Satellite & Social Events

VSS welcomes proposals for satellite and social events at the 2027 Annual Meeting! These events offer a great opportunity to bring colleagues together, share ideas, foster collaboration, and connect with others in the vision science community.

About Satellite & Social Events

A satellite or social event is an event organized by VSS members or conference attendees that requires venue facilities, publicity through VSS media, or coordination with VSS staff.

Examples of satellite events include special interest groups, user groups, committee meetings, workshops, tutorials, and scientific meetings. Social events are gatherings of VSS communities that are primarily social in nature, such as the Visibility Social and Canadian Social.

Events may be open to all attendees or invitation-only but may not overlap with any official VSS event.

Available Time Slots

The following time slots are available for satellite and social events. Please note that submitting a preferred time slot does not guarantee availability. Final scheduling is at the discretion of the VSS Board of Directors.

Day	Time Slots Available
Saturday	12:30 - 2:30 pm
Sunday	12:30 - 2:30 pm, 7:30 - 10:00 pm
Monday	2:00 - 5:30 pm
Tuesday	12:30 - 2:30 pm, 7:30 - 10:00 pm

 

All satellites and social events must be approved by VSS. An application form must be completed and submitted by January 7, 2027.

Approved satellite and social events will be scheduled in January and organizers of accepted events will be notified thereafter. Listing of Satellite and Social Events in VSS media is at the discretion of VSS.

Satellite and Social Event Fees

Social Events

• VSS members: $300
• Commercial partners: $500

Satellite Events

• VSS members not charging a satellite registration fee: $300
• VSS members charging a satellite registration fee: $500
• Commercial partners: $1,000

Organizers are responsible for the costs of food and A/V. VSS staff are solely responsible for coordinating and arranging the food, A/V, room assignment, and promotion in VSS media (program, website, and signage). Please check with VSS if you have any questions. Any changes to the arrangements or late special requests may incur additional fees.

Organizer Requirements

• Organizers must be members of VSS and registered for the meeting.
• Commercial companies interested in organizing a Satellite or Social Event must be a VSS 2027 sponsor. VSS welcomes sponsors. For information about sponsorship opportunities, contact .

Organizer Responsibilities

Organizers are responsible for the following:

• Work directly with the VSS Executive Director (Shauney Wilson) and designated staff regarding all event logistics.
• State clearly in all communications about the event, including written materials and emails, that the Satellite or Social Event is neither sponsored nor endorsed by VSS.
• Announce at the beginning of the event that the event is not sponsored or endorsed by VSS.
• Assume full financial responsibility for food/beverage services and equipment ordered (including setup and tear down labor, room rental, and reset fees, if applicable). A deposit to VSS may be required at least one week prior to the event.
• Obtain additional liability insurance and/or permits (if necessary).
• Order miscellaneous items, except those requested on the standard form (i.e., audiovisual, staging, etc.), from VSS vendors, unless given written permission by the VSS Executive Director.
• Use services only from VSS’s official vendors, unless given written permission by the VSS Executive Director.
• Remove all signage and meeting materials (e.g., handouts) from assigned rooms at the event's conclusion and agree to pay any cleaning fee resulting from use of the space.
• Adhere to the VSS Code of Conduct as established by the VSS Board of Directors.

Prohibited Actions

• Demonstrations, displays, and/or marketing or distribution of commercial products is not permitted during Satellite and Social Events. Event speakers may refer to a product as a reference tool during presentations.
• Promotional literature advertising the Satellite or Social Event may not be distributed as door drops in hotels, unless given written permission by the VSS Executive Director. Event organizers may not conduct drawings or award gifts to meeting attendees, unless given written permission by the VSS Executive Director.
• Organizers cannot use the VSS acronym in website URLs, unless given written permission by the VSS Executive Director.
• No recording without permission.

Important Dates

Applications Open: November 19, 2026
Applications Deadline: January 7, 2027

Submit Your Proposal

Ready to organize an event at VSS 2027? Complete the online application form by January 7, 2027.