We know that many of you have questions concerning the 86th Annual Meeting Online. If you can't find the answer you need below, please submit additional questions here


Registration FAQ

Great question. The SAA 86th Annual Meeting Online site is live and you can access it using your SAA username and password. Once you login, start looking around: there are posters, a searchable list of presenters, and a daily agenda of events. You may find the New Attendee Orientation to be helpful as well:
Advance registration for the SAA 86th Annual Meeting Online is now closed. On site registration opens March 29, 2021.. You can register here
Please refer to our registration page: https://www.saa.org/annual-meeting/registration-info
Registrants will have access to all symposia (including the Presidential Session), general sessions, posters, forums, lightning rounds, and electronic symposia for the days of the conference (April 15-17, 2021) and on demand for three months. Registrants will be able to contact program participants asynchronously. During April 15-17, 2021, registrants will also have access to the Ethics Bowl, multiple Interest Group business meetings and receptions, and the exhibit hall. 


Withdrawals, Refunds, and Fee Adjustments

Please note we will begin processing withdrawals and refunds immediately. In February 2021, we will begin processing registration fee adjustments.

You may withdraw from the program before March 10, 2021, and receive an annual meeting registration fee refund (minus a $25 processing fee.)
We are currently in the process of issuing partial refunds to all participants.  If you have chosen to donate the difference, you will receive a letter of thanks and receipt in the mail once it has been processed.​ Due to the high volume of refunds/donations, this process will take several weeks to complete. We appreciate your patience! 
 
The annual meeting registration fee adjustment process will include the option to donate your annual meeting registration fee difference, in order to help the Society offset reduced annual meeting registration fees and support our continued work on behalf of members.
Yes, you will need to email membership@saa.org to request the credit be applied to their 2022 membership or registration before making their payment. 


Live Sessions

See the Live Sessions Presenter Guide for more information.

We have prepared a speaker guide for all live events. Please read it carefully as there are many things you can do before the annual meeting is live to make the event more successful (sign up for a walk-through, create a run of show, etc.). All discussants and participants in your event should receive an e-mail by April 9 with a link to the broadcast room. If you do not have this link, please e-mail SAA staff immediately. At least 15 minutes before your event is live (and keep in mind all times will be in Eastern Daylight Time), please click on the broadcast link.
We have prepared a speaker guide for all live events. [Please read it carefully as there are many things you can do before the annual meeting is live to make the event more successful (sign up for a walk-through, create a run of show, etc.). All discussants and participants in your event should receive an e-mail by April 9 with a link to the broadcast room. If you do not have this link, please e-mail SAA staff immediately. At least 15 minutes before your event is live (and keep in mind all times will be in Eastern Daylight Time), please click on the broadcast link.
The audience can post questions that will be visible to all on the synchronous text chat or an audience member can post a private question using the "Q&A" function.
Live sessions like forums, lightning rounds, electronic symposia, the Ethics Bowl, the SAA Annual Business Meeting, and the CRM Expo will all be recorded and the recordings will be posted around April 20 and remain available to view until July 17, 2021.
If a presenter is having any connectivity issue or accidentally drops from the broadcast, they should reboot and rejoin the greenroom using the greenroom link as soon as they can. This situation does happen, and the online vendor is used to bringing people back on stage. The presenter will be greeted by the greenroom concierge, who will "transfer" the presenter to the stage when the presenter is ready.  
You will need to send your slides to the online meeting technician before the live session. Please cue the technician verbally (e.g., "next slide, please") during the live broadcast.
If you are viewing a session (whether a prerecorded symposium or general session; or a live event) or a poster, when the session is over, you can close the window and return to the agenda to find another event or poster or an exhibitor booth to view. If you are presenting in a live session (in which case you are in the broadcast room), once the session is over, you will need to return to the SAA 86th Annual Meeting Online site to access the agenda.
Multiple people can speak at one time. Your event will go most smoothly if you have created a run of show so that the online meeting technician knows who is speaking when (e.g., 4:00 p.m. President Joe Watkins welcomes people to the business meeting and introduces our conference ombuds; 4:05 pm Ombuds David Rasch and Elaine Shaw say hello, etc.).
The broadcast event will be recorded, and there will be no ability to edit the recording. Much as with a live event, if you misspeak, you can correct yourself.
You may upload one PDF handout that will appear under the "Materials" tab on your event page. Please make sure the file name describes your handout as the file name will display to the meeting attendees. The last date for inclusion of a handout is April 9,2021, and the file should be emailed to the SAA staff member who is assigned to your live event.

Poster Presentations

Please see the Presenter Guide for Posters for more information. 

All posters will be available for the entire duration of the meeting and available to meeting registrants on demand until July 17, 2021. All posters will need to be uploaded by March 26, 2021. We will support asynchronous chat between poster presenters and registered meeting attendees to facilitate dialogue. A poster presenter guide is available here.
Posters will be available for the entire duration of the meeting. We hope they will be heavily viewed as people can see as many of them as they’d like without a fear of time conflicts. Each poster will have an asynchronous chat in which attendees can ask poster presenters questions or share information. Poster presenters can view these comments at any time and respond at their convenience.
Your poster PDF should be one page. In addition to the poster, you are also allowed one "handout" which will be posted under a tab titled "Materials."
As long as you are only including links to material that is publicly available on the internet—and not including actual images, charts, or other information on your poster itself—no permissions are necessary.
 


Recording Presentations: Symposia and General Sessions

The presenter guide for “Symposium and general session participants” is available here.

You will receive an e-mail the first week of February with a Calendly link and information regarding scheduling a time slot in the “greenroom.” If you have not received this e-mail, please contact meetings@saa.org immediately, so that you and your participants have the most time possible to get ready.
The “greenroom” is a recording environment. The interface will look like Zoom, but the presentations will be captured on three different computers to help improve the quality. You will be met by a technician who will help walk you through your recording.
Organized symposia and general session participants should have received an e-mail from SAA staff about scheduling your recording time slot in the first week of February. Please reply to this e-mail so that SAA staff can try our hardest to accommodate you. We know this is a tough lift for everyone, and we will do our best to work with your participants and the online vendor to find a time that is feasible, keeping in mind that with nearly 400 hours of recording video, we need to keep the process moving forward.
If possible, please ask your session chair or another participant in the session if they would record on your behalf.
If you cannot reach your chair and/or fellow participants, please tell SAA staff as soon as possible. We will try to find a new recording time, keeping in mind that we may not be able to find you a time after March 26.
 
We anticipate nearly 400 hours of presentation recordings and over 275 posters. All videos need to be captured, trimmed, and (if requested by attendees who are deaf or hard of hearing) captioned. All of this takes time. Files need to be uploaded to the meeting site, and staff will be checking the final meeting site for errors and glitches prior to going live. 
To ensure the annual meeting launches on time, we have asked sessions to be recorded within designated weeks based on session size. We hope we can all work together to get this massive project across the finish line.
 
Discussants in symposia will be recorded along with the other presenters in the session. This means discussants will need to review presentations before their recording date in order to have comments to share. The SAA will reserve later recording dates for sessions that have discussants in an effort to provide these presenters with the longest possible timeframe to ready their remarks. 
You do not need to remain in the “greenroom” after your recording is finished. In the case of large sessions, you can show up 30 minutes before your scheduled time. You may have to wait in the waiting room before the BAV technician can let you into the greenroom. As a courtesy to your colleagues in your session, please be prompt for your appointment. 
In order to record all presenters and create the longest possible horizon of time for recording, final recording files will not be available for presenters to review prior to the meeting. 
Because of digital storage space and logistics of sharing copies with more than 1,000 presenters, we will not be keeping the recordings after July 17, 2021, and they will not be available for downloading.
Symposia organizers and general session chairs, and all their participants, have been asked to schedule a time to record their session in a "greenroom." If you have not heard from your symposium organizer or session chair, please contact them right away to confirm what time slot(s) they are considering. The hope is that having a technician on hand to help orchestrate the video recording will improve the consistency of the final recorded session. The presenter guide for “Symposium and general session participants” is available here.
Symposia and general sessions will be prerecorded and the videos released at the time scheduled on the program. During the scheduled session time, there will be a synchronous chat. Presenters are encouraged to attend during the scheduled session time; and presenters and audience members will be able to post questions and answers and share information during the presentations in the chat. Symposium and general session rooms will be open for 30 minutes after the last presentation to support any spillover discussion and networking. The annual meeting materials will remain available for viewing until July 17, 2021. After the session concludes, we recommend viewers use e-mail or some other method of reaching presenters because the participants may not return to view the chat.


Participation and Technical FAQ

All symposia and general sessions presentations (including the Presidential Session) will be prerecorded and released at the time they are scheduled on the program. Session participants and registered meeting attendees can view the presentations and interact by chat "live" during the scheduled time on the program. Rooms have been reserved for 30 minutes after the last scheduled presentation in order to support interactions between registrants and presenters. All sessions (including posters) will also be available on demand until July 17, 2021, to all meeting registrants. All session participants can be contacted through the SAA 86th Annual Meeting Online for additional networking and offline discussion. There will be a speaker guide ready in February 2021.
All posters will be available for the entire duration of the meeting and available to meeting registrants on demand until July 17, 2021. All posters will need to be uploaded by March 26, 2021. We will support asynchronous chat between poster presenters and registered meeting attendees to facilitate dialogue. A poster presenter guide will be ready in February 2021.
All forums, lightning rounds, and electronic symposia will be held live and be recorded. There will be a guide for live event participants in February 2021. We will schedule rehearsals in the first week of April 2021.
Any symposia, general sessions, forums, lightning rounds, or electronic symposia originally scheduled for Wednesday evening, Thursday evening, or Sunday morning will need to move. We will share the new schedule on February 12, 2021.
Because SAA staff and all technical support staff are in the Eastern Time Zone, we will hold the SAA 86th Annual Meeting Online in Eastern Daylight Time (-4 UTC).
If registered for the SAA 86th Annual Meeting Online, coauthors will be able to join the session live and participate in the conversation happening by live chat. 
Coauthors of each poster will be listed with the poster abstract, but only the first author can be contacted through the SAA 86th Annual Meeting Online platform. (Note: the text of the poster can include the e-mail[s] of any author or coauthors.) 
All forums, lightning rounds, and electronic symposia will be held live. All general sessions and symposia will be recorded and will be released for viewing at their scheduled time on the program. Any meeting registrant who wants to participate in discussion can join for a "live" chat during the scheduled time. We are scheduling 30 minutes at the end of sessions to support discussions that may spill over. All posters will be uploaded on the site for viewing at any time by paid meeting registrants and the SAA 86th Annual Meeting Online will include asynchronous chat with poster presenters. 
During the session in the greenroom, presenters will be cued with the remaining time. We ask presenters to stick to their 15-minute limits in consideration of other session participants. Any content that exceeds 15 minutes in length may be edited out.
The Meeting Safety Policy and Code of Conduct at SAA Events applies to all SAA events, including the SAA 86th Annual Meeting Online. The SAA is pleased to introduce our two Ombuds at this meeting; they will be available by phone and e-mail to speak with any meeting registrant or member who has any concerns.

There will be a few different formats at the SAA Online Meeting: live sessions (such as forums, lightning rounds, electronic symposia, and the Ethics Bowl) and prerecorded sessions (such as symposia and general sessions) where individuals can present papers, posters, and other work.

Individuals cannot opt out of being recorded in live sessions since live video cannot be edited; however, they could elect to turn their camera off. As a courtesy to the community, if possible, we would ask you to consider posting a photograph of yourself so viewers do not just see a blank box where your webcam would normally be.

Symposia and General Session presentations and discussant remarks will be prerecorded (we will contact confirmed program participants in February to schedule a recording time in March.) Presenters could elect to have only audio enabled and not have their faces on video but their presentations must be recorded. During the recording session, we will add a watermark to the video to make it clear that these are the presenters' materials. Further the SAA 86th Annual Meeting Online platform does not support downloading videos, which we hope will provide another protection.​

Symposia organizers and general session chairs, and all their participants, have been asked to schedule a time to record their session in a "greenroom." If you have not heard from your symposium organizer or session chair, please contact them right away to confirm what time slot(s) they are considering. The hope is that having a technician on hand to help orchestrate the video recording will improve the consistency of the final recorded session. The presenter guide for “Symposium and general session participants” is available here.

Symposia and general sessions will be prerecorded and the videos released at the time on the program. During the scheduled session time, there will be a synchronous chat. Presenters are encouraged to attend during the scheduled session time; and presenters and audience members will be able to post questions and answers and and share information during the presentations in the chat. Symposium and general session rooms will be open for 30 minutes after the last presentation to support any spillover discussion and networking. The annual meeting materials will remain available for viewing until July 17, 2021. After the session concludes, we recommend viewers use e-mail or some other method of reaching presenters because the participants may not return to view the chat.


Exhibitors

On January 6, 2021, SAA will post a registration form so that exhibitors can apply for a digital booth in the SAA 86th Annual Meeting Online exhibit hall. Exhibitors who have paid for their 2021 booth have received information by e-mail. Any additional questions can be sent to carla_fernandez@saa.org

IMPORTANT DATES

  • April 15, 2020

    Submission System Opens

  • September 17, 2020

    Submission Deadline 3PM EDT

  • November 10, 2020

    Meeting Payment Confirmations Sent

  • November 15, 2020

    Membership Join Deadline for Nonmember Participants

  • December 01, 2020

    Withdrawal Deadline

  • December 06, 2020

    Participation Decision Letters from Program Committee

  • January 14, 2021

    Participation in the SAA 86th Annual Meeting Online confirmed

  • January 14, 2021

    Last date to get a full refund for withdrawing from program

  • January 28, 2021

    Program replacements submissions due

  • January 30, 2021

    Membership Renewal Deadline for Current Member Participants

  • March 10, 2021

    Advance registration closes

  • March 10, 2021

    Last date to get a refund for program participants (minus $25 processing fee)

  • March 26, 2021

    Last day for posters to be uploaded and for symposiums and general sessions to be recorded

  • April 02, 2021

    New Member Attendee orientations

  • April 05, 2021

    New Member Attendee orientations