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2025 ADVANCE Equity in STEM
Community Convening

June 1-4, 2025 | Sheraton Puerto Rico Resort & Casino | San Juan, PR
Overview

About the Community Convening

2025 Draft AgendaCall for Proposals

Since 2019, the NSF-funded ADVANCE Equity in STEM Community Convening has served as the convening for NSF ADVANCE grantees in a format that facilitates engagement with change agents within and beyond the NSF ADVANCE community. The ADVANCE EiSCC brings together a variety of change makers from higher education, professional societies, industry, government, and non-profits in an engaged exchange of knowledge, resources, and support to drive systemic change in STEM.

Attendees have an opportunity to share new research findings and exchange resources; brainstorm strategies; collaborate in novel ways; learn about avenues for funding; and demonstrate effective programs and interventions for greater collective impact.

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

2024 Convening Survey

  • Over 200 speakers, 350 attendees, and more than 70 sessions!
  • Attendees said:
  • participating in the 2023 EiSCC was valuable (97%)
  • the 2023 ADVANCE EiSCC expanded their professional networks (95%)
  • the ADVANCE EiSCC provided them with new strategies for increasing intersectional STEM equity work in their programs or institutions (90%)
Registration

Join Us in San Juan, PR for the
2025 ADVANCE Equity in STEM Community Convening

By registering for this event, you agree to our terms and conditions.

Our
Sponsors

Resources

Access the Community Convening Resources the the ARC Network Resource Library.

Health and Safety Protocol

As part of our commitment to diversity, equity, and inclusion in STEM, the ARC Network and WEPAN are dedicated to making all community spaces, meetings and events productive and enjoyable for everyone, regardless of identity — including sex; gender, gender identity, and expression; sexual orientation; (dis)ability; health conditions; marital, domestic, or parental status; physical appearance; body size; race; ethnicity; color; nationality; religion; age; and more. All participants in ARC Network events, along with registration for any meetings or events must abide by this health and safety policy. While there are some areas of this policy that detail unacceptable and prohibited behavior, the overall goal is to create guidelines that are more than a set of inflexible rules. Instead, we hope that they will help us all move toward our vision of co-creating safe(r), respectful, equitable, and inclusive spaces that honor the worth and dignity of all participants.

COVID-19

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 well-being, we would like to share the precautions we expect all participants to take at the convening to protect against COVID-19 and other communicable diseases. All employees, contractors, and participants must agree to abide by the following COVID-19 policies as well as recommendations made from the city of San Juan and the Sheraton Puerto Rico Resort and Casino.

  • All employees, contractors, and participants must not be experiencing or exhibiting any COVID-19 or respiratory-related symptoms as outlined by the CDC or any other state or local agency governing their travel.
  • Masking is optional and strongly recommended when not consuming food and beverages, particularly when in crowded and enclosed spaces.
  • COVID-19 testing prior to attendance is recommended, along with frequent hand washing and hygiene during the event.

Those who do not uphold these guidelines and safety measures may be removed from the convening or asked to leave the property.

By registering for this event, you agree to our terms and conditions.
An interior view of the Marriott Marquis hotel.
Sheraton Puerto Rico Resort & Casino
200 Convention Boulevard,
San Juan,  Puerto Rico, 00907
787-993-3500
Travel & Housing Information

Sheraton Puerto Rico Resort & Casino

Check-in: 4:00pm | Check-out: 11:00am
Guest room WiFi: Wifi is available for all guests. High speed internet is complimentary for all Marriott Bonvoy Members. Free wireless high speed internet access in public areas.
Airport Shuttle Service: No
Self-Parking: On-site: $20 daily, valet: $28 daily

Make a Reservation

Luis Munoz Marin International Airport (SJU)
Distance from hotel: 7 miles
Ground transportation: Uber, Lyft
Isla Grande Airport (SIG)
Distance from hotel: 1 mile
Ground transportation: Uber, Lyft

On-Site Amenities

  • Complimentary 24-hour fitness facility
  • Express check-out
  • Cash machine (ATM)
  • Laundry/valet service
  • Safe deposit boxes
  • Spa services
  • Beach nearby
  • Vending and ice machines
  • Air conditioned facilities
  • 100% non-smoking rooms and facilities
  • Multilingual staff
  • Bellmen/porters
  • 24-Hour business center
  • 24-Hour front desk
  • Concierge desk
  • Sun deck
  • Outdoor pool
  • Accessible business center
  • Braille elevators
  • Ramp access to buildings
  • Disability accessible facilities
  • Wheelchair access

If you have additional questions about the hotel's accessibility features or a request related to a disability, please contact the hotel directly and select the option to reach the front desk.

About

Room Reservations

The Community Convening will be held at the Sheraton Puerto Rico Resort & Casino
San Juan, Puerto Rico

Make a Reservation

Group Rate

$324-329 + tax and resort fee. All reservations must be secured with a credit card valid through the month of departure (June 2025).

Cut-off Date

The group rate will be offered until Thursday, May 1, 2025.

Making Reservations

For your convenience, you can make reservations online using this secure link.

Through this website you can book, modify, or cancel your reservations and receive updated information about the event.

Cancellations

Guests may cancel up to 72 hours prior to arrival without any penalties.

Questions

Contact Sharika Kellogg at support@wepan.org 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 FAQsPresenter FAQsRegistration FAQsMobile Event App FAQsCode of ConductTerms & Conditions

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

The conference will be held in-person on Sunday, June 2, 2024-Wednesday, June 5, 2024 at the Hilton Baltimore Inner Harbor in Baltimore, Maryland.

Is the ADVANCE EiSCC for me?

As the ADVANCE EiSCC encompasses the annual ADVANCE PI meeting, all past, current, and prospective ADVANCE grantees are invited to attend. Regardless of your ADVANCE status, if you are interested in driving systemic change in STEM, the ADVANCE EiSCC is for you. Attendees come from higher education, professional societies, industry, government, and non-profit organizations.

What will the convening consist of?

The four day community convening will consist of poster sessions, high 5 talks, concurrent sessions, symposia, pre-conference workshops, receptions, and social events.

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

Historically, between 250 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 ADVANCE 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.

Presenter FAQs

Please review the Presenter Frequently Asked Questions page.

Can I play a video during my presentation?

Unfortunately, we are unable to support streaming or pre-recorded video at the convening. We recommend including QR codes for any video links in your presentation.

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.

Can I register without being an ADVANCE grantee?

Yes! You’re welcome and encouraged to join us!

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, convening meals, and more! See the meeting agenda or program book for more information.

What offers or discounts are available?

We have an early-bird registration rate available through February 7, 2024. There are also discounts available for ARC Network and WEPAN members.

What is the cancellation and refund policy?

We hope 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, 2024, will receive a 100% refund.
  • Cancellation requests received between May 2, 2024 – June 2, 2024, will receive a full credit that can be applied towards a future convening.
  • If you do not submit your cancellation by June 2, 2024, and do not attend, no refund or credit will be granted.

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

Yes, once a proposal is accepted, all presenters will need to register for the convening in order to present.

Mobile Event App

Is there an event app for the convening?

We want to ensure our attendees experience the best convening possible. That’s why we’re using Webex (formerly known as Socio), an accessible 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 use the WEPAN Events app. The app can be downloaded from the Apple App Store or Google Play or accessed via your browser. You will need to use the same email address used for registration and create a password you can remember. Then select the 2024 ADVANCE Equity in STEM Community Convening event, and you’re in!

When will convening materials be available in the event app?

We will be adding and updating information, such as presenter materials, agenda, etc. to the app as we get closer to the convening. We thank you for your patience.

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

Please contact us at arc@equityinstem.org
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.
Registration

Save-the-Date

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

Stay informed by entering your name and email below!

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