FAQ

A Call for Sessions invites proposals to organize a full session around a topic or theme and in a specific format (e.g., topical session, panel discussion, town hall). It focuses on the overall scope and objectives of the session, as well as its proposed structure and organizers. The Call for Sessions takes place before the Call for Abstracts.

A Call for Abstracts invites individual contributions for oral presentations that will be considered for inclusion in accepted topical sessions. It also invites poster submissions. It focuses on the content of a single presentation rather than the structure or format of the session. Abstracts cannot be submitted to propose new sessions or panel discussions.

A topical session focuses on a specific subject or theme. Speakers present research, case studies, or insights, allowing attendees to explore the area in depth.

Purpose: Share knowledge, highlight recent findings, and foster discussion.

A panel discussion session brings together 3-5 experts to discuss a topic in front of an audience. Session chairs are responsible for inviting and coordinating the panelists. A moderator guides the discussion, and sessions often end with a brief Q&A.

Purpose: To exchange ideas, compare perspectives, highlight different aspects of a topic, and engage the audience through discussion.

A town hall discussion session is interactive and community-focused. Most of the time is devoted to audience questions, comments, and dialogue, with only a brief introduction from moderators.

Purpose: Gather input, share experiences, and foster collective discussion.

We are open to creative and interactive session formats, allowing each organizer to adapt the format to their content, goals, and audience. Please note, however, that implementation depends on room logistics, and non-traditional formats cannot be guaranteed.

The Session Chair proposes the session theme based on their area of expertise and is responsible for moderating the session. This includes introducing the speakers, keeping track of time, facilitating questions and discussion, and ensuring that the session runs smoothly and stays on schedule. The Session Chairs and co-chairs also review submitted abstracts for their session. Abstracts will be sent at the beginning of September for review with a mid-September deadline.

Each session lasts approximately 90 minutes. Session chairs are responsible for keeping the time.

Virtual presentations are not available. If your session is selected, all participants must attend the conference in person in Halifax from December 7-10, 2026. This includes session chairs, presenters, and panellists, all of whom will be required to register for the conference.

Acceptance decisions will be sent in early October. The final program, including presentation schedules, will be available by the end of October. If your presentation is accepted, you will need to register for ASM2026 and be available to present in person in Halifax from December 8 to 10, 2026.

ASM2026 presentations must be delivered live and in person during the conference. Virtual or pre-recorded oral presentations will not be accepted. Poster presenters are also expected to present their posters in person during the scheduled poster sessions.

In most cases, oral presentations are allocated 10 minutes, followed by 2-3 minutes for questions. Questions may take place immediately after your presentation or at the end of the session. Please confirm the exact format with your session chairs.

We accept PowerPoint and PDF presentations. If you plan to use another format, please contact us in advance so we can confirm compatibility.

Please arrive at your presentation room at least 15 minutes before the start of your session with your presentation saved on a USB key. Your presentation must be loaded onto the provided laptop before the session begins.

Yes. If your presentation includes videos, they should be embedded directly in your presentation, as there will be no dedicated internet connection in the session rooms.

Poster sessions will take place from 5:00 p.m. to 7:00 p.m. on Tuesday, December 8, and Wednesday, December 9. Each poster will be assigned to one of the two sessions, and authors will be notified of their assigned presentation evening at the start of the conference. Until then, presenters should plan to be available on both evenings.

Posters must not exceed 46 in. (116 cm) wide × 46 in. (116 cm) high. Posters larger than these dimensions will not fit on the display boards.

A student is defined as an undergraduate student, graduate student, or PhD candidate who is currently enrolled at a post-secondary institution. Postdoctoral fellows are also eligible for the reduced student registration rate.

The early bird registration rate is available until October 16, 2026, at 11:59 p.m. ET.

The regular registration rate is available until December 6, 2026. Starting December 7, 2026, a higher on-site registration rate will apply.

Conference registration includes access to all conference sessions from Monday to Thursday, public side meetings, all conference meals and refreshment breaks, Culture Night, and the Poster Sessions.

An Early Career Researcher (ECR) is a researcher within five years of their first independent research-related appointment.

The Halifax Convention Centre has two main public entrances, located on Argyle Street and Grafton Street. The venue can also be accessed from the Nova Centre public parking garage via elevator.

The Halifax Convention Centre is conveniently located in downtown Halifax and is served by Halifax Transit, including bus routes, ferry service, and Access-A-Bus.

Yes. The Halifax Convention Centre is fully accessible. Automatic doors are available at the Argyle Street and Grafton Street entrances, passenger elevators provide access to all public areas, and accessible washrooms are located throughout the building. Each level includes a private universal washroom, with additional universal washroom facilities on the Ballroom level.

If you require accessibility accommodations to participate in ASM2026, please contact the organizing team in advance at arcticnetasm2026@jpdl.com. We will do our best to support your participation and answer any questions you may have.

Please note that wheelchairs are not available on site. Participants requiring mobility assistance are responsible for bringing their own mobility device (e.g., wheelchair, walker, or scooter) for use during the conference.

You can sign up for the Buddy Program by selecting the appropriate option when completing your ASM registration form. There is no separate registration process. 

Absolutely! While the program is designed to support first-time attendees, it is also open to anyone who would benefit from extra support navigating the conference, meeting people, or making the most of their ASM experience. 

Buddy pairs are matched based on the information provided during registration, including research interests or field, language preference, and other relevant demographic information. We will do our best to match participants according to their preferences; however, we cannot guarantee that every preference can be accommodated. 

The Buddy Program is designed to be flexible. After matches are made, each pair will receive an introductory email with contact information and is encouraged to connect before the conference (by email or video call, if they wish). During the ASM, buddies might attend a session together, share a meal, introduce one another to colleagues, or simply check in throughout the week. The level of involvement is entirely up to each pair.

There is no set schedule or required activities. Buddies are encouraged to connect in ways that work best for them. This may include: 

• Attending conference sessions together;  

• Meeting for coffee or a meal;  

• Introducing each other to colleagues;  

• Answering general questions about the conference; and  

• Checking in throughout the week.