ASP 2020 meeting updates - COVID response

 FAQ Concerning September 24-27, 2020 Meeting of ASP

April 9, 2020
This list of FAQ will be updated as we are able to confirm more information.
We very much appreciate your patience during this process.
 
When will the ASP 2020 conference be held?
The ASP Board of Directors is happy to announce that we have been able to postpone the ASP annual conference to September 24 to September 27, 2020. The meeting will remain in Denver. Our wonderful Local Host, Amy Levine and the Denver Zoo, and the Sheraton Denver Downtown Hotel location are unchanged.
Events at the zoo will include our opening reception and a “zoo day” (September 24). Events sponsored by ASP’s Student Committee will continue uninterrupted. Our invited speakers--Anne Savage, John Mitani, Susan Alberts, and Melanie Graham--are all able to reschedule and will headline our program.
 
Will the pre-conference workshop on enrichment still be held?
We are still planning to hold the pre-conference workshop organized by the Primate Care Committee, Primate Enrichment Workshop: Best Practices for Welfare. Tentative dates are September 23 and 24. We will have more details, including the new deadline for registration, soon! If you have any questions, please contact the Primate Care Committee at primatecare@asp.org
 
Will the pre-conference workshop on science communication still be held?
We hope this workshop can be rescheduled. Check back for more information. We appreciate your patience.
 
Will the pre-conference workshop on education still be held?
We hope this workshop can be rescheduled for September 23. Check back for more information. We appreciate your patience.
 
Do I need to change my reservation at the Sheraton Hotel?
For existing reservations, the Sheraton has confirmed that all have been shifted over to the new dates in September (same day of the week, just September instead of May). So, if you already had a reservation for the meeting in May, you now have one for September. For example, if you made a reservation for Thursday May 27 – Monday June 1, your new reservation will be for Thursday September 24 – Monday September 28. The hotel has sent new confirmation numbers to everyone by email. If you have not received that, please contact the hotel directly.
Our hotel room reservation link remains the same (HERE).
 
If you want to make a new reservation for the September conference, or if you need to make another change to your reservation, you can also use our hotel room reservation link (HERE).
 
If you have any further questions, please contact the hotel directly at 303-893-3333 or toll free at 1-888-627-8405.
Please do stay at the Sheraton when you attend our conference. ASP and the Sheraton have a contract which requires us to use a certain number of rooms. If we do not meet our commitment, ASP will have to pay a penalty and it can be substantial.
 
Can I register for the September meeting now?
Yes, you can. On-time registration fees will apply up until September 15, 2020. After that, late/on-site registration fees will apply. If you haven’t already, be sure to renew your ASP membership for 2020 so you can receive the discounted registration rates. To register for the ASP 2020 meeting, login to the website here.
 
I am able to attend the meeting in September. Will the registration transfer over to the new dates?
Yes, all registrations for the original May conference are being automatically transferred for the September conference. 
 
I am not able to attend the meeting in September. Can my registration fees be refunded?
The ASP’s long-standing policy is that conference registration fees are non-refundable. However, given the unusual circumstances, the BOD is considering making refunds. We will provide details on the possibility of registration fee refunds after July 1, 2020.
 
We do ask, however, that before you request a refund, you consider this: ASP is a small organization with modest financial reserves. When we host our conference, we sign a contract with the hotel that commits our conference attendees to paying for a certain number of hotel rooms, as well as certain food/beverage costs. If we do not meet those commitments, then ASP will have to pay penalties to the hotel. These penalties could be substantial for us; if we had canceled our contract entirely, the penalties would have been financially devastating for ASP. There also remains the possibility that gatherings of our size will not be allowed in September, which means that ASP could incur a major financial loss. 
 
Therefore, if you cannot attend in September, please consider donating your registration payment (or a portion of it) to help offset any penalties the ASP may incur. All donations will be tax-deductible.
 
Will my previously accepted abstract be included in the new program?
If you already had an abstract accepted (oral or poster presentation, symposia, workshop or roundtable discussion) for the May 2020 meeting, it will be placed in the program for the September 2020 meeting.
 
Can I submit a new abstract for the September conference?
Yes, you can! The Program Committee is extending the deadline for abstract submission to June 10, 2020. This will give you time submit that project that wasn’t quite ready for submission earlier this year. Individual abstracts, as well as abstracts for symposia, roundtable discussions and workshops will all be considered. 
 
Can I withdraw my abstract?
Yes. Please login to your members page at asp.org. Click on "View abstracts". Choose "Delete".  Withdrawn abstracts will not be published in the 2020 conference volume of the American Journal of Primatology.
 
Can I withdraw my abstract for 2020 and have it submitted for the 2021 conference?
Yes, you can. If you want to withdraw your abstract from the 2020 meeting and ask that it be held for the 2021 conference, please go to your members page at asp.org. Click on the "view abstracts", choose "postpone". Choose "Yes, postpone this abstract until 2021". The abstract will be removed from the 2020 meeting and saved for the 2021 meeting. The 2021 meeting will be June 3-6, in Oklahoma City, OK.
 
Can I edit my previously submitted and accepted abstract?
No. If your abstract has already been accepted for the May 2020 meeting, you will not have the opportunity to revise it before presentation in September 2020.
 
Will the Student Travel Awards still be given for the later conference?
Yes. The students who received the student travel awards have already been notified. The $500 award can now be used for the September 2020 meeting. If you have questions, please contact justinmcnulty@gmail.com
 
Will the Primate Welfare Award deadline be extended?
Yes, the deadline to apply for the Primate Welfare Award will be extended to August 28, 2020.  If you are submitting a new abstract on welfare and/or psychological well-being, and would like to apply for this award, please select the box indicating you will participate in the Primate Welfare Award competition during the registration process. After your abstract has been accepted, you can fill out the application, which can be found at https://www.asp.org/portal/.
 
If your previously-accepted abstract qualifies, but you did not enter the competition, you may still apply! Go to https://www.asp.org/portal/  or contact the Primate Care Committee (primatecare@asp.org) for the application.  
 
Will deadlines be extended for ASP awards (e.g., Distinguished Primatologist, Senior Research Award)?
No, most of these deadlines have recently passed and will not be extended. The Conservationist Award deadline is May 1, 2020 and it will not be extended.
 
Will the funding of ASP Small Conservation Grants continue as usual?
Yes. Conservation grant applications have already been submitted and are under review. Once the Conservation Committee and the Board of Directors have completed their selection of the awardees, award results will be communicated by email to those who submitted proposals. The award period will be extended to 18 months, rather than 12 months, due to the COVID-19 crisis.
 
Will the deadline be extended for the Student Competition (for presentations at the meeting)?
Yes, it will. Students can submit new abstracts and check the box to indicate they want to enter the Student Competition. Students with previously-accepted abstracts can modify their submission to enter the Student Competition. The new deadline is July 31, 2020. If you have questions, please contact education@asp.org 
 
Will the funding of ASP Small Research Grants continue as usual?
Yes. Research grant applications have already been submitted and are under review. Once the Research Committee and the Board of Directors have completed their selection of the awardees, award results will be communicated by email to those who submitted proposals. The award period will be extended to 18 months, rather than 12 months, due to the COVID-19 crisis.