2025

Caregiver Support

As part of VSS’s ongoing commitment to inclusivity, we are pleased to announce the launch of a new initiative for VSS 2025 to help offset costs of childcare at the annual meeting. These funds will make it easier for members with children to attend a wider range of meeting events.

Value: Up to $500 per family. In the event that the number of requests exceeds the funding available, preference will be given to applicants in the early stages of their careers.

Number: Up to 20 awards.

Use of Funds

Recipients can use funds to support childcare in the form that best serves the family. Note that due to logistical constraints, VSS will not be offering an in-house childcare program. Recipients will be responsible for organizing their own childcare solutions. The VSS Discord server, dedicated to VSS participants, provides an avenue for attendees to engage with one another, fostering connections and facilitating the coordination and sharing of services like childcare.

Eligible expenses for the budget can include:

  • Third party dependent care services for the duration of the conference.
  • Travel costs for the designated caregiver.
  • Per diem of up to $50/day for the designated caregiver.

Recommended Childcare Services

The TradeWinds recommends both Jovie.com and Care.com for parents looking to hire babysitters or nannies during the VSS meeting.

How to Apply

Applications can be submitted here.

The deadline for applications is March 4, 2025. Awardees will be notified by email by March 18, 2025. 

Receipt of Funds

Recipients should come to the registration desk accompanied by the child(ren) to receive the subsidy on the final day of the conference (or last day of attendance).

Schedule

Applications Open: February 11, 2025
Applications Close: March 4, 2025
Announcement of Awards: March 18, 2025

Hotel Waitlist Form

2025 VSS Hotel Waitlist

  • VSS room blocks at the TradeWinds Resort and at the RumFish Beach Resort are currently sold out. Please submit this form to add your name to a waitlist.

  • Contact Information

  • MM slash DD slash YYYY
  • MM slash DD slash YYYY

2025 Sponsorship Opportunities

We are pleased to invite you to sponsor the VSS 2025 meeting! VSS will hold an in-person meeting on May 16-20, at the beautiful TradeWinds Island Resorts in St. Pete Beach, Florida.

This year marks the tenth year we have held our meeting at the Tradewinds. The City of St. Pete Beach is a barrier island community located just off the mainland of St. Petersburg, just south of Treasure Island, and 20 miles from Clearwater Beach. With miles of pristine, white sandy beaches, year-round sunshine, an abundance of recreational opportunities, restaurants, and shopping, St. Pete Beach is among the most enjoyable places to live and vacation in the world. A short 15 minute drive away, the city of St. Petersburg boasts world-class museums, including the Salvador Dali Museum.

The Vision Sciences Society is committed to progress in understanding vision and its relation to cognition, action and the brain. Our primary goal is to host a yearly meeting where both new and established investigators can present and discuss their work in a relaxed informal setting. Our interdisciplinary nature is reflected by the program committee and review board.

Between 1,500 and 2,000 international researchers will participate in this year’s VSS Annual Meeting. VSS members represent all fields related to vision science.

Sponsorship Types

There are two types of VSS sponsorship: Meeting Sponsorship and Corporate Membership. The levels for each are described below.

Meeting Sponsorship Tiers

Corporate Membership Levels

Level 2 Membership, $20,000

  • All benefits of Gold Sponsorship (if desired)
  • Up to 8 employee memberships
  • Registration to VSS for those 8 employees
  • 2 job ads directed to membership per year
  • Guaranteed participation in ‘Connect with Industry’ event
  • Option to present at ‘Demo Night’
  • Opportunity to host satellite event at annual meeting (additional fees)

Level 1 Membership, $25,000

  • All benefits of Gold Sponsorship (if desired)
  • Up to 10 employee memberships
  • Registration to VSS for those 10 employees
  • 3 job ads directed to membership mailing list per year
  • Guaranteed participation in ‘Connect with Industry’ event
  • Option to present at ‘Demo Night’
  • Opportunity to host satellite event at annual meeting (additional fees)

Exhibit Booths at VSS

To exhibit at VSS, you must purchase a Meeting Sponsorship or Corporate Membership.

Sponsorship/Membership applications must be received by February 20, 2025 to receive published pricing. The last day applications will be considered is April 7 (although exhibit space may sell out before that date and space is not guaranteed).

Exhibit booths are located in the Pavilion at the TradeWinds Island Resorts, adjacent to the posters, allowing for maximum visibility to VSS participants. Exhibit space is one 8’ deep by 10’ wide booth, and includes curtain side rails and backdrop, 6’ x 30’’ skirted table, two chairs, and identification sign.

Exhibit space is assigned on a first-come, first-served basis. (Silver and Gold sponsors will receive first choice/premium spaces.) Please read our Exhibitor Agreement for hotel policies, set-up and tear-down instructions, insurance requirements, and other guidelines.

Exhibit Hours

Friday, May 16 
Exhibits load-in and set upTBD
Saturday, May 17 
Exhibits load-in and set up7:00 – 9:00 am
Exhibits open8:00 am – 5:30 pm
Morning poster session8:30 am – 12:30 pm
Afternoon poster session2:45 – 6:45 pm*
Sunday, May 18 
Exhibits open8:00 – 5:30 pm
Morning poster session8:30 – 12:30 pm
Afternoon poster session2:45 – 6:45 pm*
Monday, May 19 
Exhibits open8:00 am – 12:30 pm
Morning Poster Session8:30 am – 12:30 pm
Tuesday, May 20 
Exhibits open8:00 am – 5:30 pm
Morning poster session8:30 am – 12:30 pm
Afternoon poster session2:45 – 6:45 pm
Exhibitor Tear-down5:30 – 8:30 pm

*Exhibit area will be stanchioned off at 5:30 pm and linens will be offered to cover exhibit tables.

Important Dates

February 20, 2025Deadline to submit early sponsorship applications, and receive published pricing
March 3, 2025Deadline to submit logo and company description for VSS website
April 2, 2025Deadline to submit ads for the program 
April 7, 2025Deadline to submit late sponsorship applications
April 15, 2025Booth assignments complete

*Applications received after February 20 will incur an additional charge of $250 for late processing.

If you are interested in sponsoring VSS this year, please fill out the application below.

If you’d like to discuss other sponsorship ideas, we’d love to hear from you. Please contact our offices at . 

Thank you for partnering with us!

Meeting Registration

Registration Fees

Registration TypeEarly
December 16, 2024 –
February 28, 2025		Standard
March 1, 2025 –
April 24, 2025		Late
April 25, 2025 –
May 20, 2025
Undergraduate Student Member$160$160$250
Research Assistant/Post-Baccalaureate$195$245$290
Graduate Student Member$195$245$290
Postdoctoral Member$285$345$410
Regular Member$425$500$565
Emeritus$195$245$290
Undergraduate Student Non-Member$295$335$370
Graduate Student Non-Member$355$420$485
Postdoctoral Non-Member$505$580$670
Regular Non-Member$785$885$975

Your meeting registration fee covers access to all educational sessions and networking events, along with continental breakfast, additional coffee breaks and afternoon snacks. It also includes the Opening Night Reception, Demo Night exhibits, Club Vision, Chill Vision and opportunities to attend satellite events.

Reduced Registration Policy

The Vision Sciences Society is committed to assist with costs of registration for researchers from countries with limited access to research support. As a policy, the Vision Sciences Society uses published data from the World Bank and from the Organization of Economic Co-operation and Development (OECD) on countries’ Gross Domestic Expenditure in Research and Development to determine whether researchers qualify for reduced registration. Please contact the VSS administrator, Shauney Wilson, if you would like to request reduced registration on this basis.

Registration Refund Policy

Registration fees are refundable through April 1, 2025, minus a $50 handling fee. Registration fees are not refundable after April 1, 2025.

To request a registration refund, email us at .

To Register

To register to attend VSS 2025, Log in to your MyVSS Account or Create a New MyVSS Account.

Venue Search FAQ

Update (January 2025): VSS 2027 will be held in Seattle, WA!

VSS 2025: May 16-20, St. Pete Beach, FL

VSS 2026: May 15-19, St. Pete Beach, FL

VSS 2027: May 21-25, Seattle, WA

VSS 2028 and beyond: to be determined

Why did VSS initially decide to look at alternative sites to the Tradewinds in Florida?

Due to requests from a significant proportion of our members, who expressed concerns about safety due to recent changes in Florida laws regarding education, abortion rights, race and gender expression.

What years are we considering holding VSS ‘off-site’ from the TradeWinds”?

Due to existing contractual constraints with the TradeWinds, the first potential off-site year for the conference will be 2027. If successful, we may adopt an alternating model (2027, 2029, 2031, and so on).

Is the decision to alternate sites permanent?

No, the decision is not permanent. We are exploring alternatives for 2027, 2028 and beyond, but location decisions will depend on availability of sites and feedback from the VSS community. If a strong preference emerges for staying at the TradeWinds permanently or leaving it entirely, we will reassess.

What are the main constraints for choosing a venue?

The primary constraints, in no particular order, are:

  • Environmental and Transportation Costs: Venues must be in close proximity to a major airport with direct national and international flights.
  • Conference Expenses: These include hotel room costs, food and beverage minimums, and meeting space fees.
  • Safety: This includes both crime statistics, and the political climate, specifically regarding inclusiveness and attendee safety.
  • Weather: While VSS meets outside the main hurricane season, we must consider the potential impact of hurricanes on venue availability. For example, the TradeWinds was seriously damaged following two hurricanes in Fall 2024.
  • Conference Size: With approximately 2,000 attendees, our conference size presents a unique challenge. Our group is too large for many hotels with meeting spaces to host comfortably. It is also too small for many convention centers, which may result in excessive costs or underutilized space. The venue must strike the right balance while providing a warmth and “personality” that aligns with VSS’s character (casual & friendly). As such, we are most likely looking at a hotel equipped with conference facilities that can accommodate our group size and needs, efficiently and cost-effectively.

What is the VSS Board doing to find an alternate venue?

After the 2024 meeting, the VSS Board formed a sub-committee to evaluate options. This sub-committee is working closely with Shauney Wilson (VSS Executive Director) to investigate sites and negotiate with potential host cities and hotels. 

When will we have a clear idea about viable options?

The VSS sub-committee has thoroughly investigated over 40 potential locations and has narrowed the list to several finalists. Site visits to several locations took place in Winter 2024. We have signed a contract to host VSS 2027 in Seattle, WA. Contracts for 2028 and beyond are under investigation.  

What alternative locations to the TradeWinds are currently being considered?

The current short list includes sites in Denver, Seattle, and Boston. Each of these cities was chosen based on a comprehensive evaluation of the key factors listed above (accessibility, cost, safety, inclusiveness, venue suitability, etc.).

What locations are ruled out, and why?

As mentioned earlier, over 40 potential locations have been evaluated. Below are the primary reasons for excluding some of the most notable options.

Puerto Rico

  • Initial Appeal: Puerto Rico was initially considered due to its tropical setting, unique cultural offerings, and the potential for an affordable venue.
  • Reasons for Exclusion: Concerns about inclusiveness were raised, and the Island’s infrastructure hasn’t fully recovered from the hurricanes of 2017. 

Europe 

  • Initial Appeal: Europe has numerous advantages, including excellent infrastructure, attractive venues, and ease of travel.
  • Reasons for Exclusion: The Board is worried that a Spring meeting in Europe could negatively impact attendance for ECVP, typically held in August. This worry was shared by some European members of VSS (note that, ECVP not being linked with a society, it could not be formally consulted).

Canada

  • Initial Appeal: Canada offers proximity to the U.S., a politically inclusive environment, and world-class venues in cities like Toronto, Montreal, and Vancouver.
  • Reasons for Exclusion: Despite serious consideration, these cities were ultimately ruled out due to high costs, limited availability of suitable venues, and visa challenges for international students studying in the U.S., as well as other international attendees.

Virginia Beach

  • Initial Appeal: Virginia Beach was considered as a potential ‘beachy’ alternative to the TradeWinds, with the added benefit of inclusiveness.
  • Reasons for Exclusion: Lack of accessibility to a major international airport combined with susceptibility to hurricanes presented too great a risk for long-term planning.

California

  • Initial Appeal: California offers international airport hubs, good weather, and a range of cultural opportunities for attendees.  
  • Reasons for Exclusion: All quotes received from attractive California locations (Los Angeles, San Diego, and San Fransisco) far exceeded our budget. Also, travel distance posed a challenge for a large proportion of VSS attendees, particularly those traveling from Europe or the Middle East. 

How will the venue change impact registration rates and other meeting costs?

Our current research suggests that any alternative to the TradeWinds will likely result in increased hotel and food costs for both VSS and attendees. These increases could be offset by lower travel costs for some attendees. It is also worth noting that costs at the TradeWinds are expected to rise at rates exceeding inflation over the next several years.

Satellite and Social Events

Planning a Satellite or Social Event for VSS 2025

VSS welcomes members to submit proposals for both satellite and social events to be held at VSS 2025.

A VSS satellite or social event is an event originated by VSS members or conference attendees that require venue facilities, publicity in VSS media, or coordination with VSS staff.

Examples of satellites include special interest groups, user groups, committee meetings, workshops, tutorials, or scientific meetings. Social events are gatherings of any of the VSS communities that are predominantly social in nature. Examples include Visibility, Canadian Social, etc.

Satellite and social events can be open to all attendees or be invitation only, but they may not overlap with any official VSS event. Time slots for satellites are listed below. Please note that your preferred slot may not necessarily be available. Scheduling is at the discretion of the VSS Board of Directors.

DayTime Slots Available
Saturday12:30 – 2:30 pm
Sunday 12:30 – 2:30 pm, 7:30 – 10:00 pm
Monday2:00 – 5:30 pm
Tuesday12:30 – 2:30 pm, 7:30 – 10:00 pm
Wednesday Before noon

All satellites and social events must be approved by VSS. An application form must be completed and submitted by January 10, 2025.

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

Organizer Responsibilities

Organizers must:

  • 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.

Schedule

Applications Accepted: November 22, 2024
Applications Deadline: January 10, 2025
Please use our online Satellite Event Request Form to submit the details of your satellite event.

Satellite Event applications are closed

Government Room Rate Request Form

2025 VSS Government Room Reservation Request

  • Government rate rooms are available at the RumFish to VSS attendees. The number of government rate rooms is limited, and they will be filled on a first-come, first-served basis. Only one reservation per individual name.

  • Note: To obtain the government rate, you must present your government ID upon check-in.

  • Contact Information

  • MM slash DD slash YYYY
  • MM slash DD slash YYYY

Untitled

2025 VSS Government Room Reservation Request

  • Government rate rooms are available at the RumFish to VSS attendees. The number of government rate rooms is limited, and they will be filled on a first-come, first-served basis. Only one reservation per individual name.

  • Note: To obtain the government rate, you must present your government ID upon check-in.

  • Contact Information

  • MM slash DD slash YYYY
  • MM slash DD slash YYYY

Vision Sciences Society