2023 RULES FOR PARTICIPATION
Membership
An Academic (Graduate, Early Career, Regular, or Retired) or Sustaining Membership in ASOR is a prerequisite for participation on the academic program of the Annual Meeting in any speaking role (paper presenter, workshop presenter, discussant, session chair, or poster presenter). Associate Memberships and Contributing Memberships do not qualify for participation on the academic program. Students who are not currently enrolled at ASOR Member Institutions need to have an active individual student membership. If you do not know your membership number, either “Set Up an Account” or “Log In” to the ASOR Portal here and click “My Membership Overview” under “Membership” in the top navigation bar. All your membership information will be displayed here including your active/inactive status and your membership expiration date. If you have questions, please e-mail or call the ASOR office (703-789-9230).
Registration
In addition to ASOR membership, registration for the Annual Meeting is a requirement to participate on the academic program. 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 available: Due to COVID-19, and thanks to ASOR’s generous members, 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 and a brief explanation before purchasing registration. We will strive to meet all requests from members, with a preference towards those who have not received a scholarship in the past two years. We will do our best to meet requests from non-members and past scholarship recipients.
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 and a brief explanation. We will strive to meet all requests from members, with a preference towards those who have not received a scholarship in the past two years. We will do our best to meet requests from non-members and past scholarship recipients.
Academic Program Participation Form
Every participant on the academic program of the Annual Meeting (paper presenters, workshop participants, poster presenters, and discussants) must submit an abstract via ASOR’s online abstract management site powered by Oxford Abstracts in order to create an official listing/record of participation.
Participation Policy
Individuals may have up to three participant roles at the Annual Meeting (non-presenting co-authorship, business meetings, and receptions do not count as 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
2023 Hybrid Annual Meeting: All sessions (and workshops, when feasible) will be offered in hybrid format with both in-person presentations in Chicago and virtual participation via Zoom. Sessions are 125 minutes and can accommodate a maximum of 5 papers, with 20 minutes maximum for presentation and 5 minutes between each speaker for transition and Q&A. Workshops are also assigned 125 minutes and can accommodate a maximum of 8 presentations (no more than 10 minutes in length, and these presentations do not count as a paper presentation). Virtual and in-person presenters are asked to submit their PowerPoint slides (if using slides) by Sunday, Nov. 12.
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 during 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. 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 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).
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, 2023. If there should be a refund of the registration fee, a $50 administrative fee will be assessed. Refunds may be processed after the meeting and will be issued by February 1, 2024.
