Summer Convention Rules for Participation
Click a rule below to see more details.
Rule 1: Definitions, Participation Rules, Guidelines, and Limitation
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. 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.
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. 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.
Book Discussion Roundtable: If space allows, we will accept a limited number of book discussion roundtables. A book discussion roundtable entails a slightly less formal discussion of a recently published book of importance to the field. Use the Roundtable submission forms. In the session title, please add "Book Discussion" followed by the title of the book and author. 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. While one role per participant is strongly preferred, the chair may serve also as a roundtable speaker, if necessary.
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 form/join a full panel rather than submit an individual paper proposal.
DO NOT SUBMIT an individual paper proposal for a paper that is already part of an organized panel proposal, and DO NOT SUBMIT an individual paper proposal if you are already 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.
Official Language: The official language of the summer convention is English.
Definition of "Participant": "Participants" are the panel chair, paper presenter, and discussant; roundtable/lightning round chair and presenters. 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 or meeting requests. 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.
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/lightning round speaker does not count as a "paper" presentation.
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 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. Undergraduate proposals 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.
Rule 2: Membership and CV/Bio Info
All participants must have their individual profile, including their CV/bio information, in the ASEEES members site. Non-members can create a profile by following the steps for "New Visitor Registration"; 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 ten years, they should already have a profile in our database. If unsure, contact firstname.lastname@example.org for assistance.
Membership Requirement for Summer Convention Participation:
Unlike the ASEEES Annual Convention, ASEEES membership is not required to participate in the biennial summer convention in the region. However, membership is strongly encouraged. Members qualify for lower convention registration fees. Learn more about membership in ASEEES
Organizers are responsible for letting panelists know about registration fees and membership rules.
Rule 3: Scheduling
You can help the program committee schedule the sessions effectively 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 Summer Convention, you are agreeing to be scheduled during any of the planned sessions. We will honor specific scheduling requests only for religious reasons.
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 Summer 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.