2021 RULES FOR PARTICIPATION
Membership
An Academic or Sustaining Membership in ASOR is a prerequisite for participation in the Annual Meeting as a Paper Presenter, Session Chair, or Poster Presenter (Associate Memberships and Contributing Memberships do not qualify). Students who are not currently enrolled at ASOR Member Institutions need to have an active student membership. If you do not know your membership number, log in the online store and click “My Information” in the sidebar. Your membership number will be displayed directly underneath your name. If you are not certain about whether your membership is current, please make a notation to this effect in the online registration form. If you have questions, please e-mail or call the ASOR office (703-789-9229).
Registration
In addition to ASOR membership, registration for the Annual Meeting is a requirement for all presenters, session chairs, discussants, and other academic program participants. Presenters must be registered for the meeting in order for their paper or poster proposal to be considered for the program. Full refunds may be requested if a paper or poster is not accepted to the program. Please note that the Annual Meeting Registration site and ASOR’s abstract submission site are two separate platforms that each require a log-in and password.
Scholarships
Due to COVID-19, and thanks to ASOR’s generous members, all current ASOR members with a need may request a 25%, 50%, or full scholarship for annual meeting registration. E-mail programs@asor.org with requests (no lengthy application is required). We are committed to meeting 100% of requests from members. We will do our best to meet requests from non-members.
Undergraduate Members
Undergraduate members are encouraged to submit their work to the ASOR Poster session. Only in exceptional circumstances (for example, in the case of papers co-authored by senior scholars and undergraduate members) may an undergraduate present a paper on ASOR’s academic program; please submit requests for exceptions along these lines to Arlene Press (meetings@asor.org). Undergraduate members are not eligible to serve on ASOR governing committees.
Waivers
Waivers are rare and generally reserved for scholars at-risk who have not attended an ASOR Annual Meeting the past 5 years. Requests for waivers should be sent to Arlene Press (meetings@asor.org).
* Due to COVID-19, and thanks to ASOR’s generous members, all current ASOR members with a need may request a 25%, 50%, or full scholarship for annual meeting registration. E-mail programs@asor.org with requests (no lengthy application is required). We are committed to meeting 100% of requests from members. We will do our best to meet requests from non-members. ASOR will attempt to fund all requests for membership scholarships for those that need funding for both membership and registration, but membership scholarships may be limited by the availability of funds.
Academic Program Participation Form
Every participant in the academic program of the Annual Meeting (paper presenters, workshop participants, session chairs, and discussants) must sign up using ASOR’s online abstract management site. All are asked to pay special attention to the request for information about schedule conflicts.
Participation Policy
*Covid Vaccination Requirement to Attend In-Person/Chicago component
2021 UPDATE: ASOR’s 2021 Annual Meeting will have both in-person (Chicago, Nov. 17-20) and Virtual (Online, Dec. 9-12) components. The SAME participation role performed as part of both components will count as 1 appearance. For example, an individual many present only 1 paper on the academic program, however, the SAME paper may be presented as part of both the in-person and the virtual components and count as 1 appearance. Likewise, a Chair may organize the SAME session or workshop as part of both components and it will count as 1 session or workshop Chair/Co-Chair appearance.
Individuals may have up to three participant roles at the Annual Meeting (business meetings, receptions, and non-presenting co-authorship on papers and posters are not participant roles).
Participant roles include the following:
- Session or Workshop Chair (or Co-Chair)
- Presenter of Paper
- Presenter of Poster
- Workshop Participant/Panelist
- Discussant/Respondent
The same individual may not:
- Present two papers
- Chair more than two sessions
Criteria for Evaluating Papers/Presentations Submitted to ASOR Sessions, Member-Organized Sessions, Workshops, and Poster Session
In order to generate a program that is of interest to ASOR’s wide-ranging constituency, the Program Committee is inclusive and seeks to incorporate all viable submissions. While session chairs are responsible for evaluating papers and posters submitted to ASOR’s academic program, the Program Committee reserves the right to reject a paper or poster, or remove an accepted paper or poster, as well as deny participation of a discussant or presenter.
ASOR Policy on Professional Conduct
ASOR is committed to the preservation and protection of archaeological resources as outlined in the ASOR Policy on Professional Conduct, and all presentations made at the Annual Meeting should be in conformity with this policy, as adopted by the ASOR Board of Trustees on April 18, 2015 and amended by the ASOR Board on November 24, 2019.
Code of Conduct for the ASOR Annual Meeting and other ASOR Sponsored Events
ASOR is committed to a safe and respectful environment at our Annual Meetings and has implemented a Code of Conduct for the ASOR Annual Meeting and Other ASOR Sponsored Events.
Length of Presentations
The Programs Committee recommends that presentations fit into 15-25 minute time slots depending on the number of presenters per session, allowing at least 5 minutes for discussion between each presentation. Virtual sessions and workshops may have a different format and include a combination of pre-recorded and live presentations.
Attendance of the Annual Meeting by Presenters, Participants, and Session Chairs
All presenters, workshop participants, discussants, and session chairs are expected to attend the meetings. The submission of a proposal and its acceptance represent a commitment from the contributor to present the paper or participate in the workshop in person at the conference. If a presenter is no longer able to keep this commitment they must notify ASOR’s Director of Meetings and Events as soon as they are aware that they will not be able to attend the meeting. The Program Committee is committed to promoting face-to-face interaction at the in person Annual Meeting, and generally does not permit substitute readers or remote presentations (via Skype). In rare circumstances the Program Committee will consider petitions to have a paper read by someone other than the presenter or co-author in order to maintain the coherence of the printed program, and when a session chair considers the paper to be critical to the session. Those who do not follow this procedure may be disqualified from submitting papers to the Academic Program for the upcoming Annual Meeting (that is for one year following their failure to appear as scheduled).
Chicago/in-person policy:
*Covid Vaccination Requirement to Attend In-Person/Chicago component
Currently, provisions are not available to accommodate real-time, internet appearances by participants who are unable to attend the meetings in person (e.g. via Skype) for in-person meetings. Pretaped, video appearances of presenters may be employed with written approval of the Program Committee and only if the presentations are 5 min. or fewer in length and if presenters are members of ASOR and registered for the Annual Meeting by the deadline stated in the Call for Papers.
Video-recording of sessions, workshops, or individual presentations is strictly prohibited without written prior approval from the Program Committee. This restriction includes recording virtual presentations that may be posted online by ASOR or a 3rd party provider.
Cancellation Policy
In the case that a presenter needs to withdraw his/her paper after it has been accepted, the presenter must email ASOR’s Director of Meetings and Events with the reason for the cancellation by September 1, 2021. If there should be a refund of the registration fee, a $75 administrative fee will be assessed. Refunds may be processed after the meeting and will be issued by February 14, 2022.
