CFP Frequently Asked Questions

General Information

What is the format of the 2022 AAS Annual Conference?

The AAS Annual Conference will be a hybrid event. It will be held in person in Honolulu and will include a virtual component. Virtual sessions will be incorporated into the program during the standard Thursday-Sunday conference schedule. More information on virtual sessions and participation will be available at a later date, i.e., after the program committee has reviewed incoming proposals.

What is a Hybrid Conference?

A hybrid event is a tradeshow, conference, seminar, workshop, or another meeting that combines a “live” in-person event with a “virtual” online component.

What does “Hybrid” mean in the context of the AAS 2022 Annual Conference?

The hybrid meeting will include sessions and content that will take place in two environments: In-person and virtually. Session participants and individuals interested in attending either in-person or virtually will be given the option to select a virtual or in-person registration fee.

The majority of the AAS Hybrid Annual Conference will take place in-person and all presentations for sessions must be either 100% in-person or 100% virtually.

The in-person component will follow social distancing guidelines including contact-free badge pickup, wider exhibit hall aisles, social distanced room sets, etc. More details and COVID-19 protocols will be shared at a later date.

If the AAS 2022 conference is unable to take place in Honolulu next March due to another surge of COVID-19 cases, will the conference be canceled?

The AAS2022 conference will not be canceled. The 2022 conference will include a virtual/online component.  In the event we are unable to hold the in-person component of the conference in Honolulu, we will transition the entire conference to a virtual/online conference using the technology we will already have in place.

In what time zone will the virtual portion of the meeting take place?

All times will be listed in Hawaii-Aleutian Standard Time (UTC−10:00).

Do I need to be an AAS Member to submit a proposal to the Call for Proposals?

AAS Membership is not required to submit a proposal to the Call for Proposals nor is it required in order to present at the Annual Conference.  However, AAS members receive a significantly discounted conference registration rate and membership is encouraged.


Presentation Formats/Virtual vs. In-person

Can presenters on the same panel choose to present in different formats (either in-person or virtually)

No. All presenters on the same panel must agree to present within the same environment – either in-person or virtually. All in-person sessions must have in-person presenters and virtual sessions must have virtual presenters. The conference is hybrid, however, sessions are not hybrid.

Session organizers will be provided the option on the proposal application to select if the participants have all agreed to present in person or virtually.

If I am presenting in a virtual session, can I attend the in-person meeting?

Yes, absolutely. If an individual has agreed to participate in a 100% virtual session, that individual is still welcomed to attend the in-person meeting. Most virtual sessions will be live, so the individual will need to make arrangements to be available at the time of the virtual session.

What happens if one person who agreed to present in person can no longer present in person? Can they present via Zoom?

No. Due to the complications of accommodating a variety of needs for each individual, the AAS cannot support partial in-person/virtual presentation sessions. The individual may opt to withdraw or pre-record their presentation. Organizers/Chairs of the sessions, must coordinate the recording and manage the playing of the recording in the meeting. If said individual, would like to be listed in the program as a presenter, they must still register for the conference.

I’ve already organized my session and half of the participants can attend in-person and half cannot, what should I do?

We would recommend selecting the virtual presentation option. This option could ensure your session may continue, and the individuals interested in attending in person may still do so. However, please be aware that registration rates are based on physical attendance in Honolulu or virtual attendance online; not the presentation type. This means, if you still planning to attend the conference in person but are presenting in a virtual session, you must register as an in-person attendee.

Why is the AAS not allowing for hybrid sessions?

The technology expenses and logistics involved in providing sessions on-site that can accommodate both in-person and virtual presentations are cost-prohibitive for the AAS. After much consideration and budget review, while also considering the varying needs of each presenter, the decision was made to hold normal in-person sessions with an option for 100% virtual sessions online.

If our proposal is accepted in one format/environment, can we change it to the opposite format at a later date?

If a proposal is accepted as an in-person session and due to Covid-19 concerns, must ultimately switch to a virtual session, the AAS will accept requests for transfers from in-person to virtual. We will accept a limited number of transfers and all requests must be submitted by posted deadline dates (TBD).

If a proposal is accepted as a virtual session and would like to switch to an in-person session to take place in Honolulu, we cannot at this early stage definitely state we can accommodate this format change. This type of transfer involves a greater amount of logistics and planning. If we are unable to accommodate a virtual session as an in-person session due to space constraints in the venue, the alternative is that the session will move forward as a virtual session with all attendees taking part in Honolulu from their hotel rooms or another quiet space.


AAS Conference Terminology & Roles

What is an innovative session?

The program committee supports innovative panel sessions that encourage bold thinking, lively dialogue, and audience involvement.  For a list of possible formats, refer to the Call for Papers Innovative Panels Format full description.

What is the “One-Appearance Rule”?

The AAS’s One Appearance Rule applies to the number of times an individual is allowed to actively participate in a session.  At this time, individuals are allowed to participate in only ONE-panel session.  This rule applies to all Chairs, Paper Presenters, and Discussants and all session types (organized panels, roundtables, and workshops).

What is the role of a Session Organizer?

The Organizer is the individual who has worked to organize the session by contacting colleagues and scholars regarding forming a proposal for submission.  Session organizers are responsible for compiling all of the required information (participant contact information, abstracts, etc.).  The organizer typically submits the electronic proposal application. If the proposal is accepted, official notices are sent to organizers and this person is responsible for notifying participants of important details regarding the session.  The AAS considers the organizer the official contact for the panel session.  Typically the organizer does not have a speaking role at the session unless that person is also serving in another role of Chair, Paper Presenter, or Discussant.

What are the responsibilities of a Session Chair?

The chair of the session is responsible for leading the session at the conference.  The chair will introduce participants; coordinate the pre-distribution of papers among participants or discussants.  Most importantly the chair of the session keeps time at the session to ensure speakers adhere to agreed-upon presentation times, ensuring that the session does not run over the 1-hour 30-minute time limit.  In most cases, the chair is also the organizer of the session.

What are the responsibilities of a Session Discussant?

The discussant usually serves in a moderator role.  As determined by the organizer of the session, the discussant will help facilitate discussion among presenters and those in attendance or discuss in detail the content of the paper presentations.

Who is considered an official session participant?

The AAS considers anyone serving in the role of Chair, Paper Presenter, or Discussant an official and active participant.  Organizers of sessions are not considered participants as they do not actively participate in the session.  The exception being if an organizer is also assigned one of three roles listed above.


Submission/Participation Questions

How many sessions can one person “Organize”?

An individual may organize an unlimited number of sessions.  The organizer role is not an active role in the session.

I am an organizer of a panel. May I present a paper on another panel?

Yes, Organizers are not considered active participants and therefore may participate in the role of chair, presenter, or discussant on a different session from the originally proposed session. The organizer may also chair, present a paper, or serve as discussant on the same session.

Can I participate in more than one-panel session?

Per the One-Appearance rule as defined above, individuals may participate in only ONE-panel session at the conference. 

Why is the AAS so strict regarding the one appearance rule?

The AAS would like to give as many individuals the opportunity to participate each year.  Limiting the number of appearances assists us in accomplishing this goal.  Additionally, there is the issue of scheduling.  The AAS program committee has the unique challenge of balancing and scheduling hundreds of panels, while also working to limit the number of panel conflicts within geographic areas of study, disciplines, topics, AND participants ’ requested scheduling due to personal work or travel conflicts.  Allowing multiple appearances would increase the scheduling conflicts and only serve to prolong and further complicate the process.

I am only serving as the Chair/Discussant on a panel; does this mean I can still present a paper on another panel?

No, the AAS considers all individuals taking an active part in any session type an active participant; this includes Chairs, Paper Presenters, and Discussants.  Therefore you cannot serve as an active participant in another session

I understand I cannot participate on two panels, but can I serve as chair and paper presenter on the same panel?

Yes.  You may serve multiple roles within one (1) session.  For example, an individual may serve as chair and discussant, or chair and paper presenter on the SAME panel.

We have submitted a two-part panel/back-to-back panel?  Does the one appearance rule apply here considering this really is the same panel but scheduled in two parts?

The AAS considers two-part/back-to-back panels to be two separate panels.  The acceptance of both proposed panels essentially takes a slot from another panel that for example, may not have been accepted due to space constraints.  Therefore in the interest of fairness, “two-part” or “back to back” panels cannot contain the same individuals from the related panel.

What is the time length of all session types?

All sessions are 1 hour and 30 minutes in length.


Electronic Proposal Application

How do I access the Proposal Application system/Submit a proposal?

All submitters must create a new account before beginning an application. The AAS membership database is not linked to the submission system. Note: If you have submitted a proposal in a previous year that account will not work in the 2022 application; you must create a new account.

Can I save an incomplete application? Can I edit my proposal after it has been submitted?

Yes.  The submission site allows submitters to save incomplete proposals. You may also edit any information on the proposal before the submission deadline, including completed proposal submissions.   You may also completely withdraw an incomplete or submitted proposal before the deadline.

What information does the Organizer need to collect for the proposal submission?

Organizers will need to enter the following information for each participant:
1. Correctly spelled Name
2. Email addresses
3. Affiliation
4. Rank (student, professor, assistant professor, etc.)
5. Gender
6. Paper titles and abstracts (for organized sessions)

Do the organizers need to collect participants’ CV information?

No.   Organizers need only provide the information as listed above.

I am a participant on a panel; can I make updates to the submitted proposal?

No.  Only organizers have the access to make changes to proposal submissions. 

I submitted a proposal and did not receive a confirmation.

The proposal submission system automatically generates a confirmation email for all proposals.  PLEASE NOTE:  The confirmation emails are sent from the CADMIUMCD system not from the AAS webserver.  You may need to adjust your email filters to accept emails from conferenceabstracts.com or
support@cadmiumcd.com


Individual Paper Proposals

Why is the Individual Paper proposal acceptance rate so low?

The AAS considers the annual conference to be an organized panel conference.  Therefore we offer a very limited number of Individual Paper panel slots.  Typically, there are only 10-13 Individual Paper panels each year. This means, with approximately 4-6 papers allowed per session, we can only accept approximately 60-90 Individual Papers.  We generally receive over 500 Individual Paper proposals each year.

If my paper is accepted, can I choose the session I want to participate on?

No.  The process the AAS uses for accepting Individual Papers is as follows. Each Individual Paper proposal is scored by the program committee based on quality.  After all Individual Paper proposals have been scored, the proposals are then sorted from the highest to lowest score.  The second round of reviews is then completed to determine if there are enough highly scored papers in any topic area that can be grouped with other papers with similar topics that also received a high score.  When all papers have been grouped, these “papers” are then given a session title and the session is then chaired by a member of the program committee.  Those Individuals Papers are marked as accepted.

My paper was accepted for virtual presentation format. What should I expect?

Accepted individual paper proposals that have indicated the preference for virtual presentations will not be scheduled into sessions. Instead, these papers will be presented individually and posted on the virtual platform. The pre-recorded individual paper presentations will be made available on-demand to conference attendees.

I am submitting an Individual Paper Proposal; can I apply for travel funding?

It depends on the kind of funding. The AAS International Exchange Travel grants are only available for individuals on organized panel sessions.  Individual Paper proposers are not eligible for this grant funding.  However, graduate students with an accepted individual paper proposal are eligible to receive the Graduate Student travel stipend.

My individual paper proposal was accepted. Now what?

You will receive the name of your panel session and the name of your panel chair.  Your panel chair will contact you with the next steps.


Travel Funding

One of my participants is in need of Travel Funding. Does the AAS offer travel stipends and how do I apply?

See the Call for Proposal instructions for full information regarding travel grants.  You may request an AAS International Exchange Travel grant funding within the main Call for Proposals application.

Is there travel funding available for students?

Yes. The AAS offers two options for funding for students. All students accepted to present on the AAS program will automatically receive a small travel stipend of approximately $200. Students must live more than 100 miles away from the conference venue and must be registered by the posted participant deadline. No application is required to receive the Graduate Student Travel Stipend. Students are also eligible to receive the AAS International Exchange Travel grant. However, student may not receive funding from both sources.

More than one of my panel participants is in need of travel funding?  Can I apply for more than one person?

We can only accept a request for one individual per session.  However, you may request to split the funding.  This means, you must officially submit one name for the grant but in your comments section can request to split the award between two individuals.  The $2000 award maximum amount still applies. The grants are awarded based on travel location and amounts will not be increased to accommodate two or more people splitting the award. 

What is the deadline for submitting an AAS International Exchange Travel Grant request?

All travel grant requests must be received by the August 10, 2021 deadline.  A grant request should be submitted within the main application.

I already submitted the proposal but I have just learned my participant would like to apply for an AAS International Exchange Travel Grant.  Can I update my proposal?

Yes, you may log in to the proposal application and edit your request.  We cannot accept requests after the panel proposal deadline.

I am submitting an Individual Paper Proposal; can I apply for travel funding?

No.  AAS International Exchange Travel Grants are available only to individuals participating in organized sessions (see Call for Papers for more details). However, students accepted to present an individual paper are eligible to receive the Graduate Student Travel Stipend.


Deadlines

When is the proposal submission deadline?

ALL proposal must be submitted no later than August 10, 2021, 5:00pm EST deadline. NO EXCEPTIONS or EXTENSIONS will be made. 

When is the registration deadline for panel participants?

All accepted participants must pre-register by the posted deadline (see Call for Proposals) and/or registration page. 

Why does the participant pre-registration deadline differ from the general conference registration deadline?

The AAS has strict guidelines regarding participants and registration.  All participants must pre-register by the posted deadline in order to have their name printed in the conference program.  The conference program goes into production in December in order to be formatted, printed and shipped in time for the annual conference in March. 


Proposal Decisions

What are the most important areas I should consider when organizing my session proposal?

Session organizers are advised to diversify their session proposal.  Multi-disciplinary and/or multi-institutional representation, as well as gender balance and a combination of junior and senior scholars, is strongly encouraged for all proposals.

Who makes the final decisions to accept proposals?

The Program Committee reviews all proposals and selects the sessions to be held at the upcoming annual meeting. The committee consists of 10 members appointed by each of the AAS Area Councils. These 10 members are divided into subcommittees for each area (China and Inner Asia, Japan and Korea, South Asia and Southeast Asia, and Inter-area/Border Crossing. These subcommittees will review all session and individual papers submitted within each area. There are 2-4 Individual Paper panels formed within each area of study and a member of the program committee will chair these sessions.

How/when will I be notified if my Paper/Panel Proposal has been accepted?

The Program Committee will meet virtually in September and session organizers and individual paper proposal submitters will be notified of final decisions after the meeting. Generally, all participants listed on accepted proposals are copied but session organizers have the final responsibility of notifying the members of the proposal panel of the Program Committee’s decision.  If you do not receive an official decision notification by September 30, 2020, it may be because you did not complete the submission process properly, your email address may be listed incorrectly, or your email may have blocked the automated message. Additionally, session organizer may log in to their submission application to check the status of the application.  The proposal decisions will be marked once the data has been updated.  Please email the conference manager at aasconference@asianstudies.org. 

My proposal/paper was accepted. Now what?

All individuals on accepted panel proposals or individual paper proposals are now considered participants.  All participants will receive an informational email regarding their participation and next steps, including registration information and full session information.

Do I need to submit my full paper?

The AAS does not require or accept full papers for the conference.  We do not print or sell papers.  However, the abstracts from panel sessions at previous conferences are posted on our website. If your session format includes the pre-distribution of session papers; the AAS can upload the papers in advance to the Itinerary website.  Please contact the conference manager for more information.

May I make changes to my panel after my panel has been accepted?

The AAS will accept only the following changes to panels after acceptance: 1) Personal address and affiliation information; 2) Panel/Paper title and minor abstract edits and updates; 3) Replacement names for participants that have withdrawn from the panel.  We will not accept NEW and additional participants to accepted sessions.