Things to Know

Your Meeting Experience


The best way to prepare for the meeting? Plan in advance! Check the meeting homepage regularly for news and updated events and information.


Download the ECS app by searching “ECS mobile” in your app store. Browse, add, and sync sessions, events, and presentations to create your own custom itinerary.

Dress Code

Meeting attire is business casual. Session rooms can be cold, so dress in layers. Given the amount of walking required, we recommend comfortable walking shoes.

Orlando weather is warm in October. The average temperature ranges from 70-85°F (20-29° Celsius). Check the weather forecast and plan accordingly.

What to bring
  • Business Cards – with ample time to network, have plenty of cards ready to distribute.
  • Day bag – between early sessions and evening poster receptions, meeting days are long. As opportunities to return to your hotel room are limited, bring a backpack or briefcase to carry necessary items.
  • Reusable water bottle and coffee mug – go green!
  • Notebook and pen – be sure to have these on hand at all times.
Who to ask

ECS Staff members are easy to find. Look for our signature polo shirts with the ECS logo, or a nametag with a “Staff” ribbon. We are always happy to answer your questions and listen to feedback. Have a specific question or concern you’d like to discuss in advance? Contact

Travel Resources

Request an ECS Letter of Invitation to receive an emailed letter on ECS letterhead.

Take the letter when you receive it to the nearest consulate or embassy to begin the visa application process. The ECS Letter of Invitation does not constitute a visa application. ECS does not guarantee that the letter will result in obtaining a visa.

Letters of Attendance

Visit the “Letters of Attendance” self-help computer in the onsite registration area for an official letter of attendance. When the form is complete, the letter is emailed within two weeks of the end of the meeting.

Need an Invoice?

Log in to your ECS account for registration information and invoices.

Things to Know About an ECS Meeting

Registration Fee

All meeting participants, including invited speakers, are required to pay the appropriate registration fees. The earlier you register, the more you save. Registration does not include meals. Complimentary coffee breaks are provided each day.

Become a Member and Save

Members save nearly 20 percent on registration fees. Membership includes sizable discounts on ECS products and services including discounts on short courses, ECS Transactions, monographs, and more. Join today and save!

Financial Assistance

Many ECS divisions offer travel grants so students, postdoctoral researchers, and young professionals can attend ECS biannual meetings. Applications, available online, must be received by February 22, 2021. Additional financial assistance is limited. To determine if funding is available, contact the organizers of the symposium where you are presenting a paper. Email regarding travel grant questions.

Publish Your Paper

All full papers and posters presented at ECS meetings are eligible for submission to ECS Transactions (ECST), the meetings’ online proceedings publication. To determine if your symposium is publishing an “enhanced” or “standard” issue of ECST, review its listing in the Call for Papers. Please visit the ECST website for additional information including overall guidelines, deadlines, instructions, a manuscript template, and more. Authors presenting papers at ECS meetings and submitting to ECST are encouraged to submit to the Society’s technical journals.

ADA Accessibility

Special accommodations for attendees with disabilities are handled on an individual basis. Contact the ECS headquarters at immediately if you need assistance.

Permissions Granted to ECS

ECS reserves the right to electronically record any and all meeting related events. By registering for and/or attending an ECS meeting, you grant ECS permission to use recordings or photographs taken of you at meeting events and/or the meeting venue.

Speaker Indemnification

The ideas and opinions expressed in the technical sessions, conferences, and handout materials are those of the presenter, not ECS. Nor can any endorsement by ECS be claimed.

Photography and Recordings are not Permitted in Technical Sessions

By attending the ECS meeting, you agree not to record any technical session activity without ECS’s express written consent. Violation of this policy results in removal from the meeting and registration revocation without the possibility of a refund.