RULES FOR PARTICIPATION
Membership
An Academic or Sustaining Membership in 17³Ô¹Ïis a prerequisite for participation in the Annual Meeting as a Paper Presenter, Session Chair, or Poster Presenter (Associate Memberships and Contributing Memberships do not qualify). Students who are not currently enrolled at 17³Ô¹ÏMember Institutions need to have an active student membership. If you do not know your membership number, log in the and click “My Information” in the sidebar. Your membership number will be displayed directly underneath your name. If you are not certain about whether your membership is current, please make a notation to this effect in the online registration form. If you have questions, please e-mail or call the 17³Ô¹Ïoffice (703-789-9229).
Registration
In addition to 17³Ô¹Ïmembership, registration for the Annual Meeting is a requirement for participants in the Annual Meeting Program. Due to COVID-19, 17³Ô¹Ïhas committed to provide scholarships to 100% of requests from those will a need. To apply, simply e-mail asor2020@asor.org with brief explanation (no lengthy application required). All program participants must register for the Annual Meeting when submitting an abstract or registering as a session chair or discussant. Please note that the Annual Meeting Registration site and ASOR’s abstract submission site are two separate platforms that each require a log-in and password.
Undergraduate Members
Undergraduate members are encouraged to submit their work in the 17³Ô¹ÏVirtual Poster session (Virtual Projects on Parade). Only in exceptional circumstances (for example, in the case of papers co-authored by senior scholars and undergraduate members) may an undergraduate present a paper at the 17³Ô¹ÏVirtual Annual Meeting; please submit your requests for exceptions along these lines to Arlene Press (meetings@asor.org). Undergraduate members are not eligible to serve on 17³Ô¹Ïgoverning committees.
Waivers
Due to COVID-19, and thanks to ASOR’s generous members, we are committed to funding 100% of requests for scholarships for the 17³Ô¹ÏVirtual Annual Meeting 2020. If you have been negatively impacted (directly or indirectly) by the pandemic and need a registration scholarship, please e-mail asor2020@asor.org with a brief explanation. No lengthy application is required. 17³Ô¹Ïwill attempt to fund all requests for membership scholarships for those that need funding for both membership and registration, but membership scholarships may be limited by the availability of funds. If you need both a memberships and registration scholarship, please ask by e-mailing asor2020@asor.org—we will do our best to meet all requests.
Academic Program Participation Form
Every participant in the academic program of the Annual Meeting (paper presenters, workshop participants, session chairs, and discussants) must sign up using ASOR’s online abstract management site. All are asked to pay special attention to the request for information about schedule conflicts.
Participation Policy
Individuals may have up to three participant roles at the Annual Meeting (business meetings, non-presenting co-authorship, poster authorship, and receptions are not participant roles).
Participant roles include the following:
- Session or Workshop Chair (or Co-Chair)
- Presenter of Paper
- Workshop Participant/Panelist
- Discussant/Respondent
A single individual may not:
- Present two papers
- Chair more than two sessions
Criteria for Evaluating Papers/Presentations Submitted to 17³Ô¹ÏSessions, Member-Organized Sessions, Workshops, and Poster Session
In order to generate a program that is of interest to ASOR’s wide-ranging constituency, the Programs Committee is inclusive and seeks to incorporate all viable submissions. While session chairs are responsible for evaluating papers and posters submitted to 17³Ô¹ÏSessions, Member-Organized Sessions, Workshops, and the Poster Session, the Programs Committee in consultation with the Chairs Coordinating Council reserves the right to reject a paper, deny participation of a discussant or presenter in a workshop, or reject a poster.
17³Ô¹ÏPolicy on Professional Conduct
17³Ô¹Ïis committed to the preservation and protection of archaeological resources as outlined in the 17³Ô¹ÏPolicy on Professional Conduct, and all presentations made at the Annual Meeting should be in conformity with this policy, as adopted by the 17³Ô¹ÏBoard of Trustees on April 18, 2015.
Code of Conduct for the 17³Ô¹ÏAnnual Meeting and other 17³Ô¹ÏSponsored Events
17³Ô¹Ïis committed to a safe and respectful environment at our Annual Meetings and has implemented a Code of Conduct for the 17³Ô¹ÏAnnual Meeting and Other 17³Ô¹ÏSponsored Events.
Length of Presentations
The Programs Committee recommends that presentations fit into 15-25 minute time slots depending on the number of presenters per session, allowing at least 5 minutes for discussion between each presentation. For the 17³Ô¹ÏVirtual Annual Meeting 2020, we anticipate a combination of prerecorded presentations and synchronous discussion of that research.
Attendance of the Annual Meeting by Presenters, Participants, and Session Chairs
All presenters, workshop participants, discussants, and session chairs are expected to attend the meetings. The submission of a proposal and its acceptance represent a commitment from the contributor to present the paper or participate in the workshop in person at the conference. If a presenter is no longer able to keep this commitment they must notify ASOR’s Director of Meetings and Events as soon as they are aware that they will not be able to attend the meeting. The Program Committee is committed to promoting face-to-face interaction at the Annual Meeting, and generally does not permit substitute readers or remote presentations (via Skype). In rare circumstances the Program Committee will consider petitions to have a paper read by someone other than the presenter or co-author in order to maintain the coherence of the printed program, and when a session chair considers the paper to be critical to the session. Those who do not follow this procedure may be disqualified from submitting papers to the Academic Program for the upcoming Annual Meeting (that is for one year following their failure to appear as scheduled).
Currently, provisions are not available to accommodate real-time, internet appearances by participants who are unable to attend the meetings in person (e.g. via Skype). Pretaped, video appearances of presenters may be employed with written approval of the Program Committee and only if the presentations are 5 min. or fewer in length and if presenters are members of 17³Ô¹Ïand registered for the Annual Meeting by the deadline stated in the Call for Papers. The rules in this paragraph will be modified for the 2020 Virtual Annual Meeting.
Video-recording of sessions, workshops, or individual presentations is strictly prohibited without prior approval from the Program Committee. This restriction includes recording virtual presentations that may be posted online by 17³Ô¹Ïor a 3rd party provider.
Cancellation Policy
In the case that a presenter needs to withdraw his/her paper after it has been accepted, the presenter must email ASOR’s Director of Meetings and Events with the reason for the cancellation by September 1, 2020. If there should be a refund of the registration fee, a $75 administrative fee will be assessed. Refunds may be processed after the meeting and will be issued by February 13, 2021. For 2020 only: Administrative fees are being waived for all registrations made prior to July 21, 2020. Please see the registration webpage for details on refunds and credits that apply to the 2020 Virtual Annual.