|Annual Meeting Policies|
AFS strives ensure that all meeting participants have equal opportunities to engage and contribute to its Annual Meeting. AFS selects only ADA-compliant meeting venues. Presenters and attendees are encouraged to contact us to request accommodations that will support their full participation in the conference.
As attendees to our conference may experience multiple chemical sensitivities, please refrain from wearing all perfumes and use fragrance-free, unscented personal care products for the duration of our event.
Both AFS members and non-members may submit proposals for presentations, or may simply attend the meeting without presenting, but non-members must pay the higher registration fees noted on the registration form.
AFS will provide data projectors and screens in every meeting room, and audio systems in larger meeting rooms and in all rooms in which media sessions will take place. All presenters must bring their own computers, and Mac users should bring the appropriate cabling for their particular model. If your presentation requires higher-quality audio than that provided by your computer, please check the "I Need Audio” box on your proposal form (if you are participating in an organized session, please tell your chair to make this request), and we will endeavor to place your presentation or session, if accepted, into a meeting room with an audio system.
Once a paper or session is submitted, it is expected that the author(s) will present their paper at the conference if the proposal is accepted. Participation in the conference is competitive, and a cancelled presentation eliminates a spot that could have accommodated another scholar. As a courtesy to AFS members, conference presenters, and attendees, AFS strongly discourages presenters from canceling their participation in the conference after proposals have been accepted. Those who find that they can't attend the meeting are encouraged to find someone else to read their papers. Please notify AFS of any changes to the program as soon as possible.
The refund policy is as follows:
Forums are informal discussions organized around a specific subject, issue, theme, or topic. Forums may include no more than six participants, and should be designed for extensive interaction among the panel and audience. Forums should not include formal presentations, like papers, but may include very brief (5 minute) remarks from each participant to orient the discussion. All participants in Forums are considered analogous to other presenters, not paper panel chairs or discussants.
AFS defines a no-show as someone on the program who is not physically present at her/his session at the annual meeting and either (1) has not notified AFS in advance that she cannot attend the meeting or (2) has not submitted a presentation to be read by the chair or another person at the meeting.
No-shows are conspicuous in their absence. They inconvenience the chair, their fellow presenters, and those attending the session. No-shows may not present for the next two meetings. If you notify AFS in advance of October 1, or submit a presentation to be made by someone else at your session, you will not be penalized. You are responsible for finding your own alternative presenter and notifying AFS of the change.
You may "present" only once at the annual meeting. "Presenting" means: giving a paper, Diamond presentation, or participating in a Forum.
However, individuals may also serve as chair in one other paper or Diamond panel. This exception does not apply to Forums, since the chair of a Forum participates equally in the discussion, rather than serving in a support position.
No one may participate in more than two sessions altogether.
Exceptions will be made only for those who are invited by AFS to present in the service of an AFS project.
In years past, participants were allowed to participate in two Forums, or to present a paper and participate in a Forum. This is no longer the case.
Presentations that have been given at previous AFS annual meetings will not be sent to the planning committee for review. Films may be re-presented once if the work has been substantially revised since the previous showing; thus, a filmmaker may show a rough cut and the (nearly) final product, but may not present the same title more than twice.
AFS reserves the right to take still photographs of program events and public conference space at the Annual Meeting, for possible publication on its web site, newsletter, or other official publications; by frequenting conference events and space, attendees are granting permission to the AFS to be included in such photographs.
Because we have more presentation proposals than space in the program, year after year, our priority is to serve those who are interested in attending the conference in person. We discourage the use of applications like Skype except under unusual circumstances. Please contact us for consideration of specific cases.
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