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 participants in the Annual Meeting Program. Due to COVID-19, ASOR has committed to provide scholarships to 100% of requests from those will a need. To apply, simply e-mail asor2020@asor.org with brief explanation (no lengthy application required). All program participants must register for the Annual Meeting when submitting an abstract or registering as a session chair or discussant. 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.

Undergraduate Members

Undergraduate members are encouraged to submit their work in the ASOR Virtual Poster session (Virtual Projects on Parade). 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 at the ASOR Virtual Annual Meeting; please submit your requests for exceptions along these lines to Arlene Press (meetings@asor.org). Undergraduate members are not eligible to serve on ASOR governing committees.

Waivers

Due to COVID-19, and thanks to ASOR’s generous members, we are committed to funding 100% of requests for scholarships for the ASOR Virtual Annual Meeting 2020. If you have been negatively impacted (directly or indirectly) by the pandemic and need a registration scholarship, please e-mail asor2020@asor.org with a brief explanation. No lengthy application is required. 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. If you need both a memberships and registration scholarship, please ask by e-mailing asor2020@asor.org—we will do our best to meet all requests.

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

Individuals may have up to three participant roles at the Annual Meeting (business meetings, non-presenting co-authorship, poster authorship, and receptions are not participant roles).

Participant roles include the following:

• Session or Workshop Chair (or Co-Chair)
• Presenter of Paper
• Workshop Participant/Panelist
• Discussant/Respondent

A single 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 Programs Committee is inclusive and seeks to incorporate all viable submissions. While session chairs are responsible for evaluating papers and posters submitted to ASOR Sessions, Member-Organized Sessions, Workshops, and the Poster Session, the Programs Committee in consultation with the Chairs Coordinating Council reserves the right to reject a paper, deny participation of a discussant or presenter in a workshop, or reject a poster.

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.

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. For the ASOR Virtual Annual Meeting 2020, we anticipate a combination of prerecorded presentations and synchronous discussion of that research.

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 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).

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). 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. The rules in this paragraph will be modified for the 2020 Virtual Annual Meeting.

Video-recording of sessions, workshops, or individual presentations is strictly prohibited without 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, 2020. 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 13, 2021. For 2020 only: Administrative fees are being waived for all registrations made prior to July 21, 2020. Please see the registration webpage for details on refunds and credits that apply to the 2020 Virtual Annual.