I. Rules For Participation
Professional membership in ASOR is a prerequisite for participation in the Annual Meeting Program as a paper presenter or session chair (Associate Memberships and Contributing Memberships do not qualify). The only exception to this rule is for students enrolled at an Institutional Member school. Participants will be required to include their membership number in the New Member-Organized Session Proposal Form, New Workshop Session Proposal Form, and online Abstract/Participation Form; students enrolled at ASOR-Member schools will be required to include their affiliated member institution in their New Member-Organized Session Proposal Form, New Workshop Session Proposal Form, and online Abstract/ Participation Form. A List of Member Institutions is available on the ASOR website. Membership numbers are printed on the upper left of ASOR mailing labels. If you are uncertain about whether your membership is current and cannot locate your membership number, please make a notation to this effect in the online registration form. The ASOR office will reject all applications from persons who are not current ASOR members.
In addition to ASOR membership, registration for the Annual Meeting is also a requirement for all participants in the Annual Meeting Program. All program participants must register for the Annual Meeting after submitting their abstracts for review. All registrations made in February and March will qualify for the special, "Early Bird" rate. For details on how to register, please visit the Annual Meeting Registration Page. The ASOR office will reject all applications from persons who are not registered for the Annual Meeting.
Although the policy for participating in the ASOR Annual Meeting Program requires ASOR membership and the Annual Meeting registration fee, there may be a few, rare situations in which exceptions might be appropriate. Waivers are normally limited to scholars at risk and other extraordinary cases (i.e., they are very rare). In order to be approved for a waiver, the participant must not have previously participated in the ASOR Annual Meeting. Please send requests for waivers via email to Britta Abeln, who will forward these requests to the Executive Director for evaluation. Participants may also request a waiver themselves using the Abstract/Participation Form. Please understand that waivers are rarely granted.
D. Abstract/Participation Form
Every participant in the academic program of the annual meeting (paper presenters, workshop participants, and session chairs) must register their interest in participating by logging onto ASOR's online abstract submission/workshop participation system powered by Oxford Abstracts. Those seeking to present papers will be able to enter abstracts here, while others (workshop participants and session chairs) need only enter the requested administrative information. All are asked to pay special attention to the request for information about scheduling conflicts.
E. Criteria for Evaluating Papers/Presentations Submitted to ASOR Sessions, Member-Organized Sessions, Workshops, and Poster Session
In order to generate a program that is of interest to ASOR’s wide-ranging constituency, the Program Committee is inclusive and seeks to incorporate all viable submissions.
While session chairs are responsible for evaluating papers and posters submitted to ASOR Sessions, Member-Organized Sessions, Workshops, and the Poster Session, the Program Committee in consultation with the CCC reserves the right to reject a paper, deny participation of a discussant or presenter in a workshop, and reject a poster.
F. ASOR Policy on Preservation and Protection of Archaeological Resources
Because ASOR is committed to the preservation and protection of archaeological resources, all presentations made at the Annual Meeting should be in conformity with the Statement of ASOR Policy on Preservation and Protection of Archaeological Resources, as adopted by the ASOR Board of Trustees on November 18, 1995 (revised November 22, 2003).
G. Length of Presentations
The Program Committee recommends that presentations fit into 20-30 minute time slots, allowing at least 5 minutes for discussion.
H. Participation Policy
Individuals may appear in only two roles on the program (business meetings and receptions are exempt).
Participant roles include the following:
- session or workshop chair (or co-chair)
- first author/presenter of paper
- co-author (i.e. non-presenter/not first author) of paper
- workshop participant/panelist
- first author of poster
The only exceptions to this policy are:
- if an individual is a Session Chair.
- if an individual is listed as a co-author.
Under no circumstances may a single individual:
- present two papers as the primary reader/first author;
- chair more than two sessions;
- appear as co-author more than twice;
- be listed in the program more than three times regardless of exceptions 1 and 2.
I. 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 read the paper or participate in the workshop session in person at the conference. In rare cases when a person cannot attend the meetings and the session chair approves, the presenter must contact the Director of Meetings and Events (firstname.lastname@example.org) in the main ASOR office with notice of why he/she cannot attend. Those who do not attend should submit their papers to the session chair, so that arrangements can be made for their papers to be read. 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). Pre-taped, video appearances of presenters may be employed (for example in a workshop session) only if the presentations are 5 min. or fewer in length and if presenters are Professional Members of ASOR and Pre-Register for the Annual Meeting by the deadline stated in the Call for Papers.
Video-recording of sessions, workshops, or individual presentations is strictly prohibited.
J. Refund Policy
While refunds of registration fees cannot be guaranteed, in the case that a presenter needs to withdraw his/her paper after it has been accepted, the presenter must email Britta Abeln with the reason for the cancellation by November 8, 2013. If there should be a refund of the registration fee, a $35 administrative fee will be assessed per paper. No refunds will be given on the student or spouse/partner fees. Refunds may be processed after the meeting and will be issued by February 13, 2014.