• How was the room allotment calculated?

    The meeting room allotment must be fair and transparent across all divisions. To maximize the use of meeting space, we will base allotments on a minimum of 8 oral presentations per 4 hour session. The following formula will be used to pre-assign space based on historical data from 2016-2019 Fall National Meetings:

    • [Average # of oral papers] / [8 oral sessions per 4 hour session] / [9 sessions per room/week] = # of rooms assigned For Example: Division X averaged 450 oral papers per Fall meeting over the last four years. The room allotment for Fall 2020 is:
    • 450 / 8 / 9 = 6.25 = 6 concurrent rooms Division Y averaged 30 oral papers over the last 4 Fall meetings. The room allotment for Fall 2020 is: 
    • 30 / 8 / 9 = .4 = 1 concurrent room
  • Will additional rooms be available for request?

    Yes, but additional session rooms will not be considered for divisions until all allotted rooms have been filled Sunday - Thursday. For any oral abstracts not able to fit within your given room allotment, you will be asked to move these abstracts to posters sessions.

  • Our Division typically does not program on Thursday PM Can I get additional rooms?

    Space allotments are based on full programming Sunday – Thursday. If a division does not want to program on a particular day or in every ½ session, the division will not be required to do so. However, the division will not be given additional meeting rooms unless they are programming in every room and every ½ day session is full. For example, if you are allotted 8 meeting rooms, but do not want to program on Thursday, you are not allowed to request a 9th meeting room because you have not filled all ½ days sessions across Sun - Thur. For any oral abstracts not able to fit within your 8 rooms, you will be asked to move these abstracts to posters.

  • Our Division has an Award symposium/program, do we get an exception for our room allocations?

    There are no exception given with the new timeline. If a division does not want to program against an award symposium the division is not required to do so. However, the division will not be given additional meeting rooms unless the division is programming in every room and every ½ day session is full. For example, if you are allotted 8 meeting rooms, but do not want to program on Thursday, you are not allowed to request a 9th meeting room because you have not filled all ½ days sessions across Sun - Thur. For any oral abstracts not able to fit within your 8 rooms, you will be asked to move these abstracts to posters.

  • What if there are more oral presentations that our division would like to accept than we have been given room spaces?

    Any oral abstracts that do not fit within the assigned room allotment will need to be moved to move to a posters. If the division has filled their room allotment Sunday – Thursday, then an additional room can be requested.

  • Will there be an Even Programming Review?

    No, even programming rules no longer apply. Divisions can session their allotted rooms, however they please, but the division will be required to stay within their allotted rooms. Note: Additional meeting rooms will not be given to division not programming fully Sunday – Thursday.

  • How can we get an additional room on a specific date/half-day?

    Additional session rooms will not be considered for divisions until all allotted rooms have been filled Sunday - Thursday. If your programming is full, you may request an additional rooms by sending an email to NtlMtgtimeline@acs.org. Note: It is likely that additional rooms will NOT be in the same location as your other division sessions.

  • Will our oral session rooms be located together?

    As in the past, the room assignments will be assigned with the intention of keeping division programing together in the same buildings (convention center or hotel) and as close as possible to the main National Meeting hub the Moscone Convention Center in San Francisco.

  • When will we find out our actual room assignment names and venue names?

    After submissions close in late May 2020.

  • Do I need to use my allotted meeting rooms for non-technical events such as committee meetings or workshops?

    No, Room allotments only apply to technical sessions. Non-technical meeting room requests will work the same as always by entering the request(s) into Ai Requestor. Non-technical events will be scheduled in spaces that will accommodate the event and may not be located near division programing.

  • When should we schedule our division committee meetings?

    Division committee meetings should be scheduled either between sessions from 12 pm – 1 pm or after the end of the PM technical sessions. We encourage divisions to utilize the existing meeting room set up, so there is a better chance meetings will be located with the technical programming

  • Can we use our allotted technical space for division business meetings?

    Divisions CAN use their allotted technical session space for division business meetings. However, no additional technical session meeting rooms will be given to divisions that decide to use room allotments for non-technical events and meeting room setup will not change from standard technical set (Theater Set up with standard AV equipment). We ask divisions that plan to use allotted technical session space for division business meetings to indicate this in Ai Requestor under Room Set Notes.

  • I'm trying to submit an abstract, but I can't find the website.

    Authors can submit their abstract by logging into MAPS with their ACS ID and password.

  • Where can I find abstract submission deadlines?

    Abstract submission deadlines are posted on national, regional, and specialty meetings’ Call for Papers.

    To access the Call for Papers:

    •  Go to maps.acs.org
    • Click on the specific meeting in which you want to submit an abstract.
    • Click the Submit an Abstract button.
  • How many words can the abstract contain?

    • The word limit for national meetings is 300 words (2500 characters).
    • Both tables and images subtract from the abstract word count.
    • Each row in a table counts for a total of 7 words (56 characters).
    • An image counts for a total of 70 words (560 characters).
  • How do I make a change (add an author, change the title, etc.) to the abstract I submitted?

    • Navigate to your Submission Center within MAPS.
    • Scroll down to your Submissions and use the Action drop-down list of the abstract you wish to edit and select Edit.
    • Click Yes, Move to Draft.
    • Under Drafts, scroll to the abstract you wish to edit.
    • Use the Action drop-down list to select Edit Draft.
    • Make any necessary edits, navigate to the Review and Submit page and click Submit.
  • I submitted an abstract, but cannot remember my ACS ID or password to view the abstract.

    To retrieve your ACS ID and password,

    • Go to MAPS and click Forgot User Name or Password?
    • You will be prompted to enter the email address associated with your ACS ID.
    • An email will be sent to you with your user name and a reset password.

    For further assistance, please email maps@acs.org or call 1-800-333-9511 (US only) or 614-447-3776 (outside the US).
    MAPS Support is available Monday through Friday (except holidays) from 8:30 a.m. to 5:00 p.m. EST.

  • I've missed the deadline for submission. Now what do I do?

    If you have missed the submission deadline, please contact the symposium organizer or program chair. Contact information for program chairs and symposium organizers is listed in the Call for Papers.

    To access the Call for Papers:

    1. Go to maps.acs.org
    2. Click on the specific meeting in which you want to submit an abstract.
    3. Click the Submit an Abstract button.
  • I submitted an abstract to MAPS. Can you tell me when my paper is scheduled?

    Once program chairs have finalized the programs, ACS staff will email official acceptance and scheduling notices. Presenters can expect to receive their acceptance notices approximately 3 months before the meeting. Scheduling notices are sent periodically starting approximately 2 months before the meeting.

  • How do I get a letter stating I am presenting at the meeting so that I can apply for a Visa?

    Once your abstract has been accepted, you can download and/or print a visa letter through the Message Center in MAPS. Click Messages and then Visa Letters. A visa letter will be available for each accepted abstract. For national meetings, please also visit the International Travel page for relevant resources.

  • I am presenting a poster at the meeting. Can you give me information about the setup? Do I need to bring a poster board?

    ACS provides each poster participant with a 4-foot-high by 8-foot-wide display board in the convention center, and a four-foot-high by six-foot-wide display board in hotels. These display boards resemble a freestanding black board with pushpins. You can set up your poster at least 30 minutes before the start of your poster session. Please visit the Presenter Resources page to read complete guidelines.

  • How do I withdraw an abstract?

    • Navigate to your Submission Center within MAPS.
    • Scroll down to your Submissions and use the Action drop-down list of the abstract you wish to withdraw and select Withdraw Abstract.
    • Provide a reason for withdrawing the abstract and click Yes to confirm withdrawal.
    • On the submission page, the abstract now has a status of Author Withdrawn.

    For detailed instructions, please see the Abstract Submitter User Guide.

  • I am presenting my abstract at an upcoming ACS meeting. Is it possible to record my presentation?

    The use of any device to capture images (e.g., cameras and camera phones) or sound (e.g., tape and digital recorders) or stream, upload or rebroadcast speakers or presentations is strictly prohibited at all official ACS meetings and events without the express written consent from the ACS.

    Did we miss your question? Please email maps@acs.org or call 1-800-333-9511 (US only) or 614-447-3776 (outside the US).

  • How does programming with MAPS work?

    The Meeting Abstracts Programming System (MAPS) is the platform used to manage the processes for National Meeting programming. Program Chairs have limited access to MAPS to update/edit abstracts, edit session titles, move abstracts within a symposium, change duration and session dates/times, add expected attendance, add actual attendance, and add cosponsors. Symposium organizers complete workbooks with access to a read-only view of MAPS. Symposium organizers complete their programs using templates in Microsoft Office shared through Box.com and working closely with ACS Staff. Symposium organizers have access to submit late abstracts to MAPS (until the symposium organizer deadline) on behalf of authors who have missed the submission deadline. ACS Staff imports the completed workbooks into MAPS. Program Chairs are then able to view their finalized programs in MAPS. Program Chairs must schedule all sessions in MAPS by the announced preliminary program deadline. Program Chairs must submit late abstracts and assign remaining abstracts to sessions in MAPS by the announced final program deadline.

  • How do I assign symposium organizers?

    Enter the contact information (full name and email) of symposium organizers, along with all required symposium details in the Call for Symposia workbook. Contact ACS Staff to add Symposium Organizers after the Call for Symposia deadline.

  • How do I add cosponsors to a symposia or session?

    Program Chairs indicate cosponsor information in the Call for Symposia workbooks. For National Meetings, ACS divisions and committees may be listed in the “Co-sponsor – Cooperative” and “Co-sponsor – Nominal” fields. Other financial cosponsors are listed in the “Financial Co-sponsor” field. For Regional Meetings, ACS divisions and committees are listed in the “Cosponsor” field, and other financial cosponsors are listed in the “Financial Co-sponsor” field. Program Chairs are also able to add cosponsors in MAPS when Sessioning access opens.

  • How do I designate a symposium as “Invited Only”?

    Program Chairs should designate symposia as “Invited Only” in the Call for Symposia workbook. If it is after the Call for Symposia deadline, Program Chairs should contact ACS Staff to request this update.

  • How will non-members who have been invited to contribute a paper for a particular symposium log into MAPS?

    Invited speakers need to create an ACS ID to submit their abstract. Both members and non-members can create ACS IDs. As part of the abstract submission process in MAPS, invited speakers are prompted to indicate whether they are invited to submit an abstract and by whom. If the invited speaker prefers not to register for an ACS ID, you may submit the abstract for them.

  • How do I edit an abstract?

    Program Chairs can edit abstracts within MAPS by clicking on Abstracts and clicking on the “Edit” hyperlink for the abstract.

  • How do I accept or reject an abstract?

    In MAPS, Program chairs no longer need to accept or reject abstracts. Instead, abstract information added to the “Assign Abstracts” worksheet of the symposium workbook are considered accepted. After the symposium organizer deadline, ACS staff will provide lists of all unassigned abstracts to Program Chairs to decide if they should be included elsewhere in the division’s program.

  • How do international presenters obtain their visa letters?

    Abstracts must first be accepted in order for presenters to access and download their personalized visa letters. Please request ACS staff to accept the abstract in MAPS. This request should include the meeting name, Control ID, abstract title, and presenting author for the paper. 

    Once an international presenter's abstract is accepted, he or she must access their personalized visa letter in their MAPS account. Navigate to the “Visa Letters” tab for instructions on how to access visa letters.

  • How do I create a new session?

    Program Chairs must contact ACS Staff to request to add a new session in MAPS. It is not possible to create new sessions after the preliminary program deadline. 

  • How do I delete a session?

    Contact ACS Staff to delete sessions within MAPS. Any abstracts within the session will need to be moved to active sessions or rejected.

  • How do I submit abstracts after the deadline has passed?

    Program Chairs have access to submit late abstracts until the final program deadline. Symposium Organizers have access to submit late abstracts until the symposium organizer deadline set by your division. 

  • I submitted a late abstract to my symposium in MAPS. How come my workbook in Box.com hasn’t updated with this new abstract?

    Your Box.com workbook is not automatically updated when you submit a late abstract in MAPS. Instead, symposium organizers or program chairs are required to manually enter the late abstract’s control ID, title, and presenting author in the appropriate session area of your symposium workbook and submit the updated workbook in your Box.com folder by the symposium organizer deadline. If you include any TBD or placeholder abstracts lacking the Control ID, the abstract will not get assigned in MAPS.

  • For National Meetings, how do I move one or more abstracts that were submitted to the incorrect division or committee?

    In MAPS, it is not possible to move an abstract from one division or committee to a different one. Instead, the symposium organizer or program chair must resubmit the abstract to the correct division or committee, and then place a request to ACS Staff for the original abstract submission to be rejected in MAPS.

  • What do I do with abstract withdrawal requests?

    Abstract submitters should withdraw abstracts from their “Submission” tab in their MAPS account. If this option is no longer available, please send withdrawal requests to maps@acs.org.

    For detailed instructions, please see the Program Chair User Guide

    Did we miss your question? Contact ACS Staff at abstracts@acs.org.

  • How does programming with MAPS work?

    The Meeting Abstracts Programming System (MAPS) is the platform used to manage the processes for National Meeting programming. Symposium organizers complete workbooks with access to a read-only view of MAPS. Symposium organizers complete their programs using templates in Microsoft Office shared through Box.com and working closely with ACS Staff. Symposium organizers have access to submit late abstracts to MAPS (until the symposium organizer deadline) on behalf of authors who have missed the submission deadline. ACS Staff imports the completed workbooks into MAPS. Program Chairs are then able to view their finalized programs in MAPS. Program Chairs must schedule all sessions in MAPS by the announced preliminary program deadline. Program Chairs must submit late abstracts and assign remaining abstracts to sessions in MAPS by the announced final program deadline.

  • How do I assign oral session presiders (moderators)?

    Symposium organizers or program chairs indicates the presiders’ contact information (full name and email) in the appropriate symposium workbook. Contact your Program Chair to add or replace presiders if it is after the symposium organizer deadline. (Please do not assign presiders to poster sessions.)

  • How do I add cosponsors to a symposia or session?

    For National Meetings, symposium organizers or program chairs indicate ACS divisions and/or committees co-sponsors in the “Co-sponsor – Cooperative” or “Co-sponsor – Nominal” fields of the symposium workbook.

    For Regional Meetings, symposium organizers or program chairs indicate ACS divisions and/or committees in the “Cosponsor” field of the symposium workbook.

    For both national and regional/specialty meetings, symposium organizers indicate non-ACS co-sponsor in the “Financial Co-sponsor” field of the symposium workbook. Program Chairs are also able to add cosponsors in MAPS when Sessioning access opens.

  • How do I add cosponsors to a symposia or session?

    For National Meetings, symposium organizers or program chairs indicate ACS divisions and/or committees co-sponsors in the “Co-sponsor – Cooperative” or “Co-sponsor – Nominal” fields of the symposium workbook.

    For Regional Meetings, symposium organizers or program chairs indicate ACS divisions and/or committees in the “Cosponsor” field of the symposium workbook.

    For both national and regional/specialty meetings, symposium organizers indicate non-ACS co-sponsor in the “Financial Co-sponsor” field of the symposium workbook. Program Chairs are also able to add cosponsors in MAPS when Sessioning access opens.

  • How will non-members who have been invited to contribute a paper for a particular symposium log into MAPS?

    Invited speakers need to create an ACS ID to submit their abstract. Both members and non-members can create ACS IDs. As part of the abstract submission process in MAPS, invited speakers are prompted to indicate whether they are invited to submit an abstract and by whom. If the invited speaker prefers not to register for an ACS ID, you may submit the abstract for them.

  • How do I edit an abstract?

    Contact your Program Chair(s) to edit abstracts.

  • How do I move an abstract?

    Contact your Program Chair(s) to move abstracts between symposia.

  • How do I accept or reject an abstract?

    In MAPS, Program chairs no longer need to accept or reject abstracts. Instead, abstract information added to the “Assign Abstracts” worksheet of the symposium workbook are considered accepted. After the symposium organizer deadline, ACS staff will provide lists of all unassigned abstracts to Program Chairs to decide if they should be included elsewhere in the division’s program.

  • How do international presenters obtain their visa letters?

    Abstracts must first be accepted in order for presenters to access and download their personalized visa letters. Please request ACS staff to accept the abstract in MAPS. This request should include the meeting name, Control ID, abstract title, and presenting author for the abstract. 

    Once an international presenter's abstract is accepted, he or she must access their personalized visa letter in their MAPS account. Navigate to the “Visa Letters” tab for instructions on how to access visa letters.

  • How do I delete a session?

    Contact ACS Staff to delete sessions within MAPS. Any abstracts within the session will need to be moved to active sessions or rejected.

  • How do I submit abstracts after the deadline has passed?

    Symposium organizers have access to submit late abstracts until the announced symposium organizer deadline set by the program chair(s). Program chairs have access to submit late abstracts until the final program deadline.

  • I submitted a late abstract to my symposium in MAPS. How come my workbook in Box.com hasn’t updated with this new abstract?

    Your Box.com workbook is not automatically updated when you submit a late abstract in MAPS. Instead, symposium organizers are required to manually enter the late abstract’s control ID, title, and presenting author in the appropriate session area of your symposium workbook and submit the updated workbook in your Box.com folder by the symposium organizer deadline. If you include any TBD or placeholder abstracts lacking the Control ID, the abstract will not get assigned in MAPS.

  • For National Meetings, how do I move one or more abstracts that were submitted to the incorrect division or committee?

    In MAPS, it is not possible to move an abstract from one division or committee to a different one. Instead, the symposium organizer or program chair must resubmit the abstract to the correct division or committee, and then place a request to ACS Staff for the original abstract submission to be rejected in MAPS.

  • What do I do with abstract withdrawal requests?

    Abstract submitters should withdraw abstracts from their “Submission” tab in their MAPS account. If this option is no longer available, please send withdrawal requests to maps@acs.org.

    For detailed instructions, please see the Symposium Organizer User Guide.

    Did we miss your question? Contact ACS Staff at abstracts@acs.org.