Frequently Asked Questions
Symposium Proposal Process
I can’t remember my username and password.
If you do not have an existing ASTMH account, use this link to create an account
If you have an existing account in the ASTMH database, and you need to re-set your password, use this link to re-set your password.
If you continue to have trouble retrieving your username and password, contact the ASTMH at info@astmh.org and identify yourself as a symposium submitter.
I can’t log into the OASIS portal with my username and password.
If ASTMH staff tests a user’s username and password and it works on our side, offer these options to the user:
Clear your browsing history
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If you’re connected to a VPN, disconnect from the VPN and try to log in again
If you’re not connected to a VPN, connect to the VPN and try to log in again
Open an incognito window and try to log in again
What time does the symposium submission site close on the deadline date?
The site will close on the symposium deadline at 11:59 pm U.S. Central Time.
The submission site allows for eight speakers, and I want to propose more speakers….how do I do this?
The symposium submission site can accommodate eight speaker records. If you wish to propose an additional speaker, use the ALTERNATIVE FORMAT field to indicate that you want to propose an additional speaker and explain the rationale for an additional speaker. For each additional speaker, please indicate the following information in the ALTERNATIVE FORMAT field:
Speaker name, institution, city, state, country of residence, country of origin, gender, approximate career stage (early-mid-senior)
Presentation title
Presentation length
Indicate where in the presentation order this speaker will present
3-4 sentences about the speaker’s background/expertise related to the presentation content
Speaker email address
I got an error message, what’s the problem?
Most likely the error message was triggered because you exceeded a character count limit for one or more of the fields. Use these figures as a guide for entering text:
Field Name (includes spaces)
Symposium Description = 2800 characters
Alternative Format Description = 1300 characters
Rationale for Topic Description = 1000 characters
Media Interest = 650 characters
Organization Information section – Organization field = 255 characters
Organization Information section – Department field = 100 characters
Contact Information section – Contact Address 1 field = 50 characters
Contact Information section – Contact Address 2 field = 50 characters
Background Information = 1000 characters
I’ve entered all of my proposal information but the system still indicates that the proposal is INCOMPLETE, what’s the problem?
In order for the system to recognize your proposal as COMPLETE, you must enter information for the following:
One Symposium Organizer record
One Co-Chair record
Four speaker records
If your proposal does not indicate a Co-Chair, then disregard the INCOMPLETE status….we will submit the proposal for review without a co-chair.
I’ve entered my proposal but I don’t know where to pay the symposium fee.
Once you click FINALIZE on the Session Summary screen:
An invoice will be sent by email to the individual identified in the Symposium Submitter record with instructions to pay the submission fee
The individual identified in the Symposium Submitter record can also pay the fee using the SYMPOSIUM PAYMENT tab at the top of the submission portal
When is the symposium fee due?
The symposium fee is due on the deadline date by 11:59 pm U.S. Eastern Time
I won’t be able to confirm my proposed speakers by the symposium deadline, should I indicate the speaker as “TBD”.
No, do not submit a proposal with speakers or presentation titles indicated as “TBD.” You must indicate a speaker name and a proposed presentation title. We understand that the speakers may change if your symposium is accepted, but in order for the Program Committee to evaluate your proposal, we must have your proposed speaker names and presentation titles.
I have not heard from my speakers with confirmation about their participation and I am worried I will not receive their confirmation by the symposium submission deadline. Can I have an extension?
No, we cannot offer you an extension. Even if you do not have confirmation from your speakers, enter your proposal by the symposium deadline. We understand that the speakers may change if your symposium is accepted, but in order for the Program Committee to evaluate your proposal, we must have your proposed speaker names and presentation titles by the symposium deadline.
I would like to propose two Co-Chairs for my symposium, is that possible?
No, only one Co-Chair per symposium.
Do I have to collect all of the CME Financial Disclosure Forms for all symposium participants by the symposium proposal deadline?
No, the only disclosure information required during the proposal process is the Symposium Organizer and Co-Chair disclosure information. Financial Disclosure Forms for speakers are not required at this point.
If my symposium is accepted and my speakers change, can I update the proposal?
If your proposal is accepted, you will have an opportunity to update your speaker information for a few weeks after the decision letters are distributed.
Do I need confirmation from my proposed speakers when I submit the proposal?
Since symposium proposals will be evaluated by the Program Committee in part on the strength of the speakers, you should be fairly certain that the speakers you propose will indeed be able to attend and present, although it is not unusual that speakers might need to be replaced as we go forward. If the symposium is accepted, there will be an opportunity to update the speaker roster if needed.
I am entering the symposium proposal for my colleague, who is the Symposium Organizer….if the proposal is accepted, I want to be the person who receives all communications about the symposium. How do I do that?
All communication regarding symposia will be sent to the person who has been identified as the Designated Point of Contact. If you want to receive communication on behalf of the Symposium Organizer, enter your name and email address in the section for Designated Point of Contact.
I am having trouble logging into the submission portal. Can I send you my proposal by email?
No, ASTMH does not accept proposals sent by email. Symposium proposals sent by email will be deleted immediately. You must enter your proposal into the submission portal. Please contact ASTMH staff for assistance.