mail or email your request. All requests must be completed online on the Function and Event Space Request Application.

Page 1

1. Do you want this function made public to all ICE attendees?
2. Title of Function/Event
3. Function/Event Contact Information: Be sure to include the submitter’s name, email address, and, if applicable, the group hosting the event.
4. Is this an annual function that is held each year in conjunction with ESA’s Annual Meeting?
5. Proposed Date and Time: Functions may not be scheduled during the Plenary Session and Welcome Reception on September 25 or during the Closing Session on September 30. The date(s) and time(s) selected by function organizers are not guaranteed. ESA will do it’s best to schedule your event as close as possible to the requested time and date.
6. Function/ Event Information: Estimate Attendance, Function Type, and Description
7. Room Setup
8. Audiovisual Needs
9. Catering Requirements

Page 2

Add/Edit Organizers

• Be sure to add the names of all organizers. Your submission will not be considered complete without organizer information.
• Before adding a new name, please search the database to see if that name has already been entered.
• If you have submitted a function or presentation to an ESA Annual Meeting, your information should already be in the database.
• When searching for a name, keep in mind that it returns exact matches only unless you have selected Match “Like”.
• If the name you are searching for is in our database, but the contact or affiliation information is incorrect, please update the information on record and do not create a new one.
• If you need to enter a new name, please complete as many of the fields as possible.
• Only move on to the next step after all organizers have been added.

Page 3

Confirmation

• Please proof all of the information you have entered as it will appear in the Program Book exactly the way it was entered. Once all of the information is correct, select Submit.

Please note, you must complete your request in the official site. You cannot mail or email your request. All requests must be completed online on the Function and Event Space Request Application.