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Using the 2018 Proposal Submission Portal
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This year, AFS is using a new version of an external proposal submission system, which will allow you to save and edit your proposal at any time until the March 31 deadline. The Proposal Submission Portal is separate from the AFS website, but AFS staff can help you use it.

To begin, you will register for the 2018 Annual Meeting on the AFS website. AFS members should sign in first, in order to receive a significant discount on the registration fee.

We strongly suggest that you assemble all of your proposal information, according to the checklists provided for your proposal type, in a Word or text document; copy and paste the proposal information into the online proposal form. Avoid composing in the proposal form.

Find the Submission Form

Once you have registered for the meeting, you will get a confirmation webpage and email, each containing the link to the proposal submission system. If you can’t find the link, contact

Sign Up/Sign In

The first time you use the 2018 Proposal Submission Portal, you must “Sign Up” to register your username and password for the first time: use your email as a username, and create a password of your choice. Keep track of the Proposal Submission Portal url and your sign-in information, since you will need them if you want to return to your proposal before the deadline. This system is separate from the AFS website, so your username/password combination may be different.

Whenever you return to the submission portal after the very first time you Sign Up, use “Log In” with the username and password that you created the first time.

If you forget your password, use the password reset link. If you forget your username, contact

Start a Submission

Read the Welcome page carefully. Be aware that there is one path to submit your proposal for the first time and a different path to re-open your proposal for review or changes:

  • The first time you submit your proposal: Begin with “Ready to Start?” near the bottom of the Welcome page. Choose either Individual or Session. Do not use this link more than once; if you do, you will create an additional submission.
  • If you want to review or edit your proposal: Look for the Member Access drop-down menu, and select “View My Individual Proposal” or “View My Session Proposal” to re-open your previous submission.

Certain form fields are required; you will not be able to submit the form unless you complete these fields:

  • If, for some reason, you must skip a required field, type in any text (eg, “none” in the first name field if the presenter goes by only one name, or “tbd” as a place holder), and the form will let you proceed. Bear in mind, though, that we will not submit incomplete proposals to the Program Review Committee.
  • Essential elements:
    • For each person to be named in the program, we must have the full formal name, affiliation and email.
    • For each individual proposal, we must have a title, short abstract and long abstract.
    • For each pre-organized session proposal, we must have a chair, session title, short abstract and long abstract for the session as whole, and presenters (full name, affiliation and email), with title and short abstract for each associated paper, diamond or media presentation.

When you have entered your data in all the form fields, you will finish by clicking on the "Submit” button at the end of the proposal form. You may hit Submit, even if you know that you must return to the form at a later time. Note that hitting your keyboard's return (aka "enter") key outside a form field will act like hitting Submit. When you hit Submit, you will receive a confirmation email.

Don’t forget to hit Submit! If you enter data but don’t hit Submit, your changes will be lost.

Editing Participant Data

The proposal process leads you through two steps: 1) entering participant information, and 2) entering presentation/session details; you can only do one step at a time. This means that you can't make changes to participants while entering presentation/session information. However, you can go back and forth between your participant data and your proposal data, as long as you save your work at each step.

If, while you are entering your proposal data, you notice errors in your participant information, complete as much of the proposal form as you can, and save your work by hitting "Submit."

Then, to make changes to your participant information, select Edit Participants in the Member Access menu that appears on every page of the Proposal Submission Portal. Corrections to participants' names and affiliations will automatically update in your proposal. If you add a new participant, you must then edit your proposal form to attach the new person to their place in the presentation or session.

Editing Your Proposal Data

You may return to revise or review your proposal after you hit Submit. Choose “View My Individual Proposal” or “View My Session Proposal” to return to a summary view of your previous submission. These options appear as links on the Welcome page, and in the Member Access menu that appears on every page of the Proposal Submission Portal.

After you select the appropriate option, you will see a summary of your proposal. Click on the pencil and paper icon to re-open and edit the data you provided. When you’re done making changes, click on “Update.” You won’t receive a confirmation email, but you should see your changes in the summary view.

Withdrawing a Proposal

If you simply wish to start over, sign in, open your proposal, and make any and all changes as needed.

Contact if you want to withdraw your proposal entirely.

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