Proposal Submission Frequently Asked Questions
Frequently Asked Questions about Convention Proposals
A1: The online system will NOT allow you save an incomplete proposal to submit later. So it is vitally important that you gather all the information you need before you start your submission process. However, once you have successfully submitted, you can go back and edit the proposal afterwards until the submission deadline.
A panel must: one chair; 3-4 papers (NO MORE than 4); and at least one discussant, with a maximum of 2. A discussant or a paper presenter may also serve as the panel chair, although this is not preferred. See the Rules for Participation.
Roundtables must have: a chair; and minimum of 3 to maximum of 5 roundtable speakers. The chair may also be a roundtable speaker, but in such a situation, there must be at least 4 roundtable speakers. See the Rules for Participation.
A lightning round must have: a chair; and 6-8 presenters. The chair may also be a presenter., although this is not preferred. See the Rules for Participation.
Q2. Do I have to collect participants' CV information?
A2: NO - But it is vitally important that you ask all session participants to create or update their information in the ASEEES Member Site. They MUST enter their brief biography in the "Professional Biography" box under "My Profile." Click on any "Edit" button to edit the field under "Professional Information."
However, if you are submitting a Word submission form via e-mail and you know that your participant does not have a profile in our Member Site, then you must provide their brief professional biography information in the form.
Q3: Do I need to submit paper descriptions for a panel proposal?
A3:YES - In addition to the brief abstract describing your panel, we are asking for a 2-3 sentence description for each paper. You will need to gather this information before you start the submission process.
Q4. Do all participants need to be ASEEES members at the time of the proposal submission?
A4: All individual paper submitters and session organizers in the US or abroad MUST be ASEEES members at the time of submission in order to submit a proposal.
At the time of the proposal submission, the other session participants do not need to be members, BUT they all need to have their profile on our ASEEES Member Site. Ask them NOW to go to the ASEEES Members Site and enter/update their information. If they are not in the database, you will NOT BE ABLE to complete your submission. Once your colleagues are in our database, you as the panel organizer can search for the presenter's last name and click to add that person into the proposal.
If you cannot find your session participants' names in the proposal submission site, and thus cannot add them to your proposed panel, then they may not have a profile in the ASEEES member system. They do not need to become members at the time of the panel proposal (only the organizer / submitter must be a member at that point), but they do need to create a profile.
If they have ever been a member since 2011, they should be in the member database. They can check this by entering their e-mail address at "Forgot Your Password?" If their e-mail address is in our database, this would allow them to set their password and update any info.
IMPORTANT: Once the proposals have been accepted, all participants who are Slavic, East European, and Eurasian studies scholars in the U.S. and abroad must be current ASEEES members in order to participate in the convention. Only scholars outside the field of Slavic, East European, and Eurasian studies do not need to join ASEEES (but they still must register for the convention as non-members). (Learn more about membership in ASEEES)
All participants on panels/roundtables -- both members and non-members -- MUST preregister by the deadline and pay the registration fee. See Convention Registration for more information.
Q5: Can I serve as a chair and a paper presenter on a panel? In how many sessions can my name appear in the Convention program?
A5: YES, you can be both chair and discussant on a panel, or give a paper and chair a panel. However, you cannot give a paper and serve as a discussant on the same panel.
Your name can only appear in the program in two sessions (panels or roundtables), and you can only give ONE paper as one of your two appearances. There are NO exceptions to the two session rule. Participation in a lightning round does not count towards the two session rule. Being an organizer does not count as a "participant". Organizers' names do not appear in the program. You may organize as many panels or roundtables as you wish.
Q6. Can I present at both in-person and virtual conventions?
A6: Yes, it is possible to participate at both conventions. However, the two-session limit, as outlined in the rules for convention participants, still applies. Please note that sessions at the virtual convention may be limited.
Q7. Can my colleagues and I submit a series of related sessions?
A7: Yes, you may submit maximum of 4 sessions in a themed series. The sessions should have the same name, followed by a Roman numeral after each session title. Subtitles are optional. Example: “Soviet Film I: Stalinist Cinema,” “Soviet Film II: Thaw Cinema,” “Soviet Film III: Stagnation Cinema.” Keep in mind that sessions may not be scheduled in the order they were submitted due to time zone variables or other scheduling challenges.
Q8. Can I ask for a specific session time for my panel?
A8: NO, except for religious reasons. If you agree to participate in the ASEEES Convention, you are agreeing to be scheduled during any of the planned sessions. We will honor specific scheduling requests only for religious reasons. Scheduling requests must be made at the time of the submission.
See Mike Hickey's article in the May 2008 issue of NewsNet: "The Five Obstructions" or "Why somebody's panel has to meet on Sunday morning"
Q9. If I choose my session preference as "in-person" in the submission process, can I move it to the virtual convention later after it has been scheduled for in-person?
A9: We acknowledge that circumstances surrounding the Covid-19 pandemic continue to evolve and sympathize with possible health, travel, and financial restrictions of our members. However, we are unable to accommodate the option to move from an in-person to virtual or virtual to in-person format after sessions have been scheduled. We thank you for understanding this constraint when submitting proposals.
A10: NO, due to the very high cost of audio/visual equipment in the convention hotel, hybrid sessions will not be permitted under any circumstances during the in-person convention.
Q11. If my session from the previous year was postponed, do I have to submit the session proposal again?
A11: Yes, if you decided to postpone a panel/roundtable that was accepted for ASEEES 2022, you must resubmit your proposal for ASEEES 2023.
Q12: What audio-visual equipment is provided in the meeting rooms at the convention venue?
A12: Each meeting room will be equipped with a digital projector and screen for panels and roundtables. You are required to bring your own laptop. No other a-v equipment will be offered and the meeting rooms do not have internet access. See the a-v policy page for more information. We do not guarantee a-v equipment for affiliate groups' business meeting requests.
Q13: How can I go back to a previous page in the online proposal system?
A13: To go back to a previous page in the online proposal, click on the correct section of the arrow line that lists the pages that you had already completed (see the circled area in the screenshot below). You CANNOT use the "Back" button in the browser to go back to the previous page of the proposal.
Q14: Can I submit a proposal as an e-mail attachment?
A14: YES, you may submit a proposal for panels and roundtables using the Word form on Call for Proposals page. All other proposals must be entered online. A completed form can be sent as e-mail attachment to firstname.lastname@example.org.
A15: After you've submitted your proposal, you can log back into the submission site and make changes until the submission deadline.
All other questions or issues related to the convention should be addressed to:
Margaret Manges, Convention Manager