Information for convenors & authors
Delegates are not obliged to be members of AAS, ASA or ASANZ, however all are encouraged to support these societies in this way. There is a financial incentive to do so, as members receive a discounted registration fee.
Letters of acceptance
If you need a letter of acceptance of your panel or paper for visa or funding purposes, you can download a signed pdf through the login link above (upper right corner). Just go through to your paper/panel details, and click on the "A" at the end of the row.
Constitution of panels
Convenors may present a paper during the conference, either in their own panel or another. (Due to the 'competition for time' within such a conference, colleagues are allowed to convene no more than one panel and present only one paper during the conference. This does not prevent you from making multiple proposals, but in the case of multiple acceptances we will ask you to make a choice.)
All accepted panels must be open to paper proposals through the website; you may of course propose a panel with specific contributors in mind, but when the call for papers opens, you should be open to the possibility of other contributions arriving via the open call.
Panel convenors can be students.
Panels convenors and paper presenters need not be members of the associations, however all three associations welcome new members. Members of the associations and of WCAA sister-associations can register for the conference at a discounted fee.
Panel convenors can use the login link in the menu above to edit their proposals and later, to administer their panels. Convenors should log in to state any specific timing requests for their panel (when directed to do so by the conference administrator), to add the names of chairs/discussants, and to manage the paper proposals. Co-convenors cannot be added/removed nor can panels be withdrawn through this environment - please email conference(at)shiftingstages.info to do this.
When papers are proposed through this website, they will be proposed to specific panels, not to the conference in general. Convenors will be automatically sent a summary email of the proposal. Convenors are welcome to acknowledge proposals by email, and even to ask contributors to edit their abstracts by logging in themselves.
When the call for papers is over, convenors must indicate their decisions about whether to accept/reject/transfer proposals through the login environment. If an author later emails to withdraw their paper, the convenors should mark the paper as 'Withdrawn' in the login environment, otherwise the conference administrator may not know of the withdrawal. The papers can be placed in order via the login environment, and this should be done once decisions about all papers have been made.
It is the convenors' responsibility to ensure that all panel participants are well briefed. Please remember to 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.
Length of panels
Panels may not last for more than a single day. Each day will have a maximum of three 90-minute panel sessions, each of which may hold up to four papers. So convenors should accept no more than twelve papers.
The organising committee will work on rehousing the paper proposals marked 'transfer', and we will get in touch if this affects your panel, before registration opens.
Editing your paper
Paper authors can use the login link in the toolbar above to edit their proposals.
Pre-circulation of papers
Many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers to the online system, which will then show as a downloadable file beneath their abstract on the public panel page on the conference site.
Timing of presentations
Each panel/workshop slot will be 90 minutes long, accommodating a maximum of 4 presenters. Each panel/workshop may only extend over three slots, i.e. a maximum of 12 presenters and no longer than a day. We are unable to represent specific intra-panel timings in our programme. Delegates reading the conference book will have to work on the assumption that papers will be evenly distributed through the panel.
How convenors allocate time in their panels varies; but the norm is to allot each presenter a maximum of 20 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.
Communication between authors/convenors
Convenor/author email addresses are not shown on the panel pages for anti-spam and privacy reasons reasons. However, there is an in-built secure email messaging system. If you cannot work that, please email conference(at)shiftingstates.info to obtain the relevant email addresses.
If you have any queries about any of the above please email [email protected]