PAMLA 2019

117th Annual Conference - San Diego, California
Thursday, November 14 - Sunday, November 17, 2019

Guidelines for Presiding Officers and Chairs

Guidelines for Presiding Officers and Chairs

General Policies

  • Members of PAMLA can present one traditional panel paper at the conference, and chair one session; or, if they are not presenting a panel paper, chair two sessions. In addition to delivering one paper as part of a traditional panel, members may also present on a Roundtable, as part of a Workshop (there are no limits on how many Workshops a person may register to take), or as part of a Creative Conversation or Special Event.
  • Once your session has been accepted, you must pay your PAMLA membership at our membership and conference portal (the membership payment option will be available by the end of April, and you must pay your membership by July 15): https://pamla.ballastacademic.com/
  • Presiding officers, chairs, and panelists must pay both the 2019 PAMLA membership fee and the appropriate conference fees to participate in the conference. A combined membership/conference fee option is available for your convenience. Membership in PAMLA also entitles you to receive two issues of PAMLA’s scholarly journal, Pacific Coast Philology.
  • Presiding Officers are in charge of publicizing their session so as to attract strong proposals, forming a session (or if they request and receive approval, two) by inviting a sufficient number of strong proposals, and keeping their panelists informed about the conference and the session.
  • Presiding Officers are typically also the chairs of the session they have formed. Presiding officers may chair two sessions, but only if they aren’t giving a traditional panel paper at the conference.
  • Should the Executive Director agree to a request to split the session into two, if the presiding officer is already giving a paper in a paper panel, the presiding officer should help the Executive Director to find an appropriate chair for the second of the two sessions.
  • Chairs are responsible for ensuring that all scheduled panelists know where and when their session is and how much time they will have for their paper. During the session, the chair will introduce panelists, politely keep panelists to their agreed upon time limit, reserve fifteen to twenty minutes at the end for questions and discussion, and moderate the panel’s discussion.
  • If the session is a General/Standing session, the presiding officer must conduct an election for the presiding officer for the next year’s conference. Any PAMLA member with expertise in the area may volunteer and run for the presiding officer position.
  • The presiding officer must report after the conference to PAMLA’s Assistant Director David John Boyd (communications@pamla.org ) about the session: how many people were there for the session(s) in total, were there any late cancelations or no-shows, and who was elected to be next year’s presiding officer if the session is a General/Standing session.
  • PAMLA rules generally do not allow chairs or presiding officers to present papers in their own sessions. To request an exception to this policy, contact Executive Director Craig Svonkin (at director@pamla.org or 626-354-7526). Do feel free, however, to propose to present in a session other than the one you are chairing.
  • PAMLA policy is to not allow more than two people from the same institution in a session  (including the session chair). Contact Executive Director Svonkin to request an exception.

Publicizing Your Panel

  • Publicize and promote your session among colleagues and at other organizations that you might be a part of or are associated with.
  • Please post Calls-for-Papers to advertise your session at CFP websites such as:

○      https://call-for-papers.sas.upenn.edu/
○      https://www.cfplist.com/
○      https://networks.h-net.org/tags/cfp

  • When publicizing your session, you can send people to the PAMLA CFP page:  https://pamla.ballastacademic.com/home/cfp . To propose a paper, they will need to create a user account at https://pamla.ballastacademic.com/ and then they’ll be able to submit a proposal. To do so, they will first need to find and click on your session, and then on the green “Submit Abstract” button. Then they will need to submit a paper title, brief abstract, longer proposal, brief bio (if they haven’t already uploaded a bio when creating their user account, or if they wish to change their bio for the conference), and requested media needs.
  • Remember that most abstracts will arrive close to the June 10 proposal deadline. Sending email reminders close to the deadline is encouraged.
  • Note: When advertising your session, include the unique URL for your session so potential participants will know where to submit their abstract online (the unique URL can be found in your acceptance email for your session). Or, send people to the CFP link (https://pamla.ballastacademic.com/home/cfp) where they will be able to propose.

Withdrawing a Session

  • Requests to withdraw a panel should be communicated promptly to Executive Director at director@pamla.org or Assistant Director at communications@pamla.org. If sufficient proposals have already been submitted, PAMLA may try to save the session by finding a replacement presiding officer.

Changing a Session Format

  • Any requests to change a session format will be considered (for example, from a Paper Panel to a Creative Conversation or a Roundtable). Please email Executive Director at director@pamla.org for any questions about session format changes or for format requests.
  • To find out more about PAMLA’s new creative session formats, such as Workshops, Creative Conversations, and Roundtables, see https://pamla.org/2019/session-formats.

Reviewing Abstracts for Your Session

  • Only abstracts received through the PAMLA website may be considered. Should you receive an emailed submission, you will need to direct the proposer to resubmit via the https://pamla.ballastacademic.com/ proposal portal (by finding your session and clicking on it and then the green “Submit Abstract” button, and adding the submission from there).
  • April 15: The abstract submission interface opens. When a proposer submits a proposed paper, the presiding officer and the person submitting the abstract will receive an automated email notification of the submission.
  • June 10 is the deadline to submit abstracts. To ensure fair consideration, presiding officers must refrain from accepting any proposals until June 11.
  • Beginning June 11 presiding officers will be able to invite, decline, or recommend proposals for rerouting to other sessions (only recommend for rerouting strong proposals that simply do not fit well in your session). You may also mark proposals as “Under Review.”
  • June 11-June 17: First Round of Invitations must be issued by June 17th.
  • June 11-June 17: Presiding Officers invite or decline abstracts, or recommend them for rerouting, or mark them as being under review. To do so, log in to https://pamla.ballastacademic.com/ and then scroll down to your session and click on “Manage” next to your session’s title. You will then be able to see a list of all abstracts submitted to your session. By clicking on View next to a proposal, you will be able to read the proposal and then change the proposal’s Approval Status (only after June 10) from Not Yet Reviewed to Invited, Declined, Recommended for Rerouting, or Under Consideration (remember to click save). The proposer, however, will not receive notice until June 18, so as to give all presiding officers time to invite.
  • June 18: The Veil of Secrecy will be lifted, and proposers will discover via an email or by logging in if they have been invited to join a session.
  • Once you have invited a proposal, the proposer will receive an email (on approximately June 18), and will then be able to log in to confirm their participation in your session, or decline your invitation. Should you not hear back from an invited proposer in a timely fashion, feel free to send them a very polite email from your own email to theirs, encouraging them to please confirm (or decline) their participation in your session.
  • July 15 is the deadline to finalize sessions. Please make sure each participant has explicitly confirmed their participation on your panel (they do so online at the https://pamla.ballastacademic.com/ site), as they may have submitted several abstracts and chosen to join another panel. Members may only present one paper on a traditional paper panel at the conference (but may also participate in one Roundtable, Workshop, Creative Conversation, or Special Event).
  • While you are encouraged to invite or decline proposals beginning on June 11, invitation emails will not be released until June 18 in order to allow everyone time to review proposals. Do please finish your first round of invitations by June 17 at the very latest.
  • Please do not invite more than three or four proposers to join your panel session, and no more than ten to join your roundtable or special event. Should you wish to convert a panel session into a larger roundtable (or vice versa), please contact Craig Svonkin: director@pamla.org or 626-354-7526.
  • If you’ve received enough strong proposals to justify petitioning for a second session, mark your session to request a split session (entering a rationale for your request) and mark your backup and possible second session selections as “Under Consideration.” You may also email or call the Executive Director (director@pamla.org or 626-354-7526). There is no guarantee that split session requests will be approved, so while awaiting approval begin inviting panelists for one session.
  • If you have not received enough strong proposals to form a quality session with three or four panelists, please contact Executive Director Svonkin as soon as possible.

Notifying Applicants

  • Inviting a proposed paper does not commit the invitee to your session, since many people propose to more than one traditional panel session (PAMLA rules allow members to present just one traditional panel paper at the conference).
  • Your PAMLA account will alert you when a proposer has already committed to another session of the same type (members may deliver only one traditional panel paper, and only one additional presentation in a Roundtable, Workshop, Creative Conversation, or Special Event).
  • Please acknowledge all submissions by July 15, or earlier, if at all possible, by changing their proposal status change from “Not Yet Reviewed” or “Under Consideration” to “Invited,” “Declined,” or “Recommended for Rerouting.” It is important that we not leave any applicant in doubt about the status of their submission.
  • Should you like a proposal quite a bit, but feel it isn’t right for your session, consider changing its status to “Recommended for Rerouting” so that the PAMLA team can see if they can find it another home. Do not, however, “Recommended for Rerouting” if the proposal is weak.
  • Contact Executive Director Craig Svonkin as soon as possible if a second session is called for or if more strong proposals are needed (director@pamla.org or 626-354-7526).
  • Presiding Officers should inform their confirmed panelists that their membership needs to be paid by July 15.

Finalizing Sessions

  • Chairs may not finalize sessions until all invited presenters have each confirmed participation (changing their "invited" to "accepted"). A presiding officer's PAMLA account will alert them whether a presenter is already committed to another session of the same type (which is not allowed).
  • When confirming with accepted presenters, please check the title of the presenter’s presentation, their name, and their audio-visual requests.
  • Completed session information is due no later than July 15 and should be submitted via PAMLA’s website.
  • Please wait until you have formed your session(s) to decline abstracts that you marked as “Under Consideration,” so as to retain proposals you may need for your session.

Audiovisual Requests and Wireless Internet

  • Audio-visual technology requests submitted after July 15 may not be considered.
  • Please remind applicants to indicate their individual media needs when they submit their proposals in their user accounts.
  • Audiovisual equipment available for sessions include projectors, projector screens, cables, audio cables, and audio speakers.
  • If you request audio speakers, said speakers will be available for “checking out” at the Registration Table before each session (and must be returned to the Registration Table promptly following your session).
  • Presenters must provide their own computers or other devices that can be connected to the projector. If you have a laptop or other device that requires an adapter, please bring that adapter to the conference with you.
  • While PAMLA makes all efforts to provide projectors and screens and speakers, as you know AV and media can sometimes go awry. So, please strongly encourage your panelists to arrive at their session room early and to have a backup plan (handouts perhaps) in case of AV problems.
  • Wireless internet will not be available at the annual conference.
  • If there are any difficulties choosing the right audiovisual request, please email support@pamla.org.

Absenteeism

  • PAMLA does not allow papers to be read in absentia, by webcam, or by other online means. The Executive Director and Presiding Officers are responsible for resolving any conflicts which may arise.
  • Presiding Officers and chairs must email director@pamla.org and communications@pamla.org as soon as possible if any participant withdraws.
  • If chairs or presiding officers themselves are not able to attend, it is their responsibility to contact Craig Svonkin immediately (626-354-7526 if not well before the conference), and help find someone else to chair the session.
  • Conference registration fees may be refunded if the conference participant notifies PAMLA Executive Director at director@pamla.org or PAMLA Assistant Director at communications@pamla.org of their need to withdraw from the program at least six weeks prior to the opening of the conference. Membership fees are non-refundable

Questions?

  • If you have any questions, ideas, or concerns regarding presiding officer or session chair guidelines or the PAMLA conference in general, do not hesitate to contact PAMLA’s Communications Officer Russell McDermott (support@pamla.org ), Assistant Director David John Boyd (communications@pamla.org ), or Executive Director Craig Svonkin (director@pamla.org or 626-354-7526). All three are happy to help and offer advice.