Below are frequently asked questions for planning your panel.

  1. When and where will the annual meeting be held?
  2. How long should my paper be?
  3. What is the deadline for circulating my paper to the panel’s commentator?
  4. To whom should I submit my bio for introductions?
  5. What audio-visual equipment will be provided?
  6. Can I post links, photos, or other materials to the online program?
  7. How are special scheduling considerations handled?
  8. How do affiliated societies, caucuses, or standing committees reserve space on the program schedule for business meetings or special events?
  9. When will the final program schedule be circulated?
  10. How much are registration fees?
  11. What if my proposal is accepted but I can no longer attend?
  12. Whom should I contact if I have further questions?

1. When and where will the annual meeting be held?

Almost all sessions and events will take place at the Hilton Baltimore. Sessions may be scheduled from 8 am on Thursday, November 12, 2020, until 5 pm on Sunday, November 15, 2020.  Scheduling will be completed by June 15, 2020.

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2. How long should my paper be?

Session organizers should make sure that their session begins on time, and that participants stay well within time limits. All sessions are 105 minutes in length. This includes the reading of papers, responses by the commentators, and comments from the audience. When an audience has sat through a typical session of three papers and one response by a commentator, they quite rightly feel frustrated if no time is left for audience participation.

The following chart can be used by the session chair as a guide to allocating time during the 105-minute session, assuming that one takes five minutes for introductions.

Number of Presenters Time (Limit) for Each Presenter Time for Commentator Time for Audience Q&A
3 20 min. (2000 words) 20 min. 20 min.
4 16 min. (1600 words) 16 min. 20 min.
5 13 min. (1300 words) 15 min. 20 min.

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3. What is the deadline for circulating my paper to the panel’s commentator?

If your session has a commentator, you and your fellow participants must send copies of their completed papers to him or her by October 15, 2020.

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4. To whom should I submit my bio for panel introductions?

The session chair will coordinate contact among the session participants to ensure maximum integration of presentations. Participants should send the session chair a brief biographical statement to be used in introductions.

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5. What audio-visual equipment will be provided?

The ASA will supply all session rooms with a Digital Equipment Package. Included: LCD/multimedia data projector, with speakers, laptop (MS Powerpoint, CD, & DVD capable, PC but MAC compatible), screen, wireless internet, and on-site technical support. We invite you to read more on our Media/AV Equipment policy.

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6. Can I post links, photos, or other materials to the online program?

Yes, sessions may post links to graphics, primary source extracts, video and audio clips, illustrations, posters, or other materials in the online program.

If notified by October 15, 2020 with the URL's and link descriptions, the ASA will embed links in the online program to the panel's website, and to its discussion blog, if any. It is not possible for presenters to "upload" those materials directly to the online program.

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7. How are special scheduling considerations handled?

Participants should be available for scheduling at any time during the entire meeting. It is not possible to guarantee any session or panelist a day or time on the program. Submitters may not request a session slot on the program.

The ASA does, however, invite members to contact the Office of the Executive Director by May 1 to request scheduling accommodations for provisions under the Americans with Disabilities Act or ASL interpretation for panels with hearing-impaired presenters. Similarly, if notified by May 1, 2020, the Program Committee will try to honor requests not to schedule a presentation on a religious holiday.

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8. How do affiliated societies, caucuses, or standing committees reserve space on the program schedule for business meetings or special events?

Requests for space for business meetings or special events, such as breakfasts, luncheons, receptions or tours, can be submitted through the proposal submission and conference management site, All Academic. Once logged in, members should select the option to "submit a business meeting or reception request" and then complete the form. Space is available on a first-come, first served basis. 

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9. When will the final program schedule be circulated?

Scheduling will be completed by June 15, 2020. We suggest that you not purchase airline tickets or make travel plans before the schedule is finalized.

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10. How much are registration fees?

Registration (On or before September 1, 2020)

  • ASA member or international affiliate (Income $100,000.or above) - $225.00
  • ASA member or international affiliate (Income under $100,000)- $175.00
  • ASA member or international affiliate (adjunct, contingent, or part-time) - $75.00
  • ASA member or international affiliate (student or unemployed) - $65.00
  • Nonmembers (Income $100,000 or above)- $275.00
  • Nonmembers (Income under $100,000 )- $225.00
  • Nonmembers (adjunct, contingent, or part time) - $100.00
  • Nonmember (student or unemployed) - $90.00

Panelists, chairs, commentators, and paper presenters must pre-register for the conference by September 1, 2020. Only registered participants will be listed in the annual meeting program.

CANCELLATION POLICY:  Should the conference be cancelled or postponed due to COVID-19-related or other emergency concerns, your conference registration fee will be refunded or, at your discretion, applied to the San Juan 2021 meeting. 

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11.   What if my proposal is accepted but I can no longer attend?

The ASA reminds participants of their professional and ethical obligation to appear in person at their session at the annual meeting. No-shows are conspicuous in their absence. They inconvenience the chair and fellow presenters, as well as those attending their session. The American Studies Association defines a no-show as a scheduled participant who is not physically present at their session at the annual meeting and who has not notified the ASA in advance that they cannot attend the meeting by October 1, 2020. We recognize that illness and other unforeseen circumstances can prohibit attendance without notice, and we ask that scheduled participants in such situations notify us (annualmeeting@theasa.net) as soon as possible.

For a collective of scholars, artists, community organizers, and educators of many kinds, the ASA annual meeting serves as one of our most crucial moments of engagement, interaction, and solidarity. Those with understandable concerns about the status of our 2020 conference should know that we have extended our pre-registration deadline (for inclusion in the print program) to September 1 and will not in any way penalize those who need to withdraw or cannot attend personally.  The ASA does not offer a video-conferencing solution to accommodate individual panelists who cancel their in person attendance at the meeting. We remain committed to an in-person conference, and have culled a unanimous sentiment in the Program Committee that we do not favor a virtual Annual Meeting.

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12. Whom should I contact if I have further questions?

For further information, you may contact the the president, Dylan Rodríguez, and/or the program committee chairs Erica EdwardsMartha Escobar, or Antonio Tiongson.

We also invite you to read more on hosting a good panel in our Guidelines for the Program

UPDATED: June 18, 2020

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