Below are frequently asked questions for planning your panel.
- When and where will the annual meeting be held?
- How long should my paper be?
- What is the deadline for circulating my paper to the panel’s commentator?
- To whom should I submit my bio for introductions?
- What audio-visual equipment will be provided?
- Can I post links, photos, or other materials to the online program?
- How are special scheduling considerations handled?
- How do affiliated societies, caucuses, or standing committees reserve space on the program schedule for business meetings or special events?
- When will the final program schedule be circulated?
- How much are registration fees?
- What if my proposal is accepted but I can no longer attend?
- Whom should I contact if I have further questions?
1. When and where will the annual meeting be held?
Almost all sessions and events will take place at the Hyatt Regency Chicago. Sessions may be scheduled from 8 am on Thursday, November 9, 2017, until 5 pm on Sunday, November 12, 2017. Scheduling will be completed by June 15, 2017.
2. How long should my paper be?
Session organizers should make sure that their session begins on time, and that participants stay well within time limits. All sessions are 105 minutes in length. This includes the reading of papers, responses by the commentators, and comments from the audience. When an audience has sat through a typical session of three papers and one response by a commentator, they quite rightly feel frustrated if no time is left for audience participation.
The following chart can be used by the session chair as a guide to allocating time during the 105-minute session, assuming that one takes five minutes for introductions.
| Number of Presenters | Time (Limit) for Each Presenter | Time for Commentator | Time for Audience Q&A |
| 3 | 20 min. (2000 words) | 20 min. | 20 min. |
| 4 | 16 min. (1600 words) | 16 min. | 20 min. |
| 5 | 13 min. (1300 words) | 15 min. | 20 min. |
3. What is the deadline for circulating my paper to the panel’s commentator?
If your session has a commentator, you and your fellow participants must send copies of their completed papers to him or her by October 8, 2017.
4. To whom should I submit my bio for panel introductions?
The session chair will coordinate contact among the session participants to ensure maximum integration of presentations. Participants should send the session chair a brief biographical statement to be used in introductions.
5. What audio-visual equipment will be provided?
The ASA will supply all session rooms with a Digital Equipment Package. Included: LCD/multimedia data projector, with speakers, laptop (MS Powerpoint, CD, & DVD capable, PC but MAC compatible), screen, wireless internet, and on-site technical support.
If you want additional digital equipment, you will have to rent it at your own expense. If you want to use analog equipment such as an overhead projector, Slide Projectors, or TV/VCR/DVD's, you similarly will need to bring your own equipment or rent it at your own expense.
6. Can I post links, photos, or other materials to the online program?
Yes, sessions may post links to graphics, primary source extracts, video and audio clips, illustrations, posters, or other materials in the online program.
If notified by October 8, 2017 with the URL's and link descriptions, the ASA will embed links in the online program, the panel's website, and its discussion blog, if any. It is not possible for presenters to "upload" those materials directly to the online program.
7. How are special scheduling considerations handled?
Participants should be available for scheduling at any time during the entire meeting. It is not possible to guarantee any session or panelist a day or time on the program. Submitters may not request a session slot on the program.
The ASA does, however, invite members to contact the Office of the Executive Director by May 1 to request scheduling accommodations for provisions under the Americans with Disabilities Act or ASL interpretation for panels with hearing-impaired presenters. Similarly, if notified by May 1, 2017, the Program Committee will try to honor requests not to schedule a presentation on a religious holiday.
8. How do affiliated societies, caucuses, or standing committees reserve space on the program schedule for business meetings or special events?
Requests for space for business meetings or special events, such as breakfasts, luncheons, receptions or tours, can be submitted through the proposal submission and conference management site, All Academic. Once logged in, members should select the option to "submit a business meeting or reception request" and then complete the form. Space is available on a first-come, first served basis.
9. When will the final program schedule be circulated?
Scheduling will be completed by June 15, 2017. We suggest that you not purchase airline tickets or make travel plans before the schedule is finalized.
10. How much are registration fees?
Early Registration Before June 1
- ASA member or international affiliate - $175.00
- ASA member or international affiliate (employed part time) - $75.00
- ASA member or international affiliate (student or unemployed) - $65.00
- Nonmembers - $225.00
- Nonmembers (employed part time) - $100.00
- Nonmember (student or unemployed) - $90.00
Registration After June 1
- ASA member or international affiliate - $200.00
- ASA member or international affiliate (employed part time) - $85.00
- ASA member or international affiliate (student or unemployed) - $75.00
- Nonmembers - $250.00
- Nonmembers (employed part time) - $110.00
- Nonmember (student or unemployed) - $100.00
Early registration deadline: June 1, 2017. Panelists, chairs, commentators, and paper presenters must pre-register for the conference by September 8, 2017. Only registered participants will be listed in the annual meeting program.
CANCELLATION POLICY: All registrants who cancel prior to the conference or do not attend the conference forfeit their entire registration fee. Once you submit your registration you are not entitled to a refund. Canceling your conference registration does not automatically cancel your hotel and travel arrangements. You are responsible for canceling your own hotel and travel reservations plus any fees incurred for doing so.
Forfeited registration fees will automatically transfer to the Baxter Travel Grant Fund. The Baxter Travel Grants provide partial travel reimbursement to advance graduated students who are members of the ASA and will travel to the convention in order to appear on the Annual Meeting program.
11. What if my proposal is accepted but I can no longer attend?
The ASA reminds participants of their professional and ethical obligation to appear in person at their session at the annual meeting. No-shows are conspicuous in their absence. They inconvenience the chair and fellow presenters, as well as those attending their session. The American Studies Association defines a no-show as someone on the program who is not physically present at her/his session at the annual meeting and who (1) has not notified the ASA in advance that s/he cannot attend the meeting by October 8, 2017, and/or (2) has not submitted a presentation to be read by the chair or another person at the meeting by October 8, 2017. We recognize that illness and other unforeseen circumstances can prohibit attendance without notice, and we ask that scheduled participants in such situations notify us as soon as possible to ensure their eligibility for future meeting appearances. No-shows will not be considered for the following year's program. If you notify ASA in advance and submit a presentation to be made by someone else at their session, you will not be penalized. You are responsible for finding your own alternative presenter.
We do NOT offer Skype to accommodate individual panelists who do not attend the meeting in person. Skype is a very unsatisfactory medium for video-conferencing with a group. The picture quality when blown up to a necessary size for a group is very poor, and the speaker at the remote location will not be able to identify questioners.
12. Whom should I contact if I have further questions?
For further information, you may contact the president-elect, Kandice Chuh (kchuhASA@gmail.com), the program chairs Laura Kang (laurakangasa2017@gmail.com), Siobhan Somerville (sbs@illinois.edu), and Alexandra Vazquez (atv202@nyu.edu), or the ASA's conference director annualmeeting@theasa.net.
We also invite you to read more on hosting a good panel in our Guidelines for the Program.