Extension Guidelines

Organize an Extension Workshop!

We invite you to organize an SMS Conference Extension!  These one-day topical workshops take place in various cities that are within reasonable proximity of the SMS Annual Conference city. Extensions can be organized for days prior to or following the SMS Annual Conference. For your extension to be considered, please submit a one-page proposal detailing the potential conference organizers, theme, dates, and location to  Below please find detailed information that will help in creating your proposal.

Each Extension should have a few key people (2-3) in each location to serve as the organizer/organizing committee. The committee members will be responsible for the program content and the logistical arrangements of the Extension.

In coordination with the SMS Annual Conference organizers, each Extension organizing committee will create a theme and program that typically consists of discussions with invited panelists and other workshop elements. Please note, Extensions are not meant to have a Call for Proposals or a submission process.

We expect approximately 40-60 attendees per Extension. We assume the Extensions will be composed of 10-20 participants who also attend the SMS Annual Conference, plus 30-40 local scholars/participants, who would use these Extensions to interact with individuals from the SMS Annual Conference.

Each Extension should be planned to include coffee breaks and a group lunch; a group dinner is an option to be considered at the organizers’ discretion. The organizers should provide information and assistance for accommodation and travel. This information will be included on the SMS website, and participants will be responsible for making these arrangements on their own. The hosting institution is expected to provide meeting space and some administrative support as part of its sponsorship of the Extension. Additional sponsorship is welcome, but SMS is prepared to provide a portion of the registration fees on a reimbursement basis to offset food & beverage expenses for coffee breaks, the group lunch, and other expenses incurred during the Extension.

Prior registration of all attendees through the Extension website will be required to allow planning. A registration fee of US $105 per participant will be charged per Extension day to cover local and overhead expenses and to ensure commitment. To deter late registrations, the fee increases to US $135 for registration 3 weeks prior to the event. SMS members receive a $20 reduction for their registration.

The Extensions will be featured on the SMS Annual Conference website with information on program content and logistics as made available by the organizing committees. Additional local announcements and marketing of these events are welcomed. We ask that each organizing committee inform the SMS of any marketing plans they have for the Extension. The SMS will provide assistance as well as the proper SMS logos for marketing collateral. Marketing materials carrying the SMS logo and name should be made available to the SMS Executive Office for review prior to the information being made public.


6-8 months prior to event

  • Establish location of Extension
  • Create Extension theme & brief description of program for SMS Extensions webpage
  • Confirm organizer/organizing committee
  • Begin inviting & confirming panelists

3 months prior to event

  • Confirm Extension panelists & speakers
  • Send biographies (100-150 words) and pictures for panelists & organizers for SMS Extensions webpage
  • Send additional details about city location for SMS Extensions webpage such as hotel options, transportation information, etc.
  • Tentative schedule available for SMS Extensions webpage

1 month prior to event

  • Finalize Extension schedule of events
  • Make necessary updates to the SMS Extension website
  • Create and proof any marketing pieces for the Extensions