2018 Annual Meeting


Combined Annual Meeting of The Lepidopterists’ Society and Societas Europaea Lepidopterologica

The 67th Annual Meeting of The Lepidopterists' Society will take place July 11-15, 2018 as a combined meeting with Societas Europaea lepidopterologica (SEL) at Carleton University in Ottawa, Canada. The 2018 Annual Meeting will follow the Third North American Microlepidopterists' Meeting, to be held on July 10, 2018. This page provides details about both meetings. To register for one or both meetings, or to submit an abstract for a presentation or poster at either meeting, please use the following links:

REGISTER: Click here to register for the 2018 Annual Meeting.

ABSTRACTS: Click here to submit the title/abstract of your talk/poster for the 2018 Annual Meeting or the Microlepidopterists' Meeting.

NOTE: All prices are listed in CAN$ and US$ (unless specifically stated). As of February, 2018, each Canadian dollar (CAN$) is worth approximately 0.8 USD, or 0.65 Euros.


1. Registration

Meeting registration opens on February 15, 2018. Use the link above to register for the meeting. There are several registration options and deadlines which are outlined below.

Attendee registration (Regular or Student) includes registration materials, participation in the full program, welcome reception, 3 lunch tickets, BBQ event, Banquet, and conference T-shirt! You can add accompanying persons (for instance, your spouse) so that they can attend the two main social events. Accompanying person fees are $100 CAN / $80 US and cover ONLY the BBQ event and Banquet. Please note that the prices listed here apply to members of The Lepidopterists' Society or Societas Europaea Lepidopterologica. If you are not a member, please add $50 US or simply join one of the societies!

Dates and prices for registration are as follows:

Early registration (February 15 - April 15):
Regular member ($250 CAN / $200 US); Student member ($200 CAN / $160 US)

Regular registration (April 16 - May 30):
Regular members ($300 CAN / $240 US); Student members ($250 CAN / $200 US)

Late registration (June 1 and after):
$400 CAN / $320 US (all members)

This same form is used to register for the Third North American Microlepidopterists' Meeting, which is held one day in advance of the Lepidopterists' Society Meeting and is FREE. You can register separately if you do not plan to attend the LepSoc meeting, or you can select the option to attend the Microleps meeting as part of your LepSoc registration.


2. Accommodation

Arrangements have been made with Carleton University to use their student residence accommodations. For more information and view photos of the rooms, see: http://conferenceservices.carleton.ca/accommodations/individuals/.

Two types of rooms are available (traditional and suites); single room availability is limited. Note that rates are per night plus tax (+3% DMF and +13% HST):

Single Traditional (One person; one single bed which shares a washroom with the adjoining room):
$43.69 CAN (approx. $35 US)
- LIMITED AVAILABILITY

Double Traditional (Two persons; two single beds which share a washroom with the adjoining room):
$77.67 CAN (approx. $62 US)

Double Suite (Two persons; includes a private washroom and unstocked kitchenette):
$116.50 CAN (approx. $93 US)

Public television lounges are available on each floor for guest use. Free wireless internet is available. Buffet style meals are available for purchase in the caf, located on the 3rd floor of Residence Commons (steps away from the residence accommodation buildings). Check-in is any time after 3:00pm and check-out is by 11:00am. Guests must be 18 years of age or older to check-in.

Reservations: To secure a reservation for the conference prior to May 9, please call (613) 520-2600 x 1487. From May 9 onwards, please call the Residence Reception Desk at (613) 520-5609. You may also contact the team by emailing summer.reservations@carleton.ca. However, please note that you must provide credit card information by phone to secure the reservation. Payment will be processed at the time of booking. This information can only be delivered through the telephone for security purposes.

Carleton campus map: https://carleton.ca/campus/map.


3. Other Accommodation Options

Various hotel options are available in downtown Ottawa, accessible by public transportation (http://bit.ly/2EwRget). You may also try Air B&B (http://www.airbnb.ca).

As an alternative, you may consider Residence Inn Ottawa Airport (1172 Walkley Road, Ottawa K1V 2P7). The hotel is within a 10 minute drive from Carleton University campus. The discounted rate for the standard studio room with one king bed and pull out couch is CAN $169/night (regular: CAN $189/night) plus taxes. Each room is equipped with kitchen including full size fridge, 2 burner cooktop, dishwasher, and microwave. Complimentary hot buffet breakfast, free parking, wifi, salt water pool, salt water hot tub, and fitness room are all included in this rate. There is also a complimentary airport shuttle which runs weekdays from 5 am-11 pm and weekdays from 6 am-11pm. To make reservations, visit www.residenceinnottawaairport.com or call 613-523-9600 with your credit card, and use the promotional code LEPIDOPTERISTS SOCIETY. Please note that there will be no daily shuttles from this hotel to Carleton University and vice versa.


4. Parking on Carleton University Campus

Carleton University has several parking lots - guest are allowed to park in P18 (see map). Parking permits can be purchased at the Residence Reception Desk upon arrival.

Carleton campus parking map: https://carleton.ca/parking/parking-map.


5. Meals during the Conference

Buffet lunches will be served in Residence Dining Hall in Residence Commons (CO). Three coupons (for July 12, 13, and 14) per participant will be provided with the registration package. Named the caf, the dining hall is open for lunch between 11:00 AM and 2:00 PM.


6. Conference Venues

Richcraft Hall (RB) (formerly known as River Building): The Main venue of the conference, within a 5-minute walk from Residence Commons (CO). The Welcome Reception (July 11th) and Banquet (July 14th) will also be held at Richcraft Hall. Note that this building is still identified as "River Building" on most campus maps and signs.

BBQ event: We will take buses from Carleton University to go to The Lone Star Ranch (4420 W Hunt Club Rd, Nepean, ON K2R 1E7), approximately a 20-minute drive from campus.

Carleton campus map: https://carleton.ca/campus/map.


7. Food and Drinks on and around Campus

Breakfast and buffet style meals are available for purchase in the caf, located on the 3rd floor of Residence Commons (CO). Subway and Tim Hortons on campus serve sandwiches and coffee. There are a couple of pubs and bars on Campus (Oliver's and Mike's), but your best bet is Bank Street (a 15-minute walk from campus), or downtown!


8. Ottawa Attractions

Parliament Hill, Byward Market, Sparks Street, Rideau Canal, and any of the multitude of National Museums and Galleries can keep anyone entertained. The National Gallery of Canada, Canadian Museum of Nature, Canadian Museum of History, and Canadian War Museum are major attractions. The Parliament Hill Sound and Light show in the evenings is spectacular. Several festivals will be happening during the conference, including Bluesfest (http://www.ottawabluesfest.ca) and Music and Beyond (https://musicandbeyond.ca).


9. Public Transportation

OC Transpo (Ottawa public transportation company) has a main terminal on Carleton campus. Bus fare is $3.50 CAN per ride per adult, with passes that are valid for 90-105 minutes (depending on time of day). The fare is payable in change on the bus. Day Passes are $10.50 CAN and can also be purchased on the bus. The O-train, a simple train track connecting southern Ottawa (Greenboro) to North (Bayview), also stops on Carleton Campus and uses the same fare. For routes and planning trips around the city, visit http://www.octranspo.com.


10. Visiting the Canadian National Collection

The Canadian National Collection (CNC) is located on the Central Experimental Farm, on the 3rd and 4th floors of the K.W. Neatby building (960 Carling avenue) within a ~30 minute walking distance from Carleton campus. Please note that CNC is not a public museum and arrangements need to be made ahead of time to enter the building. There will be organized tours of the collection during the conference. To visit the collection at any other time, please contact the organizers beforehand.


11. Field Trips and Collecting during the Conference

Collecting Lepidoptera is permitted on Carleton campus grounds and around the city of Ottawa; no permits are required unless you enter Provincial or National Parks (e.g. Gatineau Park across the river in Quebec). For those interested to go on collecting or mothing trips on their own, a guide (and map) to suitable areas around Ottawa will be provided with the registration materials. Organized field trips will be on Sunday July 15, to two or three pre-determined areas (to be announced later). Tours for collectors and those interested in photography will be separate.


12. Export Permits for Insects

Canada does not have any export requirements for preserved (dead) insect specimens unless they are endangered species. Although the meeting organizer, The Lepidopterists' Society, and the CNC assume no responsibility for collecting in conjunction with the meeting or exporting insects outside of Canada, we will provide a standard letter from the CNC to participants who need one, stating that they are not carrying any CITES or otherwise controlled species. Any import permits or requirements for entering other countries with preserved insect specimens are the responsibility of the collector.


13. Third North American Microlepidopterists' Meeting

The Third North American Microlepidopterists' Meeting will be held on July 10, 2018, in Salon A (main floor) of the K.W. Neatby building, Carling ave. The meeting is being held one day prior to the Combined Meeting of The Lepidopterists’ Society and SEL at Carleton University. The Microlepidopterists’ Meeting will include both oral and poster presentations and workshops led by invited microlepidopterists. There will be both morning and afternoon sessions, with plenty of time to interact with fellow microlepidopterists and a chance to browse the CNC collection as well. The meeting is FREE of charge, and the abstracts will be published as part of the main conference programme.  The meeting schedule will be announced after the registration. All interested persons are welcome to attend! If you would like to attend or present at the Microlepidopterists' Meeting, please use the registration forms at the top of this page.


14. Bryant Mather Travel Award

The Awards Committee is now accepting applications from Society Members for the 2018 Bryant Mather Award(s) for travel to the Lepidopterists' Society Annual Meeting in Ottawa. The award stipend will partially cover meeting-related expenses. Applicants are to be judged on need for the award (i.e., lack of sufficient resources to travel to the meeting without the award) and acceptance of their proposed presentations. Applicants can include any member wanting to attend and present at the meeting (the award is not limited to students). Please submit a brief (500 words maximum) application summarizing your need for the award, together with a detailed budget and proposed title of your presentation/poster to info@lepsoc.org by April 30, 2018. Winners will be selected by the Awards Committee and notified by May 15, 2018. Recipients will be reimbursed by the Treasurer after the meeting.

15. Pre-Conference Excursion to Northern Quebec

One of our local members, Maxim Larrivée, has offered to host a 7-day excursion to Northern Quebec prior to the meeting, leaving from Ottawa on July 3 and returning on July 9th. Driving up to Radisson over 3-4 days with several short stops (weather permitting) along the way to Matagami on Day 1. Next day, drive to Waskaganish, Stay at their lodge 1-2 days. One day in Eastmain on the coast of James Bay, then spend 3 days in Radisson, Longue Pointe and Chisasibi, and drive back on day 6-7 with a stop over in Matagami the night before finishing the drive back to Ottawa. Approximate cost: $1,000 CAN ($800 US) per participant, all expenses considered. For more information, signing up and arrangements please contact Maxim Larrivée directly (maximlarrivee@gmail.com).