Organizer Information

Session Organizers

Session organizers will be responsible for: recruiting session speakers and ensuring their participation; facilitating prompt abstract submission from all session speakers; moderating or designating a moderator for the proposed session; and coordinating any special materials or handouts.

NOTE: The conference Organizing Committee will not provide for the printing of session handouts. Digital copies may be posted to the conference website.

All session organizers and presenters are expected to register for the conference and pay the applicable fee to attend.

Important Dates for Session Organizers
March 31, 2016 Session Proposal Submission Deadline
May 16, 2016 Proposal Status Notifications Delivered
May 25, 2016 Call for Abstracts Distributed
July 15, 2016 Abstract Submission Deadline
July 25, 2016 Final Session Agenda Grid (order of presentations) Submission Deadline

Pre-Conference Workshop Organizers

Workshop organizers will be responsible for: inviting speakers and ensuring their participation; facilitating prompt abstract submission from interested workshop presenters; ensuring submission of other preliminary texts; structuring/leading the discussion session; and coordinating any special materials or handouts.

NOTE: The conference Organizing Committee will not provide for the printing of workshop handouts. Digital copies may be posted to the conference website.

All workshop organizers and presenters are expected to register for the conference and pay the applicable fee to attend.

Important Dates for Workshop Organizers
March 31, 2016 Workshop Proposal Submission Deadline

May 16, 2016

Proposal Status Notifications Delivered
July 15, 2016 Deadline for workshop presenters to submit optional abstracts
August 26, 2016 Deadline for submission of finalized Workshop Description and Agenda for publication on conference website. Final Workshop Agenda to include confirmed full speaker names, talk titles (if applicable), and order of presentations. CLICK HERE to view an example of a complete Workshop Description and Agenda.
October 21, 2016 Workshop organizer to email Conference Coordinator Kristin Zupancic detailed workshop set-up and audiovisual requests. You will be contacted prior to the conference to re-confirm final arrangements.
January 6, 2017 Workshop organizer to email Conference Coordinator Kristin Zupancic final Workshop Summary as an MS Word document. CLICK HERE to view an example of a Workshop Summary.

Town Hall Organizers

Town Hall organizers will be responsible for: recruiting a reporter/recorder for the Town Hall meeting; managing any discussion leader communications; moderating the Town Hall; and coordinating any special materials or handouts.

NOTE: The conference Organizing Committee will not provide for the printing of Town Hall handouts. Digital copies may be posted to the conference website.

All Town Hall organizers and participants are expected to register for the conference and pay the applicable fee to attend.

Important Dates for Town Hall Organizers
March 31, 2016 Town Hall Proposal Submission Deadline
May 16, 2016 Proposal Status Notifications Delivered
August 26, 2016 Deadline for submission of finalized Town Hall Description for publication on conference website. CLICK HERE to view an example of a Town Hall Description.
January 6, 2017 Town Hall organizer to email Conference Coordinator Kristin Zupancic final Town Hall Report as an MS Word document. CLICK HERE to view an example of a Town Hall Report.

Session Set-up Information

AV Equipment Available to Organized Sessions and Workshops:
  • One Lavalier (Lapel) Microphone
  • One Handheld Microphone
  • One Podium Microphone
  • Presentation PC Laptop
  • Tabletop Microphones (by request only)
  • LCD Projector
  • Screen
  • Confidence Monitor at Podium
  • Wireless Presentation Remote/Mouse
  • Flip Charts (by request only)

Room Arrangement Available to Organized Sessions:

  • Theatre style (all chairs facing speaker), with the front row classroom style

Room Arrangements Available to Workshops:

  • Theatre style: All chairs facing speaker, with the front row classroom style
  • Classroom style: Tables with 2-3 chairs each, facing speaker
  • Rounds: Used for round table discussion
  • Half-Rounds: Chairs facing speaker, set around half of each round table
  • Conference style: Board room set-up
    • NOTE to Workshop Organizers: Remember to email Conference Coordinator Kristin Zupancic a detailed workshop room arrangement and audiovisual equipment request by October 21, 2016.

Room Arrangements and AV Equipment Available to Town Halls:

  • Due to time constraints, room arrangements and AV equipment will remain static set from sessions prior to Town Hall meetings.
  • Town Hall organizers will need to be prepared to manage the equipment in their assigned meeting rooms. Depending on the timing of the meeting, audiovisual technicians may not be provided for Town Halls.

Contact Kristin Zupancic at kzupancic@ufl.edu or 352-294-3582 with any questions and to confirm your arrangements.

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Important Deadlines

October 3, 2016
Volunteer Application Deadline

October 14, 2016
Early Registration Deadline

November 1, 2016
Hotel Reservation Deadline

November 7, 2016
Sponsorship in Print Deadline




The University of Florida’s Institute of Food and Agricultural Sciences (UF/IFAS) is a federal-state-county partnership dedicated to developing knowledge in agriculture, human and natural resources, and the life sciences, and enhancing and sustaining the quality of human life by making that information accessible. While extending into every community of the state, UF/IFAS has developed a national and international reputation for its accomplishments in teaching, research and Extension.

UF/IFAS OCI

OCI stands for the Office of Conferences & Institutes. It is a full service conference planning agency at the University of Florida. OCI was created to support the Institute of Food and Agricultural Sciences (IFAS) mission to develop knowledge in agriculture, human and natural resources, and to make that knowledge available to people to sustain and enhance the quality of life.

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  • Phone:
    (352) 294-3582
  • Email:
    kzupancic@ufl.edu
  • Address:
    2311 Mowry Road, Bldg. 78
    PO Box 110750
    Gainesville, FL 32611
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