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Submissions Explained

ASECS 2025

Submission and Rounds explanations

Round 1

Round 1, Guaranteed sessions by caucuses and affiliate societies.
  • Accepted proposal formats:
    • Panels
    • Roundtables
    • Poster Sessions
    • Special Sessions – innovative formats determined by session chair
Proposal Requirements

Session title
Session format (if an innovative format)
250-word description
Up to 5 keywords
Name of a chair or co-chairs (up to 2). A discussant may be added optionally.

There will be a virtual informational session for Caucus and Affiliate Societies Thursday, May 24, 2024, 8amPT/9amMT/10amCT/11amET. Registration is required. Bring questions, ideas, or just stop by to say hi!

Individuals will be able to apply to these sessions in Round 3.

The Program Committee may request minor edits for clarification or style.

ROUND 2

Click here to watch a demonstration video for submitting a proposal to the submissions system (4 min.)

Round 2, General call for session proposals.
  • Submissions Form
  • Anyone may submit a proposal for a session topic for this round.
  • Please check the List of Guaranteed Regional/Affiliate Society and Caucus Sessions on the submissions form site so that you are not duplicating topics from Round 1. 

Accepted proposal formats:

  • Panels
  • Roundtables
  • Poster Sessions
  • Special Sessions – innovative formats determined by session chair (e.g. book talks, workshops – single- or multi-day, pre-formed sessions, etc.). Feel free to reach out to the Program Committee if you would like to suggest a format!)
Proposal requirements:
  • Session title
  • Session format (if an innovative format)
  • 150-250 – word description
  • Up to 5 keywords
  • Name of a chair or co-chairs (up to 2).
  • A discussant may be added optionally..

Be sure to review the Round 1 list of Guaranteed Regional/Affiliate Society and Caucus Sessions (posted at the beginning of Round 2) to avoid duplicating topics from Round 1.

Round 3

Click here to watch a demonstration video for submitting a proposal to the submissions system (8 min.)

Round 3, Open call for individual submissions to all open sessions.

This round is the largest. Individuals may apply to any session from the list of sessions (except for project sessions). The chair(s) of each session will later review all submissions and decide upon the participants.

Membership Rules

You do not need to be an ASECS member to submit a proposal, but if accepted, you must be an active (dues current) member of ASECS or one of ISECS’s affiliate societies.

Submission Information
  • See “Submission Guidelines” for detailed information.
  • Submission instructions may vary for different sessions, but they generally call for a 250-word description of the proposed contribution.
  • At the time of submission, individuals may indicate whether they would like to be considered in Round 4 in the case that cannot be accommodated on a session (for reasons of fit or number of submissions to a session).
  • Submission and presentation rules:
    • Individuals may apply for up to 2 sessions.
    • Anyone applying to more than one panel must inform both chairs that they have done so.
    • No one may appear on the program more than twice, with the exception of ASECS sponsored sessions.
    • No one may present on more than one panel, with the exception of ASECS sponsored sessions.

September 29, 2024

  • Deadline for accepted individuals to inform chairs of their participation in sessions.
  • Accommodations: Anyone accepted to a session who requires accommodations of any kind should submit that request via the online form included in acceptance emails or contact the Executive Director confidentially. See the Accessibility and Inclusion page for more information.
  • Anyone accepted to a session who needs a letter of invitation for visa, passport, or funding purposes should submit that request via the online form included in acceptance emails.

Round 4

Round 4, Open call for individual submissions

  • “Rehoming”: Based on last year’s success with “rehoming” individual abstracts that were not accepted in Round 3, and placing them in other open or newly formed sessions last year, we will formalize that process this year.
  • New individual submissions: Individuals may also submit new abstracts.
  • Where possible and depending on space, the Program Committee will place these abstracts in sessions in need of presenters (after consulting with the chair[s]) and/or create new sessions from abstracts on similar topics.
  • We will post a volunteer list for chairs during and this round as necessary.

Acceptances

  • Acceptances of Individual Abstracts and session placement sent out.
  • Anyone accepted to a session who requires accommodations of any kind should submit that request via the online form included in acceptance emails or contact the Executive Director confidentially.
  • Anyone accepted in this round for a session who needs a letter of invitation for funding or other purposes should submit that request via the online form included in acceptance emails.

Preliminary program and schedule posted online.

December 15, 2024

Deadline to submit editing requests or schedule changes to program.

Week of January 1, 2025

Final program posted online.

  • Deadline to join or renew membership in ASECS or an ISECS affiliated society in order to appear on the program. Join/renew ASECS here: ASECS Membership, or you may present proof of ISECS-affiliated membership.

2025 ANNUAL MEETING
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