Below are frequently asked questions for planning your panel.

IMPORTANT: ALL FULL PANEL SUBMISSIONS FOR THE 2023 ANNUAL MEETING (EXCEPT FOR “VIRTUAL” SESSIONS TO BE SCHEDULED 11/10/23 TO 12/10/23) ARE IN-PERSON. If panelists qualify for an accommodation based on medical condition, disability, incarceration, or special circumstances (e.g. prohibition on international travel), in-person sessions with up to 5 persons may include one virtual accommodation participant and sessions with 6 or more persons may include two virtual participants. The chair (or submitter) must be in-person and manage virtual links. Please read and follow the guidelines carefully on All Academic, and use the “additional information” space to state the name of person(s) requesting virtual accommodation and reason they cannot attend in-person. After February 1, no changes from in-person to virtual will be allowed, except in the event of documented emergencies.

1. When and where will the annual meeting be held?
2. How long should my paper be?
3. What is the deadline for circulating my paper to the panel’s commentator?
4. To whom should I submit my bio for introductions?
5. What audio-visual equipment will be provided?
6. Can I post links, photos, or other materials to the online program?
7. How are special scheduling considerations handled?
8. How do affiliated societies, caucuses, or standing committees reserve space on the program schedule for business meetings or special events?
9. When will the final program schedule be circulated?
10. How much are registration fees?
11. What if my proposal is accepted but I can no longer attend?
12. Whom should I contact if I have further questions?

1. When and where will the annual meeting be held?

The conference will be held at the Le Centre Sheraton Montreal from November 2-5, 2023.

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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.

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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 them by September 15, 2023. This date may be adjusted by consent of your commentator.

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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.

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5. What audio-visual equipment will be provided?

The ASA will supply all session rooms with full A/V capacity, unless you check off a box stating you do not need a video projector. We invite you to read more on our Media/AV Equipment policy.

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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. Please include requests to include links in your proposal and notify convention@theasa.net as soon as possible when your links are available. 

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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, 2023, the Program Committee will try to honor requests not to schedule a presentation on a religious holiday.

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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. 

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9. When will the final program schedule be circulated?

Scheduling will be completed by June 15, 2023. We suggest that you not purchase airline tickets or make travel plans before the schedule is finalized.

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10. How much are registration fees?

Early Registration (On or before August 1, 2023)
https://asa.press.jhu.edu/asa/conference

• ASA member or international affiliate (Income $100,000.or above) - $225.00
• ASA member or international affiliate (Income under $100,000)- $175.00
• ASA member or international affiliate (adjunct, contingent, or part-time) - $75.00
• ASA member or international affiliate (student or unemployed) - $65.00
• Nonmembers (Income $100,000 or above)- $275.00
• Nonmembers (Income under $100,000 )- $225.00
• Nonmembers (adjunct, contingent, or part time) - $100.00
• Nonmember (student or unemployed) - $90.00

Registration (After August 1, 2023)
https://asa.press.jhu.edu/asa/conference

• ASA member or international affiliate (Income $100,000.or above) - $250.00
• ASA member or international affiliate (Income under $100,000)- $200.00
• ASA member or international affiliate (adjunct, contingent, or part-time) - $75.00
• ASA member or international affiliate (student or unemployed) - $65.00
• Nonmembers (Income $100,000 or above)- $300.00
• Nonmembers (Income under $100,000 )- $250.00
• Nonmembers (adjunct, contingent, or part time) - $100.00
• Nonmember (student or unemployed) - $90.00

Panelists, chairs, commentators, and paper presenters must pre-register for the conference. Only registered participants will be listed in the annual meeting program books. Note: conference registration fees are not included in membership dues.

The American Studies Association is an inclusive, non-discriminatory organization. Registration is open to anyone interested in the study of U.S. history and culture and available through the same income-based, sliding scale fee.

CANCELLATION POLICY:  Should the conference be cancelled or postponed due to COVID-19-related or other emergency concerns, your conference registration fee will be refunded or, at your discretion, applied to the 2024 meeting. 

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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 a scheduled participant who is not physically present at their session at the annual meeting and who has not notified the ASA in advance that they cannot attend the meeting by September 1, 2023. We ask that scheduled participants in such situations notify us (convention@theasa.net) as soon as possible.

REFUND POLICY: Please note registration fees are neither refundable nor transferable. Forfeited registration and ticket fees will automatically transfer to the Baxter Travel Grants Fund. The Baxter Grants provide partial travel reimbursement to students who are members of the ASA and who will travel to the convention in order to serve on the Annual Meeting program.

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12. Whom should I contact if I have further questions?

For further information, you may contact the president-elect Sharon Holland, and/or the program committee chairs.

We also invite you to read more on hosting a good panel in our Guidelines for the Program. 

UPDATED: April 18, 2023.

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