Submissions & Onsite FAQs

Submission System FAQs

For information about deadlines and policies, visit our submissions home page.

General information about participant roles and submission formats can be found here.

To participate on the program, all presenters, chairs, moderators, and discussants are required to pay the registration fee for the Annual Meeting before the submissions deadline and additionally, hold an SAA membership over the course of the meeting year (memberships run from January 1 to December 31). SAA begins accepting membership dues for the following membership year on August 1. Individuals who are not current SAA members would need to join the Society by November 15 and current members, have until January 30 to renew their membership. For further details about the registration and membership requirements, as well as other policies, please visit the Submissions Guidelines page.

 

General Session

Abstracts cannot exceed 200 words. Also, please do not use more than one (1) space after a period. 

The Program Committee selects chairs for general sessions from those individuals that have indicated a willingness to serve in such a capacity. Please be sure to select the appropriate box on the individual abstract submission form if you are interested.

A general session chair accepts the responsibility of providing the laptop computer for the session and ensures that all presentations are loaded prior to the session. To facilitate that process, SAA Staff will provide the general session chair with contact information for all the session participants

Posters After Hours is held on Thursday evening. The Program Committee selects poster sessions and poster abstracts to participate in this session. To be considered, submit your poster session or poster abstract and then email meetings@saa.org. Your name will be added to a list and passed on to the committee after the submissions deadline.

Unsure if you want to submit an abstract for an oral or a poster presentation? Check the “Permission to Convert my Paper to a Poster” box to give yourself the option to be part of Posters After Hours.

Please note that we can’t guarantee your poster or session will be placed in the Posters After Hours session.

 

Organized Session: Chair/Moderator

First time organizing a session? View this tutorial on how to submit a session.

The session chair is responsible for organizing the session submission and making sure their participants have completed their submissions. Onsite, session chairs are responsible for providing a laptop for their session (or delegating this to a session participant) and loading all presentations onto the laptop prior to the session.

After you select your session format and complete the session abstract, you may invite participants to your session. In order to invite participants, you will need to enter each person’s first and last name, and e-mail address. Participants are invited to your session via an automated e-mail.

Sometimes a participant’s mail provider may reject the automated email. If this occurs, you can send the participant your session ID number and what role you would like them to have in your session. The participant will then need to login into the submission system, click the “I want to accept an invitation to an organized session” button, enter in your session ID number, and then select their role.

You can now connect with possible session participants and organizers through the "Session Organizers Looking for Participants" discussion thread in the Collaboration e-Community. In this e-Community, organizers can post about their session and the type of presenters they are looking for. This gives others the opportunity to reach out directly to the organizer if they feel they would be a good fit for the proposed session. This thread can be found under "Annual Meeting" in the Discussions section.

Detailed instructions on how to navigate to this thread can be found here.

The Collaboration e-Community is open to anyone with an SAA account (whether they are a current member or not) during the submissions period (May 1 - September 5, 2019).

When logged in to the submissions portal, click on the “I want to accept an invitation to an organized session”, enter your Session ID, and follow the prompts to complete your submission as a participant or discussant.

Participants will not appear in your session until they have accepted your invitation to participate.

Once the maximum number of participants has been reached, invitees will no longer be able to accept the invitation to the session. Similarly, if a specific role is maximized, the participant will not be able to join the session in that role.

Chairs have the ability to pay for a participant’s registration fee via the submissions system. In order for the chair select this option, the participant must log in to the submissions portal, complete their abstract (if relevant to their role), and select the “Pay by Mail/Fax” checkbox under Payment Options (on the Step 2 Registration tab). Once the participant has completed these steps, they will be listed on your Step 3 Participants tab. Under their “status” column they will be marked as unpaid. On the Step 3 Participants page, click the “Pay for Invitees” button at the bottom of the page, select which participants you’d like to pay for, and then follow the prompts to complete the payment.

Registration fees for all participants must be received by the submissions deadline.

Posters After Hours is held on Thursday evening. The Program Committee selects poster sessions and poster abstracts to participate in this session. To be considered, submit your poster session and then email meetings@saa.org. Your name will be added to a list and passed on to the committee after the submissions deadline. Please note that we can’t guarantee your session will be placed in the Posters After Hours session.

The designation “sponsored” indicates the support of an SAA internal entity (i.e. committee, Task Force, interest group) or an outside organization that has received explicit approval from the SAA Executive Director. Outside organizations will need to contact Oona Schmid (oona_schmid@saa.org) to discuss session sponsorship approval.

To indicate that your session is sponsored, go to edit your session submission, on step 1 “submission info” check yes on question #6, then enter the name of the sponsoring group. 

Because numerous groups wish to sponsor sessions, the Program Committee must balance such requests with other program goals; as a result, in some circumstances, requests for sponsored sessions may be rejected. Typically, a group may sponsor one session. Additional sponsored sessions by the same group are solely at the discretion of the Program Committee.
 

Sessions are auto-submitted for review once the submission deadline hits on September 5, 2019, 3pm Eastern Time. Chairs of sessions have the ability to make changes to the session at any time before the deadline. Prior to the deadline, please be sure to organize presentations within the submissions portal as you would like them to appear on the Preliminary and Final Program. No changes may be made after the deadline.

If the primary chair has not completed his/her submission or registration, the session will NOT be submitted for review.

If any session participants have not completed their submission or registration, they will not be included in the final session submission. Chairs are able to review and print the “Summary” page which shows exactly how their session will appear when it is submitted.

 

Organized Session: Participants

In order to submit to an organized session the session’s chair will have needed to send you an invite through the submissions portal or given you the session ID number. To accept an invitation, sign in to the submissions portal, click on the “I want to accept an invitation to an organized session”, enter the Session ID, and follow the prompts to complete your submission as a participant.

If you have not been invited by a chair to participate in an organized session, you can find chairs looking for participants by logging in to the Collaboration e-Community. The “Session Organizers Looking for Participants” discussion thread is where chairs can post about their session and the type of presenters they are looking for. This gives others the opportunity to reach out directly to the chair if they feel they would be a good fit for the proposed session. This thread can be found under "Annual Meeting" in the Discussions section.
Detailed instructions on how to navigate to this thread can be found here.

The Collaboration e-Community is open to anyone with an SAA account (whether they are a current member or not) during the submissions period (May 1 - September 5, 2019).

While any individual participating in the meeting may hold 3 roles, participants are limited to holding 1 “presenter” role. Presenter roles include 1st authorship (primary author) on both paper and poster submissions. If you are already listed as a presenter elsewhere, you can’t submit a second abstract.

Abstracts cannot exceed 200 words. Also, please do not use more than one (1) space after a period. 

Since the submission system will only allow each individual to submit one paper or poster abstract, the participant will need to delete the initial abstract submissions and resubmit the abstract to the organized session. In order to submit to an organized session the chair can either send you an invite through the submissions portal or you can use the session ID. When logged in to the submissions portal, click on the “I want to accept an invitation to an organized session”, enter the Session ID, and follow the prompts to complete your submission as a participant.

If you have issues with this process, contact meetings@saa.org for assistance.

Once the maximum number of participants has been reached in a session, invitees will no longer be able to accept the invitation to the session. Similarly, if a specific role is maximized, the participant will not be able to join the session in that role. Please contact your session chair if you are unable to join their session.

Alternatively, an individual participating in the meeting may only hold 3 roles and participants are limited to holding 1 “presenter” role. Presenter roles include 1st authorship (primary author) on both paper and poster submissions. If you have already reached your 3 role or presenter role maximums, you will not be able to join the session.

 

 

Guidelines for Onsite Participation

Session chairs have the responsibility to provide the laptop and load any presentations in advance of the session (or they may delegate that responsibility to another session participant).

Each room is equipped with the following standard setup:

  • One LCD projector and cable
  • One screen
  • One laser pointer
  • One countdown timer

Should the chair or another individual providing the computer need a special connector for an Apple computer to the LCD projector, the chair or designee will need to bring it. Our audio visual companies do not provide dongles. The Speaker Ready Room will be accessible throughout the Annual Meeting if the chair would like to practice connecting their laptop to the LCD Projector.

Individuals who wish to order and pay for additional equipment may contact SAA for the audio visual company information.

Additionally, session chair are responsible for introducing each participant and keeping the papers running according to schedule. Most rooms have sessions scheduled back to back, making it vitally important to keep sessions and papers to their scheduled times.

Please remember that oral presentations in regular symposia are limited to fifteen minutes in length. Prepare your paper with this time limit in mind so that all sessions can run on time. We also recommend that you provide your session chair with copies of any electronic presentation files well in advance of the session's scheduled time slot.

Each session room is equipped with one LCD projector and cable, screen, laser pointer and a countdown timer. Laptops will be provided by the session chair.

Space

The poster display area for graphics and a textual summary is 4 feet (height) × 8 feet (wide). Each space has a 15 feet × 4 feet table area in front of it where handouts or samples may be placed. Text should be limited to four or five pages of double-spaced, 16-20 point text. Mounting supplies are not provided by SAA; presenters need to have their own pushpins or double-sided tape for their displays. Electricity is not available.

Title

At the top of each poster, the title and authors should be clearly displayed. It is recommended that this information be 6 inches in height and up to 8 feet long in order for it to be highly visible to attendees.

Author's Presence

The poster display time is two hours. How much time presenters spend with their posters is up to them. Since one of the clear advantages of poster presentations is sustained interaction with the "audience," SAA urges presenters to spend as much of the two hours as possible with their material.

IMPORTANT DATES

  • May 09, 2019

    Submission System Opens

  • September 12, 2019

    Submission Deadline 3PM EDT: Extended Due to Hurricane Dorian

  • October 04, 2019

    Meeting Payment Confirmations Sent

  • November 15, 2019

    Membership Join Deadline for Nonmember Participants

  • December 02, 2019

    Withdrawal Deadline

  • December 05, 2019

    Participation Decision Letters from Program Committee

  • December 15, 2019

    Preliminary Program Posted Online (hardcopy mailed early January 2020)

  • January 30, 2020

    Membership Renewal Deadline for Current Member Participants