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ASOR 2010 Annual Meeting

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Call for Papers and Sessions and Program Guidelines

VII. Instructions for Session Chairs
A. Planning Sessions
  1. Rules for Participation: Session chairs should review the Rules for Participation above carefully. Please note especially the two appearance policy; session chairs who solicit papers for their sessions should inquire whether the invitee has already submitted a paper to another session, and if so, should withdraw their invitation to avoid having the person give more than one presentation.
  2. Session Length: Sessions are scheduled in time slots of TWO HOURS in length. Templates will be sent to session chairs to ensure that each session runs for no more than two hours, that there is time for discussion for each paper, and that there is consistency between the timing of papers across sessions to facilitate attendance and minimize disruptions.

    FOR THE 2010 ANNUAL MEETING:

    • ASOR-Sponsored Sessions will be required to run at 5-6 papers each. Should the session chair of an ASOR-Sponsored Session feel the need to run his/her session with only 4 papers, he/she will be required to submit a one-page long justification for keeping the session at only 4 papers. This justification will be reviewed and vetted by the PC. Please send emails to Kelley Bazydlo.

    • Member-Organized Sessions will run with 4-6 papers, though they will be strongly encouraged to run with at least 5 papers.

    If you do not think you will have enough papers to fill a two hour session, please contact the co-chairs of the program committee, Elise A. Friedland and Andrew M. Smith II by March 1, 2010.
  3. Peer Review: Session chairs are responsible for assessing the quality of submissions. Chairs may want to consult with others in the field while reviewing some submissions.
  4. Acceptance/Rejection of Papers: Please submit your assessment of each abstract (accept/reject, comments, suggestions for situating in other sessions) to the ASOR office via ASOR's online abstract submission system. Soon after March 15, Session Chairs will be sent log in details and detailed instructions as to how to review the abstracts submitted for their session. Session Chairs must review their submissions by April 1, 2010. The ASOR office will notify proposers of whether their papers have been accepted or rejected. Please do NOT notify proposers yourself of the acceptance or rejection of their proposals, as it is important that all acceptances and rejections be issued at the same time, in an official format, and from the ASOR office.

Timeline and Deadlines: Session chairs should read the Deadlines for ASOR 2010 Annual Meeting carefully as these will affect whether your session is approved and individual papers may be accepted.

B. Final Submission: The final submission of materials for all sessions must include the following items and must be submitted to the ASOR Office in Boston via email attachment no later than April 15, 2010.

  1. Program Copy for Session: Follow this format (see the sample program copy below):

    Complete title of the session, indicating the session number in parentheses. E.g., Reports on Current Excavations and Surveys, ASOR-Affiliated (Session #1 of 2).

    2. Theme/brief description of the session (5-50 words).

    Schedule for Session:  Session chairs will be sent templates for the timing of papers depending on the number of papers scheduled for their session(s).  Changes may be made to these templates as long as a) they leave sufficient time for discussion and introduction of speakers and b) they are approved by the Program Committee.

    2. Abstract Copy: This will be used to create the program book for the meeting, so it is essential that it be as accurate as possible. Please compile a Word document that lists the presenters, their affiliations, paper titles, and abstracts in the order they will appear in your session. A single abstract from the session chair representing an entire session is not acceptable. Please edit your presenters’ abstracts to reflect the format of abstracts listed above. If your presenters submit abstracts longer than the 250 word limit, please edit them to conform to the limit and send the new revised abstract to the ASOR office with your other materials.

    3. Audio-visual Requests: Each session room will have an LCD projector, screen, and podium microphone. Please note, laptops are not provided. Should you require other audio-visual equipment including a 35mm slide projector or an overhead projector, please email Kelley Bazydlo with this request. Be sure you and those submitting proposals to your session pay close attention to audio-visual needs. Late requests cannot always be met and are expensive. This is especially the case with older technologies like slide projectors.

The program committee reserves the right to reject any session whose final form as submitted on April 15 is substantially different from the proposal originally approved.

Note: If a session chair needs to cancel a session due to a dearth of submissions or other reasons, he/she must notify the program committee co-chairs, Andrew M. Smith II and Elise A. Friedland by March 15, 2010.

C. Etiquette for Session Chairs/Presiders

All session chairs should be aware of the following rules of etiquette:

  1. Discussants: It is essential for the success of a session involving a discussant, that the discussant receive a draft of the papers at least a week before the Annual Meeting. It is the responsibility of session chairs to facilitate this exchange.
  2. Session Schedule: The printed schedule will be followed strictly. Let presenters, respondents, and panelists know of this practice. If a participant of the session does not attend and does not submit a paper to be read or finishes early, do not begin the next portion until the printed time. Fill "gaps" with discussion or a break; the session should not be rearranged or otherwise modified. It is essential for the success of the papers and the ensuing discussion that papers not be allowed to run beyond the time allotted for them.
  3. Changes to Schedule: Announce any changes to the schedule at the beginning of the session and at the time of the change.
  4. Troubleshooting: Ask your student assistant (either a Lindstrom fellow or volunteer) or contact the ASOR registration desk while at the meeting if you have problems, such as:
  • The room is not set up according to the chair's request in the session media request form.
  • You cannot find the light switches, require an additional carousel, etc. *Note, any additional audio-visual equipment beyond that listed on the session/media form must be approved by the Committee on Annual Meeting and Programs (CAMP) and may incur excess charges to the session.
  • Another group is in your room at the time you are scheduled.
D. PROGRAM COPY (sample)

Reports on Current Excavations and Surveys, ASOR-Affiliated (Session 1 of 2)

2 hours total time

Theme (optional): none

Reports on Current Excavations - ASOR-Affiliated I

Eric H. Cline (George Washington University), Presiding

Sharon Herbert (University of Michigan) and Andrea Berlin (University of Minnesota), "New Excavations at Tel Kedesh" (20 min.)

Douglas R. Edwards (University of Puget Sound), "Life in a Small Town: Three Seasons of Excavations at Khirbet Cana, Israel" (20 min.)

Kenneth G. Holum (University of Maryland) and Clayton Lehmann (University of South Dakota), "The 2000 Season of the Combined Caesarea Expeditions" (20 min.)

Martha Sharp Joukowsky (Brown University), "Petra 2000: Brown University Excavations of the Great Temple" (20 min.)

Steven Falconer, Jennifer Jones, and Patricia Fall (Arizona State University), "Early Bronze IV Village Life at Tell Abu en-Ni'aj, Jordan" (20 min.) Discussion (20 min.)

General Discussion (20 min.)

E. ASOR Program Committee

co-chairs:

committee members: