- The Society’s rules permit members to appear on the program up to two times in any role. Chairing two sessions of any type, including “double” sessions, counts as having two roles.
- Members may present only one paper at the meeting. Papers are presented on panels and sometimes in special sessions.
- Roundtables do not include formal papers as a rule, and there are no titles listed in the program for roundtables (other than the presenter’s name and affiliation).
- All sessions are 90 minutes.
- Session types:
- Panels: Panels are organized by 1-2 chairs around a theme with 3-4 presenters with formal paper presentations of around 10-20 minutes. Co-presentations are possible, but chairs will give the same amount of presentation time to each one. Chairs introduce the speakers, keep time, and moderate the Q&A.
- Roundtables: Discussion-style roundtables are organized by 1-2 chairs around a theme with informal presentations (not formal papers) by 4-6 participants. Chairs introduce the speakers, ensure that all speakers speak, and moderate the Q&A. Chairs may ask the speakers to make brief remarks before the discussion, or come prepared to talk. Roundtables should not replicate panels.
- Poster Sessions: Posters sessions present research visually by individuals or groups. The poster format is determined by the session chair. Posters are situated in a room where attendees can attend and ask participants about their work.
- Special Sessions: Special sessions include innovative formats determined by session chair (e.g. book talks, single- or multi-day workshops, pre-formed sessions, etc.). Chairs are encouraged to discuss them with the Program Committee.
- Members may, in addition to presenting a paper, serve as a session chair, a respondent, a workshop facilitator, on a roundtable, , or workshop participant – as long as the total of roles is no more than two. No individual may submit proposals to more than two sessions. When you submit your abstract, you must indicate in each submission that you are applying to two sessions (you will need to submit 2 different online forms).
- Since you can only present one paper , you must notify both panel chairs if you are submitting two proposals for papers, whether or not the proposals concern the same topic. You can write a note on the submissions form.
- You must also notify both session chairs if you are proposing both a paper and a version at a roundtable or other session of the same material, since paper and session versions of the same presentation may not be given at the conference. You can write a note on the submissions form.
- You must also notify both session chairs by the designated date if you are withdrawing from a session, or if you have been accepted to both sessions, you must withdraw and notify the session that you have not chosen. You must contact the chair or update your submission.
- Chairs may not present a paper at sessions they chair.
- Chairs must consider all submissions in round 3, that come in before the deadline.
- All submissions must be submitted through the Annual Meeting portal.
- All participants must be members in good standing of ASECS or an ISECS affiliate society (i.e. membership dues are current) in order to appear on the program and present. ASECS’ membership runs from July 1 until June 30. You can check your membership status, join/renew, and learn about the many benefits of an ASECS membership includes: Membership page.
- All conference participants must pay membership dues and conference registration fees. Both payments can be made together once registration opens. They can also be made separately. More instructions on registration will follow.
- Conference participants must abide by ASECS Policy on Ethics and Professional Conduct and attempt to follow as closely as possible the Accessibility and Inclusion guidelines, found here.
- For more information, see “Annual Meeting Policies and Guidelines” on the Policies page.