Elkins, West Virginia, July 27-31, 2020
for organizers of Sessions, Workshops, Salons, and Special Events
Most of the convention’s daytime
activities will be in the Elkins High School.
A layout of the
school is here.
Conservancies and other non-profit caving organizations can have one
8-foot table for display purposes at no charge. However, nothing
can be sold at the table except items of nominal value in return for
membership dues. Tables must be reserved in advance.
Contact the Facilities Chair to reserve a table. If a group wants to
sell items they must register as a vendor and pay the vendor fee.
- Display salons will be in school’s library.
- The Cartography Salon will be in a well-lit hallway near the
- Vertical activities will be in the school’s air-conditioned gym.
- Registration will initially be in the Auxillary Gym and later in
the entrance area.
- Vendors will be in first-floor classrooms close to the school
- Large sessions will be in the theater, band room, choir room, or
an 80-seat lecture room.
- Small and mid-size sessions and workshops will be concentrated in
classrooms on the second floor above the vendors.
- The photo salon and banquet will be in the air conditioned gym.
- The Howdy Party will be at the campground.
Anyone selling anything at the convention must register as a vendor,
pay a vendor fee, and collect West Virginia sales tax on all
sales. Most vendors will be in the school, but vending in the
campground is another option. Contact the Vendor Chair, Mike
Warner, at firstname.lastname@example.org
for more information. Vendors
must make their arrangements before coming to the convention.
If you want to do a presentation in a session you should contact the
chair of the appropriate session and let them know what you want to
present. You should tell them the subject of the presentation,
the time you need, and any audio/visual equipment you will need.
You should also provide an abstract in most cases. If you are
unsure what session is appropriate for your presentation you can ask
the session chairs for advice.
A list of
session chairs is below.
The Convention Program will be going to the printer around July
1. There are two firm deadlines for submitting material for the
June 15, 2020: All event descriptions, session descriptions,
advertising, and any other general material for the Program must be
submitted by this date. Late submissions are likely to be
Morning sessions will nominally run from 9 AM until noon, but can start
as early as 8 AM and can run later if the room is not needed for a
lunch meeting. Lunch is noon to 2 PM. Afternoon sessions
nominally run from 2-5 PM, but can start earlier if the room is
available and can run until 5:30 PM. Be sure to notify the
Program Chair if your event won’t be following the normal schedule.
June 25, 2020: Final session
schedules and abstracts must be
submitted by this date. Late submissions (even by a few hours)
are unlikely to get in the Program.
are the major sessions that will be held in the theater:
Overview of Caving in West Virginia
Geology & Geography
If you are responsible for an event please submit a "Sessions &
School Facilities Questionnaire" describing your event. The
questionnaire is available as a fillable PDF file here.
SESSIONS AND WORKSHOPS:
Additional sessions, workshops, or other activities are welcome.
If you are interested in organizing an activity please notify the
Program Chair to get the activity in the schedule.
Anyone doing a presentation should provide an abstract, up to 250
words, for the Convention’s Program. Abstracts should be a summary of
conclusions and results, not merely a statement of what the
presentation is about.
The chairs of
individual sessions need to send their session’s final
schedule and abstracts to the Program Editor by June
Late submissions probably won’t get in the
Program. Any common form of electronic submission is
acceptable. When submitting abstracts, please provide each
presenter’s name and email address. The presenter’s affiliation
and/or mailing address can be included if desired.
be published as submitted so please proofread them
before submitting them. Abstracts longer than 250 words will be
returned to be shortened.
Organizers of sessions with formal presentations are strongly
encourages to stick with their published presentation schedule.
Many folks will come to a session to see a specific presentation and
altering the schedule makes this impossible.
The list below shows the sessions that normally include formal
presentations. The appropriate contact for each session will be
added as they become confirmed. If you are interested in doing a
presentation you should contact the chair of the appropriate session.
last updated or validated on October 20, 2019