Instructions for Affiliate Sessions and Events

Sessions Submitted to the AHA Program Committee

Affiliated societies may submit proposals for joint sessions to the AHA Program Committee, e-mail notifications will be sent in late April or early May. Joint sessions are assigned days and times by the Program Committee, which cannot be changed. Historians based in the United States on sessions accepted by the AHA Program Committee are required to be AHA members. There is no charge to affiliates for sessions accepted for joint sponsorship by the AHA Program Committee.

If the AHA Program Committee does not select sessions submitted by an affiliate, the organization can still schedule those sessions at the AHA Annual Meeting. The sessions will be sponsored by the affiliate rather than jointly with the AHA. Affiliates request days and time slots for their sessions.

Affiliate Sessions and Events

If your organization wants to schedule events—sessions, receptions, business meetings, breakfasts, luncheons, etc.—during the AHA meeting then you must submit your group’s information through the online submission system by 11:59 p.m. on the affiliate deadline on Monday, May 21.

A link to the online submission system will be distributed via the affiliate community in early May; contact annualmeeting@historians.org if your organization has not received the link.

Please remember that everyone participating in the annual meeting, whether on an AHA or affiliated society session, is required to register for the conference. Participants on affiliated society sessions are not required to be AHA members. There is a discounted rate for nonmember speakers.

Charges for Affiliated Society Sessions

Charges for meeting space are outlined in the “Process for Affiliate Sessions and Events” memo, which will be updated in March or early April. For comparison, charges for the 2018 meeting were: 

  • 1 or 2 sessions, $100
  • 3 to 5 sessions, $300
  • 6 to 9 sessions, $400
  • 10 or more sessions: $65 per session

Charges apply only for sessions and events scheduled in the following time slots:

  • Thursday: 1:30–3:00 p.m. and 3:30–5:00 p.m.
  • Friday: 8:30–10:00 a.m., 10:30 a.m.–12:00 p.m., 1:30–3:00 p.m., and 3:30–5:00 p.m.
  • Saturday: 8:30–10:00 a.m., 10:30 a.m.–12:00 p.m., 1:30–3:00 p.m., and 3:30–5:00 p.m.
  • Sunday: 9:00–10:30 a.m. and 11:00 a.m.–12:30 p.m.

Affiliates are welcome to contact staff for a cost estimate before submitting their sessions. Invoices will be sent shortly after the meeting.

Receptions and Evening Events

Receptions can be scheduled on Thursday, Friday, and Saturday evenings. We ask that no receptions be scheduled during the AHA presidential address on Friday, Jan. 4. Affiliates may, however, schedule sessions and meetings concurrent with the presidential address.

As the hotels need an hour to turn rooms from session seating to reception set up, receptions may be scheduled:

—Thursday, Jan. 3, from 6:00 p.m. onward (one hour after sessions conclude at 5:00).

—Friday, Jan. 4, from 6:30 p.m. onward. Sessions and meetings may begin at 5:30 p.m.

—Saturday, Jan. 5, from 6:00 p.m. onward.

Receptions may be scheduled for one, one and a half, or two hours.

Luncheons

If located in meeting hotels, luncheons are normally scheduled on Friday and Saturday from 12:00-1:30 p.m. Affiliates may request a longer slot to accommodate a speaker or other programming.

Affiliates will make catering arrangements directly with the hotel. Detailed catering information will be posted here in mid-July.

Audiovisual Equipment

Affiliates have expressed concern about the high cost of ordering AV equipment for events that are not cosponsored by the Program Committee. The AHA offers affiliates use of one LCD projector for one day at 50% the cost to the AHA for equipment and labor. Affiliates will be responsible for the cost of any additional equipment at the discounted rate negotiated by the AHA. To maximize savings, the Association will order all equipment directly and bill affiliates after the meeting. Final pricing is posted each spring.

Online Submission System

The online submission system will prompt submitters to enter the following information. Please save this information in a Word document and then copy and paste it into the system. Contact annualmeeting@historians.org if you have any questions about submitting information.

  • Affiliate Name
  • Affiliate Organizer information. Name, email address, and affiliation of organization official(s) who will receive information about the affiliate’s program, review the affiliate’s Program entry, and serve as the primary billing contact.

For each session or event:

  • Title (no more than 20 words)
  • Event type (Session, Roundtable/Panel, Meeting/Board Meeting/Business Meeting, Luncheon, Breakfast, Reception, or other)
  • Optional one or two sentence session description (up to 100 words). Affiliates may elect to include a short session abstract of up to 100 words that will appear in the online program and meeting app.
  • Co-sponsor(s) (If another affiliate will co-sponsor the session)
  • Preferred day and timeslot for each event
  • Alternate day and timeslot for each event
  • Attendance forecast for each event
  • Desired room set
  • Special scheduling requests (if any) (for example, the group’s reception must follow a specific session)
  • Audiovisual equipment requests
  • Name, affiliation, role (chair, comment, panelist), and e-mail address of each participant. Information on AHA members is already loaded in the system. You may add information for nonmembers.
  • Paper or presentation titles (if applicable)

When you have finished entering your session, click “save and continue” and close the window. Click “Add a Session” to add any additional sessions.

Affiliate organizers will receive a copy of the organization’s program listing for final review in late July.

Affiliate sessions and activities will be listed within the main body of the AHA Program. An index will summarize sessions and events by affiliate.