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Hosted by

Equity in STEM
Community Convening

May 31-June 3, 2022  |  Marriott Marquis  |  Washington, D.C.
Overview

About the Community Convening

2022 Program Book

Hosted by WEPAN and its ARC Network initiative, the Equity in STEM Community Convening serves as a meeting space for researchers, practitioners, and change agents dedicated to creating equitable STEM workplaces. Attendees will have an opportunity to share new research findings and exchange resources; brainstorm strategies and collaborate in novel ways; and demonstrate effective programs and interventions for greater collective impact.

A group of conference attendees discussing a topic at a table.

2019 Convening Survey:

  • Participating in the Convening was valuable (98%)
  • Nearly all respondents felt that the ARC Network will cultivate useful social networks and resource sharing for the STEM Equity Community (96%)
  • Nearly all respondents felt that the convening expanded their professional networks (92%)
  • Most respondents agreed it provided them with new strategies for increasing intersectional STEM equity work in their programs or institutions (83%)
Register Today
Registration

Save the Date

Registration for the Equity in STEM Community Convening will open March 1, 2022.

Stay informed by enter your name and email below!

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Registration

Join us to Celebrate 20 years of the NSF's ADVANCE program and WEPAN's 30th anniversary.

Health and Safety Protocol

The health and safety of our staff, volunteers, vendors, and attendees at the in-person WEPAN/ARC Network Equity in STEM Community Convening is our top priority. We are collaborating with federal, state, and local agencies to implement recommended practices aimed at managing the spread of the novel and complex coronavirus. As a community that centers social justice and equity, we value your health and safety and ask that you take personal responsibility for your own health and safety and commit to protecting the health and safety of others around you.

As part of our commitment to your wellbeing, we would like to share the precautions we expect all participants to take at the Equity in STEM Community Convening to protect against COVID-19.

[01] - COVID-19 Policies

1. All Convening participants must agree to abide by the following COVID-19 policies as well as recommendations made from the District of Columbia and the Marriott Marquis.

[02] - Vaccination

All Convening participants must show proof of full COVID-19 vaccination*, which consists of the full course of the vaccine plus booster, to be admitted to the Convening by showing their vaccine card at registration.

[03] - COVID-19 related symptoms

All Convening participants must not be experiencing or exhibiting any COVID-19 related symptoms as outlined by the federal Center for Disease Control and Prevention (CDC) or any other state or local agency governing their travel.

[04] - Masks

All Convening participants must wear a mask that covers both the nose and mouth while participating in indoor Convening activities, except when eating or drinking. This includes the conference hotel and off-site reception and events.

[05] - Hand washing

Frequent hand washing and social distancing are recommended.

[06] - Conduct

Convening participants who do not uphold these guidelines and safety measures may be removed from an event or asked to leave the property.
* Accepted vaccinations include those authorized for emergency use by the U.S. Food and Drug administration (for example, Pfizer, BioNTech, Moderna and Johnson and Johnson (J&J/Janssen COVID-19 vaccines), and COVID-19 vaccines authorized for emergency use by the World Health Organization (for example, AstraZeneca/Oxford, Covishield, Sinopharm and Sinovac). Additional vaccines are under development and the list of approved vaccines will change over time. Please check with the FDA and WHO via the links above for the latest list of approved vaccines.
As part of the registration process for the Equity in STEM Community Convening, registrants will agree to uphold these guidelines and safety measures.
An interior view of the Marriott Marquis hotel.
901 Massachusetts Avenue, N.W., Washington, DC 20001
(202) 824-9200
Travel & Housing Information

Marriott Marquis Washington, DC

Check-in: 3:00 PM | Check-out: 12:00 PM
Mobile Key and Digital Check-In available

Guest Room WiFi: complimentary for Marriott Bonvoy Members

Airport Shuttle Service: No
Daily Valet Parking:  
$60.18

  • Restaurants
  • Business Center
  • Dry Cleaning Service
  • Fitness Center
  • Convenience Store
  • Gift Shop
  • Elevators
  • Self-operating lift and sloped entry in hotel swimming pool
  • Service Animals are welcome
  • Van accessible on-parking
  • Entrances, meeting spaces, on-site restaurants are accessible

Guest rooms are full accessible, including vanities, hand-held shower want, alarm clock ringers, bathtub grab rails, bathtub seat, close caption TV, electronic room keys, heard accessible rooms and kits, lever handles on guest room doors, lowered night guards, mobility accessible guest rooms, toilet seat at wheelchair height; viewports in guest rooms and suites doors.

Ronald Regan Washington National Airport (DCA)
Distance from hotel: 4.6 miles
Taxi fare:
$16 (one way)
Metro:  
$1.75 (Yellow Line to Mount Vernon Square/Convention Center)

Washington Dulles International Airport (IAD)
Distance from hotel: 27.6 miles
Ground transportation: Uber, Lyft, Via, Washington Flyer Taxicabs

Baltimore/Washington International Thurgood Marshall Airport (BWI)
Distance from hotel: 31.7 miles
Ground transportation:
Uber, Lyft, Taxicab

About

Room Reservations

The Community Convening will be held at the Marriott Marquis Washington DC.

We have secured a block of rooms at a reduced rate of $269 for registered attendees.  

Make a Reservation

Group Rate

$269 (+14.95% tax) All reservations must be secured with a credit card valid through the month of departure (June 2022)

Cut-off Date

The group rate will be offered until Monday, May 2, 2022

Reservation Link

For your convenience, you can make reservations online using this secure link: https://book.passkey.com/e/50274786
Through this website you can book, modify, or cancel your reservations and receive updated information about the event.

Cancellations

Cancellations made within three (3) days of arrival will forfeit one night’s room and tax.  No-shows will be treated as a cancellation.

Questions

Contact Christin McGrath, Event Manager at 202.316.4867 or mcgrath@impactplannerdc.com for questions regarding the hotel reservation process.
Sponsorship Opportunities

Sponsorship of the Equity in STEM Community Convening provides your organization with cost-effective, value-added opportunities.

Answers to

Frequently Asked Questions

Have more questions? Reach out to us. We're here to help.

Contact UsGeneral FAQsHealth and Safety FAQsRegistration FAQsMobile Event App FAQsPresenter FAQsCode of Conduct

General

When and where will the Equity in STEM Community Convening be held?

The conference will be held in-person on Tuesday, May 31 - Friday, June 3, 2022 at the Marriott Marquis in Washington, DC.

Who should attend the convening?

Anyone who is interested in equity in STEM higher education and workplaces.

What will the convening consist of?

The four-day community convening will consist of poster sessions, high 5 talks, concurrent sessions, symposia, pre/post conference workshops, the 2022 WEPAN Awards Ceremony, receptions, and social events. Review the draft program agenda.

How many people will be at the in-person convening?

Historically, between 350 and 400 people have attended the convening.

How do I request accommodations?

The convening registration process will ask about your accommodation needs and a member of the team will follow-up with you after registration to ensure that those needs are met. If you need an accommodation not listed on the registration form, please reach out at arc@equityinstem.org.

Health and Safety

Will the Equity in STEM Community Convening be held in person?

Yes, we are excited to welcome everyone in-person again at the convening!

What COVID-19 health and safety protocols are in place for the convening?

WEPAN and the ARC Network are committed to the health and safety of our community. We will execute best practices to ensure attendees stay healthy and to reduce exposure and risk. Our protocol can be found by clicking this link.

Registration

Can I register without being a WEPAN or ARC Network member?

Yes! You’re not required to be a WEPAN or ARC Network member to attend the convening. But, if you are a member of WEPAN or ARC Network, you will receive a registration discount.

What is included in my registration fee?

Your registration fee includes access to all of the convening activities, including general and concurrent sessions, the poster showcase, receptions, select convening meals, and more! See the meeting agenda or program book for more information.

The registration fee includes the following meals:
  • Evening receptions on Tuesday, May 31 and Wednesday, June 1.
  • Breakfast on Wednesday, June 1; Thursday, June 2; and Friday, June 3.
  • Lunch on Wednesday, June 1; Thursday, June 2; and Friday, June 3.
  • Dinner on Thursday, June 2.

What offers or discounts are available?

We have an early-bird registration rate available through April 30, 2022. There are also discounts available for ARC Network and WEPAN members.

What is the cancellation and refund policy?

ARC Network hopes that everyone who registers for the convention will be able to attend; however, we understand that extenuating circumstances do occur.

  • Substitutions are not allowed.
  • Cancellation requests received on or before May 1, 2022, will receive a 100% refund.
  • Cancellation requests received between May 2, 2022 – May 31, 2022, will receive a full credit that can be applied towards a future convening.
  • If you do not submit your cancellation by May 31, 2022, and do not attend, no refund or credit will be granted.

While we don’t allow for substitutions, we do allow for cancellation with a refund and new registration to occur. This allows for us to gather the information needed from the new registration, such as accommodation requests and dietary needs.

Do I have to register for the convening if I am presenting?

Yes, once a proposal is accepted, it is expected that the author(s) will present at the convening and need to register.

Mobile Event App

What is Socio and how is it used for the convening?

WEPAN and the ARC Network want to ensure our attendees experience the best convening possible. That’s why we’re using Socio, an event platform, to host our event. By using an event app, attendees can easily connect with others, access important information about the event, and receive announcements in real time.

How do I access the convening materials (I.e., list of attendees, agenda, maps)?

After registering for the convening, you will need to download the WEPAN Events app on the App Store or Google Play. You will need to use the same email address used for registration and create a password you can remember. Then select the Equity in STEM Community Convening 2022 event, and you’re in!

Who do I contact if I’m having trouble with or have questions about the event app?

Please contact the ARC Network Project Director at rhodes@equityinstem.org.

Presenter Information

When are my presenter materials due?

All presenter materials all due by 5:00pm PT on Monday, May 2, 2022.

How do I submit my presenter materials?

The primary presenter will receive an email with details on how to submit the presentation materials. Sometimes this email is sent to the Spam folder, so please check there if you have not received an email before the submission deadline.

Important File Naming Convention:
Please use the following name convention for your files:

  • Use all lowercase letters
  • Use hyphens (-) instead of spaces
  • Begin with a session code (this is listed in the email you received)
  • Use the first five words of your session title as your file name

Example: If your presentation is happening in Concurrent Session 1, and the title is "Exploring Best Practices in DEI" your file would be named:
ccs1-exploring-best-practices-in-dei.pptx

What do I need to know about slides?

  • Use a 16:9 Aspect Ratio
  • Powerpoint or Keynote files ONLY (No PDF, Canva, Prezi, etc.)
  • Any special fonts MUST be included
  • Please avoid text-heavy slides or font sizes smaller than 20
  • Any audio and video must be embedded in your presentation
  • External links to the web  or live browsing is not supported

How long should my presentation be?

Presentation length varies depending on your session type. Details for each session are listed below:
  • Posters – the poster showcase will last 1 hour; please keep in mind that some presenters will be presenting on Wednesday, some on Thursday, and all will have a chance to present again on Friday
  • High 5 Talks – 5 minutes
  • Experience Reports and Early-Stage Innovations – 1 hour and 15 minutes
  • Symposia – 2 hours
  • Workshops – Varies

What dimension should my poster be?

The poster stands are 8 ft. wide and 4 ft. tall. Two posters must fit within that area; thus, posters should not be greater than 4ft wide and 4ft. tall (48 in. x 48 in.).

How can I make my poster or presentation more accessible?

WEPAN and the ARC Network are committed to making the Equity in STEM Community Convening as accessible as possible. We hope you as a presenter will find the resources below regarding accessibility helpful as you prepare your posters and presentations.

Please consider the following resources when designing and presenting a poster:
Please consider the following resources when designing and presenting a presentation and handouts:
Testimonials

Beneficial Aspects of the Convening

“Networking--one-on-one conversations and sharing details about our projects, challenges, and goals.”
“Opportunities to meet new people from other institutions as well as NSF.”
“The networking. Attendees were open and curious, and the ‘networking breaks’ provided ample time to mingle. The poster sessions and receptions were also great opportunities to network... and the concurrent sessions were small enough that they also allowed for networking!”
“Seeing what others are doing. Hearing challenges and successes at other institutions.”
Two women networking at the event.