General Rules for Convention Participants
Panel: Panels entail presentation of prepared papers (distributed in advance to a discussant) on a related topic or theme, followed by structured discussion of those papers. A complete panel must have: one Chair; 3 papers (NO MORE than 3); and at least one discussant, with a maximum of 2. NEW as of 2015: While one role per participant is strongly preferred, the chair may serve also as a discussant or a paper presenter, if necessary. However, a paper presenter cannot be a discussant on the same panel.
Roundtable: Roundtables entail structured discussion of a topic/theme, without the presentation of papers. Proposals for roundtables should be submitted only when the topic clearly justifies this format. Roundtables must have: a Chair; and minimum of 3 to maximum of 5 roundtable speakers. Being a roundtable speaker does not count as a "paper" presentation. NEW as of 2015: While one role per participant is strongly preferred, the chair may serve also as a roundtable speaker, if necessary, but in such a situation, there must be at least 4 roundtable speakers.
Individual Paper Submissions: The Program Committee will consider proposals for individual papers that are not associated with a panel. Paper proposals will be reviewed and accepted only if it can be fit into a coherent panel, and if that panel is then approved by the Program Committee. Space constraints may also preclude our ability to accommodate all individual papers proposed. Acceptance rate for individual paper submissions is MUCH LOWER than for panel submissions. The Program Committee STRONGLY urges all scholars to use the ASEEES Paper/Panel Wanted Board, SEELANGS, H-Net, and other means of networking to form a full panel rather than submit an individual paper proposal. NEW: If you submitted an individual paper proposal for the 2015 Convention and it was accepted, you cannot submit another individual paper proposal for the 2016 Convention. Please consider organizing a panel.
DO NOT SUBMIT AN INDIVIDUAL PAPER PROPOSAL FOR A PAPER THAT IS ALREADY PART OF AN ORGANIZED PANEL, AND DO NOT SUBMIT A INDIVIDUAL PAPER PROPOSAL IF YOU ARE PRESENTING ANY PAPER ON ANY OTHER PROPOSED PANEL. IF YOU DO SO, YOU COULD BE JEOPARDIZING BOTH THE INDIVIDUAL PAPER PROPOSAL AND THE PANEL PROPOSAL.
Two-Session/One-Paper Rule: A conference participant may appear on the program in no more than two sessions (panels or roundtables) and may present only one paper on a panel during the convention. There can be no exceptions to this rule. Please Note: If you submit an Individual Paper proposal, it constitutes your one paper presentation. Being a roundtable speaker does not count as a "paper" presentation.
Definition of "Participant": "Participants" are the panel chair, panel paper presenter, and panel discussant; roundtable chair and roundtable speaker. An "organizer" is not considered a "participant" because we do not print the organizer's name in the convention program. An affiliate group business meeting moderator does not count as a "participant".
Definition of "Organizer": An organizer is the person who submits the panel or roundtable proposals. Being an organizer does not count as a "participant" because we do not print the organizer's name in the convention program. . You may organize as many panels or roundtables as you wish.
Special Consideration: Special consideration will be given to panels reporting on recent field or archival research, especially those that include presentations by junior faculty and/or graduate students at the PhD research stage.
Disciplinary Diversity: Panels/roundtables that have more than one disciplinary representation are stongly encouraged.
Institutional Diversity: A panel/roundtable should not be made up of participants from only one institution. The presenters on a panel/roundtable must be from at least two different institutions.
Gender Diversity: Gender diversity on panels/roundtables is stongly encouraged.
Student Participation: As a rule of thumb, graduate student participants generally should be at the PhD research stage in their programs, and panels composed primarily of graduate students should include at least one member who has completed their terminal degree. A proposal made up only of graduate students will most likely be rejected. MA students who have not presented at national conferences are encouraged to present at one of the regional affiliate conferences first. Undergraduate papers are not accepted.
Rules on Panel Discussants: Panel discussants should ideally be at the post-doctoral level. If a graduate student is designated as discussant on a panel, a second discussant at the post-doctoral level should be added to the panel. If a professor is serving as a discussant on a panel with her or his current graduate students, ideally a second discussant should be added to the panel.
Affiliate Organization Sponsorship: Affiliate organizations of ASEEES are each allowed to sponsor ONE panel or roundtable, which must be specified on the proposal form. Each affiliate-sponsored panel/roundtable will be screened in the usual manner by the Program Committee; we do not accept unscreened proposals.
All participants must have their individual profile, including their CV/bio information, in the ASEEES members site. Non-members can create a profile; one does not need to become a member in order to create a profile. If an individual has attended an ASEEES convention in the last seven years, they should already have a profile in our database. If unsure, contact firstname.lastname@example.org for assistance.
Membership Requirement for Convention Participation:
WHO NEEDS TO BE A MEMBER:
- By Feb. 15: All individual paper submitters and session organizers in the US and abroad must be current members of ASEEES in order to submit a proposal for the convention.
- By April 30: All roundtable and panel participants who are in any related Slavic, East European and Eurasian studies fields in the U.S. or abroad MUST be ASEEES members upon receiving notification of proposal acceptance, which should be announced in late April. This includes representatives of institutional members; insitutional membership does not flow down to individual representatives.
NOTE: If you wish to have the full benefit of ASEEES membership, we strongly recommend that you become a member by Feb. 1. Our membership is based on the calendar year and expires on Dec. 31 no matter when you become a member in a given year. Learn more about membership in ASEEES
WHO DOES NOT NEED TO BE A MEMBER:
- Only scholars and specialists outside the field of Slavic, East European and Eurasian studies do not need to become members. They must still register for the convention as non-members (Registration exception: Exhibitors with exhibitor badges who are also participating in sessions do not need to register separately for the convention, though they should notify the office so that they can be recorded correctly.)
Organizers are responsible for letting panelists know about registration fees and membership rules.
With approximately 30-40 panels and roundtables generally scheduled in a given time slot, it is impossible not to have some overap in sessions on similar topics. You can help the program committee try its best to avoid such scheduling issues by doing the following two things in the proposal:
- Session Category for Scheduling: The categories are used for scheduling purposes only. Your selection of a particular category has no bearing on whether or not a proposal is accepted. Select a category that best fits your proposal. For example, if your panel has two papers on 20th c. Hungarian history and one paper on Russian literature, you might wish to select "History: Central and Southeast Europe, since 1918" rather than "Literature: Russian and Eurasia" so that the Program Committee can be aware not to schedule your panel in the same time slot as other Hungarian history panels in the "History: Central and Southeast Europe, since 1918" category.
- Keywords for Scheduling: Enter up to 5 keywords that can be used to avoid scheduling sessions with the same keywords.
If you agree to participate in the ASEEES Convention, you are agreeing to be scheduled during any of the planned sessions. We will honor specific scheduling requests only for religious reasons. (Read Mike Hickey's article in the May 2008 issue of NewsNet: "The Five Obstructions" or "Why somebody's panel has to meet on Sunday morning".)
Rule 4: Preregistration
All participants on panels/roundtables, members and non-members, must preregister by the deadline and pay the registration fee. Failure to preregister will lead to the participant's name being removed from the Index of Participants in the convention program. See Convention Registration for more information.
Rule 5: Cancellation
If a scheduled panel/roundtable participant is unable to participate in the convention, he or she must notify the session organizer AND the ASEEES Convention Manager. Failure to register or notify ASEEES of cancellation may lead to exclusion from future conventions.
ASEEES affiliate organizations may request a meeting room at the convention. Each organization is allowed only ONE meeting. We will do our best to accommodate all requests depending on space availability. Please submit the request by the deadline. The meeting will be listed in the convention program.