Submitting a Proposal for the Annual Meeting: Frequently Asked Questions.
Please consult the Call for Papers and the Program Committee Guidelines for the theme of the meeting and further details about the application process.
Where can I get a copy of the
cover sheet?
What are the page limits for my proposal?
How many people can be on a panel? What
is the usual structure of a panel?
Do you accept proposals for individual
papers?
I have been asked to participate in two different
panels. Can I submit more than one proposal?
A scholar we selected for our session participated
in the last annual meeting. Does this disqualify him or her?
Can I fax or e-mail my application?
Should I register for the meeting when I submit
my proposal?
Does the AHA provide grants for foreign scholars
to attend the annual meeting?
Do I have to be a member of the AHA to present
a paper for the annual meeting?
Do I have to be a member of the AHA to submit
a panel?
Will you provide audio-video equipment for my presentation?
How do I propose an affiliated society session?
The cover sheet is published in Perspectives each September. You can also download a copy from our website, both as an Adobe Acrobat file and in an alternate form that you can print directly from the site. A cover sheet is mandatory for all submissions. Click here to get the newest free version of Adobe Acrobat.
What are the page limits for my proposal?
The Program Committee generally asks that proposals conform to the following guidelines:
1. 1-page statement of purposes for the session, including objectives, issues to be raised, methodologies to be employed, and pedagogical implications.
2. 1 or 2 pages with brief abstracts for each paper or presentation.
3. A 2- or 3-page vita (education, employment, and recent publications) FOR EACH PARTICIPANT who has consented to be considered for participation on the program.
How many people can be on a panel? What is the usual structure of a panel?
Most sessions fall into one of the three following patters:
a. one paper, three comments
b. two papers, two comments
c. three papers, one comment
Most sessions also have a chair, who introduces the speakers and is responsible for ensuring that the sessions run efficiently and effectively.
The Program Committee also welcome proposals for roundtables and other variations on this structure. However, there are no poster sessions.
Each session is limited to two hours. The papers and comments together should note exceed 90 minutes, to leave time for discussion.
Do you accept proposals for individual papers?
Because there is only one deadline, single-paper submissions cannot be considered. Experience shows that it is virtually impossible to find matches for single papers or form panels around them. The AHA has established a Panel Locator to assist members in finding suitable co-panelists.
I have been asked to participate in two different panels. Can I submit more than one proposal?
You are welcome to submit multiple panel proposals. However, the Program Committee Guidelines stipulate that except under extraordinary circumstances, participants in any annual meeting program should be limited to one appearance, so if both panels are accepted you may have to withdraw from one.
A scholar we have selected for our session participated in the last annual meeting. Does this disqualify him or her?
The Program Committee guidelines discourage "repeat" appearances on the AHA program, except in extraordinary circumstances. However, the prohibition is not absolute. Guideline 6.b. states: "The Program Committee has autonomy in the selection of programs and participants, subject to the following limitations: ... b. Unless the Program Committee deems that the overall quality of the program requires it, individuals should not participate two years in succession in any capacity;..."
In making your proposal to the committee, you can "plead" the circumstances, i.e. stating why you believe "the overall quality of the program" would "require" this individual's participation. It is, ultimately, the committee's decision.
Can I fax or e-mail my application?
The Program Committee accepts only paper proposals.Should I register for the meeting when I submit my proposal?
Although some professional organizations require proposals to be accompanied by meeting registration materials, the AHA does not. Panelists should register for the annual meeting when pre-registration opens in September.
Does the AHA provide grants to enable foreign scholars to attend the annual meeting?
The Program Committee is given a very small fund to designate for meeting-related expenses for participants on the AHA program. The committee has, in recent years, designated the majority of these funds for plenary speaker participants so factor that into consideration. Other funding opportunities might be more promising. The AHA headquarters office would be happy to provide a letter supporting a grant application. Contact Convention Director Sharon Tune.
Do I have to be a member of the AHA to present a paper at the annual meeting?
All participants, except for foreign scholars and those from other disciplines, must be current members of the Association. You will receive a letter the summer before the meeting with instructions on how to notify the AHA if you believe one of these exceptions applies to you.
Do I have to be a member of the AHA to propose a panel?
Yes, with the exceptions described above. Your proposal should indicate if you a foreign scholar or affiliated with another discipline.
Will you provide audio/visual equipment for my presentation?
Yes, if you are on a numbered AHA session. You must return the equipment order form, which will be mailed to each presenter the summer before the annual meeting, by the stated deadline. Please note that the AHA will not provide computers or Internet access due to the expense of renting these services from the meeting hotels. For further information about the AHA's equipment policy, see the equipment order form or contact convention assistant Debbie Ann Doyle.
How do I propose an affiliated society session?
Contact the affiliated society in question; contact information is available in the Affiliated Societies section of the AHA website. If you would like the session to be co-sponsored by the AHA you should submit a proposal by the general deadline. Sessions sponsored solely by an affiliate may be submitted later; check with the society for their policy.