Things to Know

Your Meeting Experience


The best way to come to the meeting feeling prepared? Plan in advance! Check the meeting homepage regularly for new and updated events and information.

Online program

Add the online program (when it is published) to your smartphone’s home screen. Or, bookmark it in the internet browser on any of your devices. View, add, and sync presentations, sessions, and events to create your custom itinerary.

Dress code

Conference attire is business casual. Session rooms can be chilly, so dress in layers. Wear comfortable shoes as you are sure to walk a lot.

Vancouver weather is cool in May with average temperatures ranging from 50-65°F (10°-18°C). Check the weather forecast daily and plan accordingly.

What to bring
  • Business cards – With ample time to network, have lots of cards to distribute.
  • Day bag – Meeting days are long, with early sessions and evening poster receptions. Opportunities to return to your hotel room during the day are limited, so carry items you need in a backpack or briefcase.
  • Reusable water bottle and coffee mug – Go green!
  • Notebook and pen – Have these on hand at all times.
Who to ask

ECS staff members are easy to identify by their ECS logo-branded polo shirts and nametags with “Staff” ribbons. We are always happy to answer your questions or listen to feedback. Have a question or concern you’d like to discuss in advance? Contact

Travel resources

If needed, request an ECS Letter of Invitation on ECS letterhead via email. Then take your ECS Letter of Invitation to the closest consulate or embassy to begin the visa application process. The ECS Letter of Invitation does not constitute a visa application nor does ECS guarantee that the Letter will enable you to obtain a Visa. For more information, check the Visa and Travel webpage.

Letters of attendance

Visit the “Letters of Attendance” self-help computer in the onsite meeting registration area to request an official ECS Letter of Attendance. When the form has been completed, the letter is emailed within two weeks of the meeting’s end.

Need an invoice?

Registration information and invoices are now available on your own computer. Log on to your account to access this information.

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. Meals are not included with registration. Complimentary coffee breaks take place daily.

Become a member and save

Members save nearly 20 percent on registration fees and receive significant discounts on ECS products and services—including discounts on short courses, copies of ECS Transactions and Monographs, and more. Join today and save!

Financial assistance

Many ECS divisions offer students, postdoctoral researchers, and young professionals travel grants to attend ECS biannual meetings. Applications, available online, must be received by February 28, 2022. Limited additional financial assistance is generally governed by the symposium organizers. For information about additional funding, contact the organizers of the symposium where you are presenting. Contact with general travel grant questions.

Publish your paper

ECS Transactions (ECST), the Society’s official conference proceedings publication, features full-text content of ECS meeting and ECS-sponsored meeting proceedings. ECST is a high-quality venue for authors and an excellent resource for researchers. The full papers and posters appearing in ECST are reviewed to ensure that submissions meet generally accepted scientific standards. Authors of accepted ECST papers are encouraged to submit their papers to the Society’s technical journals. Please visit the ECST webpage for additional information, including guidelines, deadlines, instructions, manuscript template, and more.

ADA accessibility

Special accommodations for attendees living with disabilities are handled on an individual basis. Contact the ECS headquarters at for assistance.

Permissions granted to ECS

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

Speaker indemnification

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

Photography and recording are not permitted in technical sessions

By attending the ECS meeting, you agree not to record any technical session activity without express written consent from ECS. Violations of this policy result in removal from the meeting and revoking of registration without the possibility of a refund.