ASEEES Virtual Convention FAQ
This page will be updated as the plans for a virtual convention get finalized.
Where can I see the new session schedule for the virtual convention?
The link to the new schedule is now available on the Program page. Click on the link “Go directly to the 2020 Convention program online” to see the searchable online schedule. You can find your own panel/roundtable/meeting schedule(s) by clicking on “View the Online Program” and entering your name or your panel/roundtable/meeting title in the search box. You can also view the entire convention schedule grid under “Program Calendar” in the left navigation bar. The schedule does not include all ancillary events.
Please note that the schedule is in Eastern Standard Time (EST), which starts on November 1.
When will the new Virtual Convention website be available?
The Virtual Convention website (using the Open Water platform) will be available in late October. All registrants will then be able to log into the site using their email address (the same email address used as login ID for the ASEEES Members site). Once logged in, they will be able to peruse the convention program, create their own schedule of session, see the list of exhibitors, and so on.
How does a virtual convention work and will you provide training for session participants?
Sessions will be presented over Zoom, using ASEEES' Zoom licenses. Only registered attendees will have access to the session Zoom links after they log into the Virtual Convention website. Each session will have designated Session Manager (Zoom host). The Session Manager will oversee the technical elements of the session on the virtual platform. The Session Manager is considered the meeting primary host (per Zoom vernacular), but all panelists will be added as co-hosts once they are accepted into the Zoom session.
As a Session Orgsanizer, do I have to use my own Zoom account to set up my session?
NO, we will use ASEEES' Zoom licenses to set up each panel, roundtables and meetings.
What kind of techical training will you provide?
We ask all session participants, especially Session Managers, to watch the training video and review the guide. We will hold live Q&A webinars, hosted by Open Water, on Friday, October 23, 12-1pm EDT and Tuesday, Oct 27, at 3:30pm EDT. We sent out an email with the Zoom link to the live webinars. The webinars will be recorded for later viewing. All those who will serve as Session Managers (Zoom hosts) must watch the training video and are encouraged to attend a live webinar.
Can I submit a pre-recorded presentation for my panel?
If it’s necessary or preferable as a presenter, you are welcome to pre-record your presentation, and play it during the panel It is recommended that one or two individuals on the panel have a copy of the recording stored on their computer. We expect all panelists to be in the Zoom session for live q&a and discussion following the presentations.
A second option is to upload your presentation to the Open Water site for the Session Manager to play. Once the site is live, we will provide the upload link. We will provide additional information on pre-recording soon.
Will the sessions be recorded? What if I don't want my presentation recorded?
Please review our Session Recording Policy:
ASEEES’s default policy is to record all sessions. However, if you do not wish to have your session recorded, please tell the Session Manager while in the waiting room before the session begins. The Session Manager has the option to record or not record at the start of each session.
If a presenter requests not to be recorded, they must tell the Session Manager in the waiting room before the session begins. Then Session Manager can pause and restart recording after their presentation.
All recorded sessions will be uploaded onto the convention site and be available for viewing by the 2020 convention registrants for one year.
We can take down recordings at the request of a session participant, but since we have no way to edit the recording, the whole session recording will be taken down.
Should our panel practice together our presentations on Zoom? Will ASEEES provide practice Zoom links on the Virtual Convention site?
We strongly recommend that you schedule a practice for your session with your own Zoom link prior to the convention. Some practice links will be available, the week prior to the convention, on our Virtual Convention site if you do not have access to Zoom.
Please DO NOT reach out to the assigned Session Manager to help with any preparatory meetings. They are volunteers and were asked to only help out during the Convention.
Why did you extend the convention dates?
As we no longer have the limitations being in a physical venue, we decided to extend the convention dates to limit the number of concurrent sessions. We have over 600 sessions scheduled.
Why have the sessions been shortened to 90 minutes?
We decided to shorten the session to reduce "Zoom burnout." Many of you wrote to us about this concern.
How will you handle different time zones with a virtual convention?
The Convention will be held on Eastern Standard Time (EST). Multiple time-zone issues will be managed as follows:
1) As a presenter, you will have the ability to pre-record your presentation if it is scheduled at a difficult time for you to present in-person.
2) Many panels and roundtables will be recorded and can be watched at a later time, which will allow those in other time zones to “catch up” with what they missed. (Panels and roundtables will have the option not to record if all presenters do not consent to being recorded.)
3) The schedule will provide the option of seeing the sessions in your designated time zone as well as the EST time.
What are the registration fees for the virtual convention?
Registration information for the virtual convention can be found here. The registration fees are 50% of the in-person convention rates. While the virtual convention expenses are somewhat less than for an in-person convention, we expect to incur significant expenses for the virtual convention platform with a trained technology team to set up and monitor the sessions during the convention. Your registration will help us to cover some of those expenses. YOU MUST BE REGISTERED IN ORDER TO ACCESS THE VIRTUAL CONVENTION PLATFORM.
Are you offering any registration waivers?
Yes, we are offering different types of registration waivers. Please review the information on the registration page.
Will there still be an Exhibit Hall?
Yes, we will be featuring exhibitors on the ASEEES website. Members will be able to meet with publishers in the virtual format. This will allow for more exhibitor participation as travel and lodging will not be a consideration. Revised exhibitor, advertising and sponsorship opportunities are still available. Questions can be addressed to Margaret Manges at email@example.com
Will affiliate groups still be able to host their meetings?
Yes, affiliate groups will still have access to a virtual format meeting room.
Will the film screenings still go on?
Yes, the film screenings will be shown throughout the convention.
What about networking possibilities?
We know that everyone looks forward to the convention to meet friends, talk with editors, and/or make new connections. ASEEES is working on ways within the virtual convention to allow more casual, unstructured gatherings. We’re open to hear your suggestions and experiences.
Why not a hybrid convention allowing those willing to attend?
While the cost of hosting a virtual convention is not free, hosting a hybrid convention is much higher, even higher than an in-person convention. A virtual convention will also be less complicated for our limited staff to manage.
Do I have to participate?
There is no mandatory participation, however, session organizers will be responsible for letting ASEEES know the intentions of the participants. This may allow for new participants to be added to the panel who may not have participated otherwise. We will send out a survey soon for you to indicate your decision whether to participate in a virtual convention or to withdraw.
What if our entire panel decides to drop out?
If your panel makes a unanimous decision to drop out of the 2020 convention, the panel organizer must indicate the panel withdrawal in a forthcoming survey. If you would like to propose the same session for the 2021 convention, you will have to resubmit your session next year. ASEEES will not be able to transfer sessions to 2021. However, you may indicate that your session was accepted for the 2020 convention in your 2021 submission.
What if I already paid my registration fee?
If you already registered for the Convention, you will receive an email from our Membership Coordinator to discuss your options once the new registration rates are announced. You can also contact the Membership Coordinator at firstname.lastname@example.org.
Is my membership refundable?
Membership payments are not refundable as the year-round benefits of your ASEEES membership are not limited to the convention. As always, presenters, chairs, and discussants must be members in order to participate. Please review the membership rules for participation. If you have not renewed for 2020, we ask that you renew your membership today.
Should I cancel my hotel reservation?
The Washington Wardman Park should have cancelled your reservation if you used the ASEEES block, but please doublecheck the cancellation.
How will this affect my travel grant?
Unfortunately, all travel grants to the 2020 ASEEES Convention will be rescinded as the event is no longer taking place on location. However, recipients of travel grants will have their registration fees waived. If you have any further questions, please contact Trevor Erlacher at email@example.com
Can I keep the free registration in lieu of a travel grant if I change panels or if I need to change the paper slightly?
Yes, as a travel grant recipient, you will still be eligible for complimentary registration even if your paper or panel need to change.
If I'm the only one on my roundtable or panel who decides to participate virtually, do I respond yes to the survey?
Will the process to merge panels and match up stray panelists and papers be organized by ASEEES or self-directed?
Both – if you have a panel that you can join, let us know asap and we will make the change for you. Otherwise we will organize the merge internally once we see where panels can work together. But we will confirm with participants prior to making any changes.
Why did ASEEES switch to a virtual convention?
The health and safety of all of our attendees is our most important factor in making this difficult decision. The ASEEES Executive Committee and the 2020 Convention Planning Committee closely considered the CDC recommendations and the local and state government mandates and decided that the risks associated with travel and large group gatherings are too great at this time. We act in conjunction with many other scholarly societies. Many academics have been denied travel funding, thus making it impossible for them to attend an in-person convention in the foreseeable future. We are also acting in response to the many survey responses which indicated an inability or unwillingness to participate in-person.
How can I help make this a successful convention?
Your patience, support and good humor will go a long way to help the staff and other participants succeed during this new challenge.