NOTES TO CLOSE ENCOUNTER SESSION ORGANIZERS

CLOSE ENCOUNTER ORGANIZER AND CHAIR:

1. Each CLOSE ENCOUNTER must include a session chair.
2. The session chair cannot be included elsewhere on the conference program.
3. Normally, the CLOSE ENCOUNTER organizer will chair the session. When the CLOSE ENCOUNTER organizer chairs the session, listing can be as follows: "Organized, Chaired, and Introduced by [name of session]". In this way, the CLOSE ENCOUNTER organizer can list the title of the session as a paper title for vita and related funding support purposes. The CLOSE ENCOUNTER organizer can present a 15-20 minute overview of the theme of the session. The chair will then lead the discussion, making sure that there is ample time for questions from the audience.
4. Organizers who wish to give a paper in their own session (and therefore cannot chair the session) are responsible for finding someone else suitable to serve as chair.
5. NOTE: sessions not chaired by the organizer are typically unsuccessful. If the chair is different from the organizer, the organizer must surrender to the session chair full responsibility for the conduct of the whole session.

CLOSE ENCOUNTER PARTICIPANTS:

1. Three hour and a half hour sessions should include six speakers in addition to the respondent and session chair. Hence a total of eight session participants.
2. Speakers should be restricted to 15 minutes speaking time (with the respondent replying to groups of two or three papers). There should also be ample time for discussion from the audience.
3. CLOSE ENCOUNTER organizers can construct the three and a half hour session in alternative ways as long as all six speakers plus the respondent are fully aware in advance of the "ground rules" for the session and ample time for discussion of papers is preserved.
4. All participants should share copies of their papers with the respondent and with each other no less than a month prior to the conference. This process should be mediated by the session organizer.

IAPL DUES AND REGISTRATION FEES:

• Each participant must be informed in advance that dues and registration fees are to be paid no later than January 1st for the conference year. The CLOSE ENCOUNTER organizer is responsible for assuring that each member of the session completes this process by the indicated deadlines.
• Dues and registration can be completed online .

CLOSE ENCOUNTER FINAL LINE-UP:

• Preliminary report of CLOSE ENCOUNTER is due no later than September 15th.
• Complete and final line-up of CLOSE ENCOUNTER is due no later than October 15th.

• Session Line-Up should include all of the following information (a form is available for this purpose):
  • Title of CLOSE ENCOUNTER
  • Name of Organizer(s)
  • Name of Session Chair (if different from Organizer)
  • Name of Respondent
  • Brief Summary of Session Topic
  • Discipline, Institution, City, State or Province, Country for Organizer(s) and Chair
  • List of Speakers in the Order in which they will present their papers
  • For each Speaker, list: Discipline, Institution, City, State or Province, Country, E-mail Address
  • For each Speaker, list: Paper Title (as it should be listed on the final Program)

CLOSE ENCOUNTER PARTICIPANT FORM:

• Each speaker must also complete the Participant Form at the time of Registration for the conference.
• Session Organizers are responsible for assuring that each speaker, organizer, and chair for the session completes this form and registers for the conference.

FURTHER INFORMATION:

• Because of the large number of sessions at IAPL, special requests for particular dates or times on the program cannot be accommodated.
• Prompt and timely aherence to deadlines for complete session listings and submissions will be much appreciated. Delay in one session can hold up finalizing the whole conference program.

• Questions should be sent to: Hugh J. Silverman, IAPL Executive Director: execdir@iapl.info