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In order to participate in the Annual Meeting you must be an active AAA member who has paid the meeting registration fee.
Non-anthropologists and anthropologists from outside of the US and Canada are eligible to receive a membership exemption, but must pay the non-member registration fee to submit an abstract, proposal or participate in the Annual Meeting Program. You must apply for the membership exemption and receive approval or denial prior to submitting your proposal. You should submit your membership exemption request well before the April 15 deadline in order to receive a decision and have time to submit your proposal. No proposals will be accepted after April 15, regardless of circumstance.
Yes, all participants must register before a proposal is submitted.
AAA is offering a Green Registration type in all registration categories. By registering at the Green Registration type you'll lessen AAA's impact on the environment by NOT receiving a printed copy of the program in Minneapolis. Instead, you'll be able to take advantage of the program downloaded in e-reader format, the Annual Meeting Mobile App (for Apple and Android devices), as well as the online program scheduler. The most up-to-date program information is always located online. Green Registration rates are moderately reduced from the regular registration rates.
Participants may only: 1) present one paper/poster or serve as a participant on roundtable or Installation and 2) accept no more than one discussant role. An individual may serve as chair or organizer of an unlimited number of sessions.
Yes. Paper and poster abstracts have a 250 word limit. Do not include name of coauthors or references in the abstract.
Ask your session organizer to add your name to the session; this will link your paper to the session.
If your co-author is not attending the annual meeting ask your co-author to request a membership exemption. This will add them to the database and allow the primary author to add them as a co-author.
To submit a session you will need the title of your session, estimated attendance, session abstract, keywords, names and role of all your participants. All session submissions are restricted to 1 hour and 45 minutes or 105 minutes.
All sessions are no more than 1 hour and 45 minutes or 105 minutes. Sessions have 7 fifteen minute slots all of which need to be assigned to a person or discussion period.
Paper sessions require at least one organizer, one chair, and 7 additional roles. The 7 roles can include paper presenters, discussants, and discussion periods.
Session organizers are not able to add co-authors. The paper submitter must add co-authors in their submission. However you can see all authors by clicking on view submission on the left menu bar of your submission.
Participants that have not met the requirements (registration and membership or membership exemption) will be removed from the session and replaced with a discussion period. The session will proceed to review without the ineligible participants.
There are two eligibility requirements for proposal submission. 1) AAA Membership or membership exemption (available for scholars from other disciplines or for anthropologist from other countries other than the US or Canada). 2) Registration. If the two requirements are not met participants will show as not eligible.
You can enter your participant's name but not their paper. Once you enter the participant's name, each presenter can enter their paper. Since one paper is allowed per meeting the paper will link to your session.
Invited sessions are not subject to review and are guaranteed to be scheduled in the program. Participants of invited sessions are bound to all other meeting rules and policies. Invited status is awarded to sessions during the review period (April 16-June 1)
No, all changes need to be made by April 15, 2016.
Yes! Roundtables have one secondary role, the introduction.
A roundtable does not have any papers and does not have any time structure for each participant.
Each roundtable must have an organizer, chair, and presenter. Other roles available in a roundtable are discussion and breaks.
No, roundtables follow the same review process as paper sessions.
Roundtable sessions have 7 slots.
Special Events are business meetings, committee and board meetings, workshops, and receptions. These events are scheduled as part of the special events program and are the responsibility of the executive office.
No. Special events do not count against your participation in the scholarly program.
To avoid conflicts with scientific sessions, most special events are limited to 1.25 hours, cannot be scheduled in overlapping times with the AAA Annual Business Meeting, and are subject to space available basis. Any group not affiliated with AAA (i.e. Sections, Interest Groups, Committees) will be required to pay a $500 special event fee. This fee covers publication in the official programs, room rental and administrative costs.
Most conference hotels hire the services of a separate company to provide audio-visual services. The company's representatives set up the equipment and remain on call to troubleshoot. Their fees are based on a given number of rooms for a given number of days. If we ask for equipment in a room and use it for just one session, we still must pay for the whole day.
The standard setup is for a projector and screen or presentation-size monitor, plus the basic connecting cables. Adding computers would raise the equipment fees enormously, and we would have no guarantee that the kind of computer provided would have the software version that you need.
Most audio/visual companies keep a few spare converters for Macs on hand, but these pieces of equipment change over time; if you bring your own, you can be sure that it will work.
The Executive Program Committee comprises of the current program chair, the program chair-elect, and the local host representative. The committee has discipline-specific subcommittees to review proposed sessions and papers during May and June. Acceptances go out in July, and then all of the sessions are scheduled and the program is made available online sometime in August.
I sure hope so.
Proposals that are submitted on April 15 are final and are submitted in print ready condition.
Unfortunately, rejection from the Annual Meeting program is a final decision, one not taken lightly by the EPC or the Sectional Reviewers. Your submission was fully reviewed by the section you selected to evaluate your proposal. The EPC and AAA staff are unable to consider appeals or provide individual feedback. We encourage you to join the discourse as an attendee of the Annual Meeting.
The AAA Annual Meeting has between 800-900 sessions, held over five days, so conflicts are inevitable. Sessions are scheduled to avoid thematic, section, and person conflicts (a participant cannot chair one session and present a paper at another session, if both are held at the same time.)
AAA will not meet in Arizona and Georgia due to their stance on anti-immigration. In addition, we have a strong preference for holding our meetings in facilities that are staffed by unionized workers, places where there are no union-staffed facilities are not be considered.
Approximate dates of annual meetings have become traditional and well-established for many learned societies. Such conferences have distributed themselves throughout the academic year so that scholars may attend more than one according to their professional needs. To avoid conflicts with other societies (e.g., American Political Science Association and American Sociological Association), with major holidays, and end-of-semester schedules, the AAA traditionally meets either during the two weeks before or one week after Thanksgiving.
To ensure the best deal for our members, we work with a conference planning service, ConferenceDirect. ConferenceDirect helps us approach host cities and hotels, and prepare invitations to bid for our conference business. ConferenceDirect is one of the larger conference management companies in the country. It maintains a considerable negotiating advantage compared to what AAA could get on its own to secure the best rate for AAA attendees. This process begins six to seven years in advance, to guarantee the dates we need and to ensure the best rates possible. A ConferenceDirect staff member is on call throughout the conference itself. A number of other learned societies also use ConferenceDirect for their conference planning.
If AAA is unable to achieve its room block commitments because attendees make reservations at other hotels, or at other accommodation options (such as apartments), or cancel/shorten their length of stay at the AAA hotels, then our overall room night performance is hurt. Further, at any one hotel we have performance obligations to meet the room block contracted. Depending on how small or large the gap is between the room commitment and the actual room pickup, such penalties range from $20,000 to more than $200,000. Should this happen, AAA could be forced to increase registration and exhibitor fees to cover these expenses and cut back on services provided at the event or by way of membership benefits.
Yes, the American Council of Learned Societies supports conference planning for its member organizations. Their fall meeting for Executive Directors devotes considerable attention to the conference and annual meeting needs. ACLS maintains discussion boards (Executive Directors and Meetings Departments) as well so that the experiences and concerns of one group can be shared and addressed by all.
Whew. that's a relief.
Aside from affordability and ability to accommodate the meeting, AAA institutes the following in its site selection.
1. AAA is responsible for negotiating and administering meeting venue contracts that "strongly prefer" meeting facilities whose staff are represented by a union.
2. AAA is responsible for negotiating and administering Annual Meeting contracts shall show preference to locales with living wage ordinances.
3. AAA values giving preference to accommodation suppliers that have active and ongoing sustainability programs and policies.
When we make an agreement with a hotel, we promise to use a given number of sleeping rooms and to spend a minimum amount for our welcome reception and other catered functions. In return, they offer us a discounted rate on the sleeping rooms, and the use of meeting rooms for our sessions and exhibits hall.
Major hotels also offer excellent audio-visual service and support, but even though we restrict our services to projectors/screens (and audio when needed), this service is expensive; the bill for the 2014 AAA Annual Meeting was approximate $175,000.
Hotel rates are set when the contract is signed with the hotel, often five-ten years in advance. Rates vary by season. APSA and ASA receive low hotel rates because they meet at a time of year (around Labor Day weekend) when hotels sit empty otherwise.
Several factors go into our choice of cities.
1. We try to vary the North American regions in which we meet. We try to rotate between East Coast, Midwest/Central States, and West Coast in an effort to have the best reach to our members who are located across the country.
2. We need a major airline destination. Many AAA members travel from college towns served by regional airports; some travel from outside North America. A destination served only by a regional airport means several flight changes and adds significantly to the price of an airline ticket for many members.
3. AAA is a large annual meeting. Washington, DC in 2014 had more than 6,000 in attendance; Chicago in 2013 had more than 6,500. Only large conference hotels or convention centers in major cities have the facilities we need. We have outgrown the facilities in many cities where we met in past years.
“Booking Outside the Block” (booking a hotel not listed in the AAA Housing options, or booking a hotel room at one of the listed hotels but not through the official AAA housing page) impacts association revenue both directly, through attrition fees charged to AAA for unused pre-contracted rooms, and indirectly through the loss of negotiation leverage for meeting space, dates and rates in subsequent years. Guaranteeing room blocks gives associations the opportunity to negotiate concessions, such as better room rates, free Internet, number of meeting rooms, affiliate meeting space, gym access, etc. Housing is a key component in how this leverage is measured, and ‘Booking Outside the Block’ decreases the association’s negotiating power–ultimately making the meeting more expensive. None of us wants to see higher attendance costs.