Extended Session Guidelines

The 2023 National Monitoring Conference (NMC) program development process includes one Call for Extended Sessions to be included in the 2023 NMC which will take place in a limited hybrid format. Extended Sessions are defined as sessions which run for 90 minutes or more and are organized into one of three formats:

  • Workshops provide an interactive, hands-on training opportunity for attendees. The focus should be on the latest field, analytical or data analysis techniques related to the conference themes. Attendees should walk away with an introduction to a new skill set. (90 minutes)
  • Panel Discussions bring together topical experts in a short presentation format followed by a facilitated discussion where attendees can explore conference themes in more detail. Attendees should come away with a more complete understanding of the topic and associated challenges and opportunities.  (90 minutes; 3-6 short presentations followed by discussion)
  • Facilitated Round Tables give attendees an opportunity to discuss and provide insights important conference themes. Attendees should contribute their expertise and experiences to a challenging conference theme that requires input to develop solutions. (90 minutes; one 15-minute presentation, or so, plus facilitated discussion and measurable outcome).

Those who propose an accepted Extended Session will be responsible for preparing materials, finding presenters and working with the Extended Session Committee, Program Committee and Conference Logistics Staff to ensure that the Extended Session is well formed. This Call for Extended Sessions is separate from the Call for Abstracts which is only for Concurrent Sessions. The following information is provided to inform Extended Session (co-) Chairs on the organization of the meeting, the role of the Extended Session Committee & Program Committee and expectations towards them.

Program development timeline for the NMC 2023

  • The Extended Session submission deadline is July 22, 2022. Extended Session proposals will be evaluated by the Extended Session Committee according to the NMC 2023 themes and alignment with the wide range of NMC participants. By August 1, 2022, Extended Session Chairs will be notified if their session proposal was selected for inclusion in the 2023 NMC and will be provided follow up information at that time.
  • Extended Session proposals shall include the type of Extended Session (workshop, panel discussion or facilitated round table), a title, limited description of the Extended Session, anticipated technology needs, justification for the session, which conference theme the session ties to, keywords, and the interest groups expected to participate in the session.Extended Session proposals should also indicate if there is a minimum and/or maximum attendance requirement for a session and should explain if attendees will need to prepare for this extended session in any way. This information should be provided in the Additional Comments section of the form.

    Extended sessions may be merged if similar proposals are received, and/or they may be canceled if originally approved but minimum attendance is not met when registration ends.

  • The Extended Session/Program Committee encourages a co-Chair for the Session. If a Co-Chair is not identified in the Extended Session proposal, the Extended Session/Program Committee may facilitate the identification of a Co-Chair following submission. Commercial Extended Session proposals will not be accepted although the Conference Planning Committee welcomes the participation of product and service oriented presentations as part of our Exhibitor Hall.
  • If accepted, the total time allowed for the Extended Session is typically 90 minutes. If additional extended time is requested, approval will be determined in consultation with the Extended Session Committee, Program Committee and Conference Logistics Staff. Note that Extended Sessions greater than 90 minutes may be assigned to the shoulder dates of the conference (Monday and Friday).
  • The Extended Session should be designed to encourage balance and organization in presenters. The proposal shall also indicate if, at this time, the Chair(s) of the Extended Session anticipates the session to be held in person, virtually or are willing to conduct this session either way. Due to the uncertainties around the pandemic and of the potential for future travel restrictions, submitters should be prepared to be flexible on participation whether that be in person or virtually.
  • THE NATIONAL WATER QUALITY MONITORING COUNCIL (NWQMC) WILL NOTIFY EXTENDED SESSIONS OF ACCEPTANCE BY AUGUST 1, 2022. All finalized sessions proposed by the Extended Session (Co-) Chairs will be reviewed by the Extended Session Committee and Program Committee and are subject to change. The Extended Session Committee in consultation with the Program Committee and Conference Logistics Staff will set up the final program.
  • If your proposal results in an Extended Session at the NMC 2023, you will be considered the point contact for the Extended Session unless you note otherwise.
  • Note that Extended Session Chairs are collaborating on a voluntary basis; their efforts are strongly appreciated and publicly recognized. However, the work does not include a free registration nor any other financial compensation. NWQMC never grants free registrations to Extended Session Chairs, moderators or presenters. All Extended Session Chairs, moderators and presenters MUST REGISTER for the meeting and pay the applicable REGISTRATION FEES (registration opens mid-January 2023).If you are concerned about costs of registrations, there are limited scholarship funds for members of the volunteer monitoring, Justice, Equity, Diversity and Inclusion, and student communities. Additional information will be available next Fall on the conference registration website.

Please send any NMC 2023 program development questions to nwqmc@epa.gov.