NOTES TO PROPOSERS OF PROPOSED SESSIONS

 

    Definition (revised for 2013 conference):

    1. Proposed Sessions are 2.5, or 3.0 hour sessions, proposed for inclusion in the conference program under the General and Proposed Session rubric. 2.5 hour sessions have four speakers; 3.0 hour sessions have five speakers.
    2. Proposed Sessions are reviewed by the IAPL Executive Committee.
    3. The IAPL Executive Committee reserves the right to accept all or part of the session as proposed.
    4. Proposed Sessions must relate to the Conference Topic.
    5. Proposers must submit separate abstracts for each of the papers in the Proposed Session.
    6. Proposers must include a Chair for the session. The Chair is normally the Proposer of the Session. The Chair introduces and guides the discussion throughout the Session. The Chair should obtain relevant biographical information as well as speaker information for presentation as part of the introduction.
    7. The Proposer and Chair can be listed as "Proposed, Chaired, and Introduced by....". This formulation should be sufficient for the proposer to seek home funding for conference participation.
    8. The Session Proposer as Chair can also give a 15-20 minute Introduction (with a title) to the theme of the session. In this case, the Session Proposer must also submit a separate Speaker Form and abstract for a paper which will be listed first on the program. .
    9. If the Proposer as Chair also presents a paper, the session must include at least three other speakers.
    10. The Chair and Speakers in the session cannot be listed elsewhere on the Conference Program.
    11. Proposers must submit online a Proposed Session Form that will include a general Session Description (750 words maximum) characterizing the conception of the session and its relation to the conference theme as well as the member ID of proposed speaker to be included in the session.
    12. Abstracts should be 1,000 words maximum.
    13. Speakers will be invited to submit a Paper Title, Brief Description, and an Abstract that should be a detailed summary of the paper to be given with clear evidence of the paper's relation to the conference theme.
    14. Each abstract must include 7 keywords that are central to the paper proposed.
    15. Each paper must not exceed 20 minutes presentation time.
    16. Session Proposers will be informed by early February (via e-mail) as to whether their session has been accepted. The Session Proposer will then inform the other members of the Proposed Session. The Session Proposer will need to inform all session participants of the rules for the session. The Session Proposer will also need to confirm that all participants have paid dues and registration fees and submit the required Participation Form no later than 15 February.

 

PAYMENTS
  • IAPL Annual Dues and Registration Fees can be completed online at www.iapl.info.
  • IAPL Annual Membership Dues must be paid prior to submitting an abstract for the upcoming conference. Dues year begins January 1st each year.
  • IAPL Conference Registration Fees and current IAPL Membership Dues must be paid in advance before a participant's name and paper can be included on the upcoming conference program.
  • All conference participants must complete payments of IAPL Registration Fees and Membership Dues by February 15th (or other deadline set by the IAPL Executive Director).
  • A significant discount is available for conference registrants paying current dues and registration fees prior to February 15th. Because conference planning includes participant commitments, refunds are not possible.

 

SUBMISSIONS
  • Proposed Sessions with designated Chair, Session Precis (750 words maximum), and Abstracts for each participant (1,000 words maximum) are due no later than the announced submission deadline.
  • The Executive Committee will not accept any Proposed Session submission that does not also include a designated Chair for the Session. The Session Chair cannot give a separate paper (apart from the Introduction to the Session). The Session Chair must not be included elsewhere on the Conference Program. Normally the Session Proposer is the Session Chair.
  • Proposers must indicate the name of the person designated to chair the session. The Session Chair can give a 15-20 minute Introduction to the theme of the session. If accepted, the Chair can be listed as "Proposed, Chaired, and Introduced by [name of Chair]". This formulation should be sufficient for the Chair to seek home funding for conference participation. If the Proposer as Chair also gives an introductory paper, the session must include at least three other speakers.
  • Proposed Sessions with three speakers will have a 2 hour session; those with four speakers will have a 2.5 hour session; and those with five speakers will have a 3 hour session. Each speaker will have a maximum of 20 minutes presentaton time.
  • All participants in the session should be informed in advance of the "ground rules" for the session. This includes payment of dues and registration deadlines, presentation time limits, role of the session chair, sharing of papers at least one month prior to the conference, etc.
  • Full Proposed Session line-up should include all of the following information (to be submitted along with other required materials):
    • TITLE OF SESSION
    • NAME OF PROPOSER
    • NAME OF CHAIR (IF DIFFERENT FROM PROPOSER)
    • DISCIPLINE, INSTITUTION, CITY, STATE, COUNTRY OF PROPOSER AND CHAIR
    • LIST OF SPEAKERS IN THE ORDER IN WHICH THEY WILL PRESENT THEIR PAPERS IF THE SESSION IS ACCEPTED.
    • FOR EACH SPEAKER, LIST: SPEAKER NAME (DISCIPLINE, INSTITUTION, CITY, STATE, COUNTRY) [in this order and in parentheses].
    • FOR EACH SPEAKER, INDICATE: PAPER TITLE
  • Submissions should be completed and submitted online .

 

ACCEPTANCES
  • Notifications of Proposed Session acceptance will be sent via e-mail early in the new year (about mid-February --unless indicated otherwise on the conference pages of the IAPL website).
  • The IAPL Executive Committee must assume that submission of a Proposed Session includes commitment of all participants in the session that they will attend and participate in the conference if the session is accepted.
  • Notifications are sent only to the Proposer of the Session. The Proposer is responsible for informing other members of the Proposed Session as to the Executive Committee decision. The Proposer must also make sure that each member of the session completes all payments prior to the designated deadlines.
  • Because of the large number of sessions and participants in IAPL conferences, special requests for particular days or times cannot be accommodated.
  • If accepted to present a paper, each conference participant is asked to make every effort to attend the whole conference and to contribute to the ongoing discussion during the full range of conference sessions.
  • The full conference program will be listed on the IAPL website as soon as it is ready. Consult the IAPL website on a regular basis for updates and new information.
  • The Session Proposer should assure that all participants share copies of their papers no less than a month prior to the conference.

 

PUBLICATION OF CONFERENCE PAPERS
  • Each participant selected for paper presentation during the conference is asked to submit a paper copy and PC version disk of the paper at the IAPL Conference Registration Desk for possible inclusion in a volume resulting from the conference. The IAPL reserves the first right to publish papers presented at IAPL conferences. See Notes to Conference Speakers for further details.

 

FOR FURTHER INFORMATION
  • Questions about submissions should be sent to Hugh J. Silverman, IAPL Executive Director: execdir@iapl.info

 

UPDATED: 30-Jul-2012