Info for convenors & authors

Panel formats at AAS2018

  1. Panels: panels as per usual, structured in the traditional manner of containing five papers per session.
  2. Combined format: panels structured in the traditional manner of containing five contributions per session, but as a multimodal combination of conventional text-based papers with performative, visual, poetic or interactive interventions (also scheduled to fit within 105 minute sessions), generating vigorous discussions by mixing presentation modes within the panels, so that beyond text-based presentations, panels may include film, music, theatre or other performative and experimental modes.
  3. Roundtables: a group of scholars (no more than 5) discussing particular themes/issues in front of (and subsequently with) an audience. While a roundtable can include short (5-10 min) provocations/presentations, the main idea is to create a lively debate, not to focus on any one presenter. 

Length of panels, labs, roundtables, combined formats

All format panels will be limited to a maximum of TWO consecutive 105-minute sessions, each of which can hold a maximum of 5 papers/presentations (20 minutes). This allows the conference to accept more shorter panels giving more choice to both paper proposers and delegates. Consequently convenors may accept a maximum of ten papers/presentations in their panels, five to roundtables. However accepting four papers per session will be acceptable (25 mins each in this case).

Convenor responsibilities

It is the convenors’ responsibility to ensure that all panel participants are well briefed and that the panel continues to meet AAS2018 requirements. To that end, convenors should not only communicate their decisions over proposals as detailed below, but also later in the process email the panelists to: inform them of the speaking order (albeit this is displayed on the public panel page), inform them as to how much time they have been allocated, remind them to register (the registration status can be seen in the login environment), inform them of any late changes or additional chairs/discussants, and give any other information related to the panel. If panelists withdraw, convenors should mark these withdrawals in the login environment.

After you’ve proposed your panel

Panel proposers can use the login link in the menu to edit their proposals. Later, when panels have been accepted/rejected, convenors are requested to administer their panels via this login environment “Cocoa”. Convenors should login to:

  • state any specific timing requests to do with their panel
  • to add the names of chairs/discussants
  • manage the paper proposals

Co-convenors cannot be added/removed nor can panels be withdrawn through this environment – please email admin(at)aasconf.org to do this.

When papers are proposed via the website, they will be proposed to specific panels. Convenors will receive a summary email of the proposal. Convenors are welcome to acknowledge proposals by email, and even ask contributors to edit their abstracts by logging in themselves. When the call for papers is over, convenors must indicate their decisions over whether to accept/reject proposals through the login environment. If an author later emails to withdraw their paper, the paper should be marked as ‘Withdrawn’ in the login environment. The papers can be placed in order via the login environment.

Timing of presentations

How you allocate the time of your sessions is largely your decision. With a 105 minute session, convenors can allot each presenter a maximum of 25 minutes (for presentation and questions/discussion). The key is to respect the fact that many presenters have travelled a long way in order to be able to contribute and clearly need time to set out their argument. The division of a panel into sessions will be indicated in the programme, and the papers ordered within these sessions. While convenors may wish to amalgamate discussion time, where possible they should try to stick to the published distribution.

Pre-circulation of papers

The conference does not require pre-circulation of papers –  however many convenors are keen to pre-circulate completed papers. To facilitate this and save on loads of email traffic, authors can upload PDFs of their papers within Cocoa, which will then show as a downloadable file beneath their abstract on the public panel page on this site. It is your choice whether you instruct your presenters to make use of this.

Communication between authors/convenors

Convenor/author email addresses are not shown on the panel pages for anti-spam reasons. However there is an in-built secure email messaging system. If you cannot work that, please email admin(at)aasconf.org to obtain relevant email addresses.

Any queries with the above please email admin(at)aasconf.org.




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