CFP Frequently Asked Questions


What plans does the AAS have in place for the AAS2021 conference as it relates to the COVID-19 Pandemic?
The AAS is currently planning for both an in-person conference in Seattle with an online/virtual component. We are staying abreast of the continually changing CDC and WHO Guidelines as well as working closely with the hotel, convention center and other suppliers to ensure a safe conference for all.

The hybrid format will include live-streaming and recording of sessions taking place in Seattle as well as plans for sessions and presentations to be presented virtually only. 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 in-person component will follow social distancing guidelines including contact-free badge pickup, wider exhibit hall aisles, social distanced room sets, etc. More details will be shared later this year once registration opens.

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

If the AAS 2021 conference is unable to take place in Seattle next March due to another surge of COVID-19 cases, will this conference also be completely cancelled?
The AAS2021 conference will not be cancelled. The 2021 conference will include a virtual/online component.  In the event we are unable to hold the in-person component of the conference in Seattle, we will transition the entire conference to a virtual/online conference using the technology we will already have in place.

Presentation Formats /Virtual vs. In-person

Will the AAS offer the option to present virtually?
The AAS is still finalizing these options but in addition to the in-person presentations taking place in Seattle, we can confirm that AAS2021 will also include the option for virtual presentations; some presentations will be pre-recorded and others will be presented live online.

We understand at this time, it is difficult for any individual to state unequivocally that they will be available to travel to Seattle in March 2021. However, we encourage potential presenters and organizers to move forward with creating and submitting dynamic proposal topics as normal.

As mentioned above in the COVID-19 block of questions, it is important again that we reiterate that the AAS 2021 conference will take place and will not be cancelled. For this reason, individuals on accepted sessions or with accepted individual papers, will have the option to present their research virtually. We will additionally allow for full sessions to be presented virtually.

We will remain in communication with all selected presenters in regards to presentation formats.

What type of presentation format options will the AAS accept or make available? 
Other than stating some presentations will be presented online (pre-recorded or live), more information will be provided later this Fall to selected participants.

General Questions

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.

The application is prompting me to log-in.  What do I do? 
We have integrated the proposal submission system and the AAS database for ease of use.  If you have an AAS account, you may log in to submit a proposal using your AAS account username and password.  After logging in to the application submission page, you will immediately be taken to the proposal submission application.  If you do not have an AAS account, you must first create an account, after which, you may log in to the proposal submission application using your newly-created AAS username and password.  Note: Creating an AAS account does not equal joining as a member.

What is the Call for Proposals submission deadline date?
The original August 4 deadline has been extended to August 19, 2020 at 5:00pm Eastern Standard Time.  All proposals must be submitted by this time. No exceptions .

My proposal was accepted to the 2020 Boston conference. Can I present at the 2021 Seattle Conference?
Yes, if your proposal was accepted to the 2020 conference you may re-submit the same proposal to the 2021 Call for Proposals for consideration. There is no guarantees of acceptance.

The AAS2020 Annual Conference was cancelled. Why is the AAS not automatically allowing me to present next year?
We understand and respect the amount of work each presenter put into preparing presentations. The AAS also worked over the course of 12 months planning details for the Boston conference, only to ultimately cancel the conference. Unfortunately, each annual conference location has space limitations and we are unable to accommodate all of the 450 sessions from Boston program as well as new sessions for 2021.

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 on a session.  At this time, individuals are allowed to participate on only ONE panel session.  This rules 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 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 45-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 at the session.  The exception being if an organizer is also assigned one of three roles listed above.

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 on 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 original proposed session. The organizer may also chair, present a paper, or serve as discussant on the same session.

Can I participate on more than one panel session?
Per the One-Appearance rule as defined above, individuals may participate on 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 participant’s 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 on 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 45 minutes in length.

Electronic Proposal Application

Can I save an incomplete application? Can I edit my proposal after it has been submitted?
Yes.  The CadmiumCD 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 foes 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 to 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 or

Does this mean that the AAS is no longer reviewing proposals and that an outside company is reviewing submission?
No.  The AAS Program Committee will continue to review proposals and the AAS is still the direct contact regarding applications and the Call for Proposals. CadmiumCD is simply a third party software solution for receiving online abstract applications and allows the AAS administrative oversight and organization of the information received. This software offers many options including sending automated confirmation and other bulk emails as needed.

Individuals 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.  A 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.

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 4, 2020 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.


When is the proposal submission deadline?
ALL proposal must be submitted no later than the extended deadline of August 19, 2020 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 

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. 


AAS staff will not have email access starting at 6pm Eastern on Friday, August 7 while we carry out system maintenance. We apologize for the inconvenience and thank you for your patience.