What is an EMBC Mini-Symposium?

A session will be dedicated to talks and panel discussions from leading researchers covering a specialized topic in multi-disciplinary and cross-disciplinary areas of biological and biomedical engineering, life sciences, health care, clinical applications, and biomedical education. A Mini-Symposium represents a means through which the EMBS can reach out to established life-science researchers and health care practitioners who are interested in applying bioengineering methodologies and technology in their work.

What is an EMBC Special Session?

Special Sessions are devised to include panel discussions or non-technical talks on topics such as research funding, entrepreneurship, or technology transfer, and can receive a wide interest across different themes of the conference. Speakers in Special Sessions do not submit papers in connection with the session.

The organizer of the session and the speakers work together to craft a 90-minute session which will be of great interest and benefit to the attendees of the conference.

Who-is-who in a Session?

  • Session Organizer:
    • The session organizer is the individual who submits the proposal to the conference committee, acts as the leader and coordinator for the session development and ensures its successful and timely. The organizer’s responsibilities include but are not limited to:
      • Proper submission of the proposal using the approved template (Special Session or Mini Symposium) and the approved submission medium.
      • Open and prompt communication with the organizing committee and/or staff.
      • Ensuring that all deadlines and requirements for the session planning and execution, as defined by the organizing committee, are met.
      • Timely execution of the session.
  • Session Speaker(s):
    • Will facilitate the session, along with the organizer, as proposed and accepted by the committee to the conference attendees.
  • Session Attendees:
    • The registrant who attends the session at the conference venue.

When is the session?

An accepted session proposal will take place sometime between Tuesday to Friday of the conference schedule. The time and date of the session will be assigned at the discretion of the conference organizing committee.  Each accepted session will be scheduled in the conference program for a maximum of 90 minutes.

Can my session take place on the day of my choosing?

All scheduling of sessions is completed by the conference organizing and programming committees.  Requests may be submitted to the committee for a special accommodation but cannot be guaranteed, as the committee decisions are made with the full scope of the conference in mind.

Can my session be longer or shorter than 90-Minutes?

Each approved proposal will be allotted a programming time slot for no more and no less than 90 minutes in the conference program.

Organizers and speakers who would like additional time must submit a separate proposal where each proposal will support no more and no less than 90 minutes.

Example:  A session with 12 speakers  and would like 180-minutes should submit two proposals

Example Titles:

“My Session – Part I”
“My Session – Part II”

Each proposal should contain no more than the number of speakers that can be managed in a 90-minute time slot

Should I recruit speakers before I propose and organize the session?

Yes. Where possible, potential speakers must be included in your proposal submission. It is critical to make sure they are willing, able, and committed to traveling to EMBC to present and are committed to participating in the proposed session.  A strong proposal will include a list of speakers who have committed to attend.

How many speakers can I include?
Sessions should have no fewer than 4 speakers, and no more than can be successfully managed in the 90-minute session time allotted. As the 90-minute session time cannot be extended we recommend a session have no more than 6 speakers.  This would provide 15 minutes of presentation time for each speaker broken down into 10 minutes of talk-time and a period of five-minutes for questions and answers with attendees.

Are organizers or speakers required to pay anything?

For approved session proposals that complete the confirming steps, EMBS, as a part of its conference planning, will arrange and finance the venue/space and audiovisual resources for the session. Session speakers and organizers are expected to be present at and facilitate the session by their own means and provide any materials required for the session. Note that financial support, travel support, and/or travel reimbursements or grants are not extended to session speakers or organizers.  Organizers and session speakers are encouraged to secure any funding required for travel or facilitation of the session before committing to participate in the session.

Are session speakers required to register for the conference?

Session speakers and organizers are required to register and pay the applicable admission fee to attend the conference.  Acceptance of a session proposal is not indicative of complimentary registration or financial support. The organizer is required to register for a Full Conference rate.

Are paper submissions or publication opportunities included with sessions?

Papers are not accepted or reviewed for mini-symposia or special sessions.. Session organizers and speakers are welcome to submit papers through the general paper submission process for the conference.

How do I submit my proposal?

All proposals must be submitted on the approved template (Special Session or Mini Symposium)

and submitted via the EMBC proscribed submission system |

What are the submission steps for the proposal?

  1. Creation of the Proposal Document

Use the approved template to create your session proposal document (Special Session or Mini Symposium).

You will notice that the template requires a speaker synopsis for each speaker, which is similar to a 1-page abstract. However, each speaker is free to make the synopsis as long or as short as they wish. The synopsis is not required to be a full abstract.  However, it should include as much detail each speaker can provide about the area they are discussing.   Providing more detail in the proposal will aid the reviewer’s understanding of the content to be included in the session.

  1. Initial Submission of the Proposal
  • Start a new Submission via the conference subscribed submission system | using the “session” path.
  • All confirmed speakers must be included on the proposal; both on the first page of the proposal document and in the submission system.
  • When prompted to advise “How many proposers does this proposal have?” the organizers and speakers should be included in the number of proposers.
    • Example: If there are to be 6 speakers and organizers in the session, the number 6 must be selected in the drop down.
    • Each organizer and speaker must have a username (pin) and password to the submission system |
    • During the submission process you will be required to provide the username (pin) for each speaker and organizer included in the proposal.
    • The submission system | will require that one of the names listed on the proposal be the “corresponding author/proposer”. The corresponding author is synonymous with the role of session organizer, as defined above.
    • Attach your proposal to the submission and submit.

Click here for Video Example of a sample session Proposal Submission

You may update and make changes to your submission until the submission deadline. No further changes can be made after the deadline for submission.  It is important to log into the system periodically and to follow up promptly any notifications received related to the submission which require action steps to be taken.

  1. Review and Decision for the Proposal
  • The committee will begin reviewing proposals after the initial submission deadline has passed.
  • Following the review, the committee will advise the corresponding proposer of either the acceptance or rejection of the proposed session.
  • If rejected there is no further action, and the session will not be included in the conference program.
  • If accepted the proposal will move into the “Final Submission” step.
  1. Final Submission
  • During the final submission step the corresponding proposer/organizer must complete the following on or before the deadline:
    • Submit the Final Draft of the Session Synopsis using the approved template  (Special Session or Mini Symposium)
    • Confirm the list of organizers and speakers in the session
    • Ensure that all those included in the session register to attend the conference.
    • Please note the information provided in this document will be utilized to promote and highlight your session.
  1. Scheduling
  • Shortly after the final submission deadline, the program committee will schedule the sessions and provide a date, time, and room assignment.
  1. Successful execution of the session on the scheduled date and time
  • The session organizer is responsible for overseeing the successful and timely execution of the session ensuring that it reflects the finalized proposal.