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Tips for After-Hours Proposal Submissions

Wednesday, March 28, 2018   (0 Comments)
Posted by: Rosalind V. Rini Larson
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Year after year, hundreds of proposals for the annual meeting are submitted in the last two days before the deadline for submissions; in the last hours, proposals come in by the minute. 99% of them will come through successfully and without incident. Still, most years, we stand by the phones in these last days to solve problems that may arise—but we're only there during business hours.

This year, the office will close before the proposal window, and we won't return until Monday to address any last-minute concerns. Be assured that we will take time on Monday, as necessary, to resolve remaining problems with all good-faith efforts to meet the deadline.

The proposal submission system will remain accessible to users throughout the weekend, which means that you can use that time to make corrections to your proposal. As of Monday, though, we will close the system to users, so that we can begin to process the proposal data.

Many questions may be answered in Using the 2018 Proposal Submission Portal. Here are some additional tips for resolving problems without staff intervention:

Trouble finding the proposal form

  • The link to the proposal form was on your meeting registration confirmation page, and in an email that was sent to your primary email address to confirm your meeting registration.

Trouble signing in to the proposal submission system

  • Bear in mind that the proposal submission system is completely separate from the AFS website. That means that your first step is to sign up with the submission system. You will be prompted to enter your name and email address, and then you will receive an email with a link to access the system and set a password. After you've registered, you will need to use the log in page anytime you return to the submission system.
  • If you are having trouble submitting your name and email on the sign up page, refresh your browser.
  • If you used the "reset password" link but you haven't received the promised email within a few minutes, check your junk mail folder.

 Trouble submitting the proposal after you've signed in

  • Read the instructions on the welcome page, then select the link for the type of proposal you want to submit.
  • The first step is to add your personal information and, if you are submitting a pre-organized session, the personal information for all participants.
  • If you cannot submit the form, you have missed a required field.
  • Proceed through the form and hit "Submit" at the end. Your proposal won't be saved or considered for review if you don't hit that button.
  • Even after hitting "submit," you will still be able to return to your form and make edits.
  • If you inadvertently submit more than one proposal, edit the duplicate to remove the proposal text; you can put a random character in required fields. Enter "remove duplicate" in the title field.

High traffic errors and other oddities

  • The high volume of proposal submissions sometimes leads to error messages concerning processing errors on the website. Those frequently resolve themselves if you wait and try again later.
  • If the page content doesn't resolve or behave, try another web browser, preferably one that is up to date.
  • We do require the following information for our program material: your full name, affiliation (though you can decide what that is—no acronyms please), and your email.

Other troubleshooting tips for issues related to the proposal process are available in FAQ.

If you run into a problem that isn't so easily resolved, don't worry, but do send us an email right away at so that we can address the problem as soon as possible on Monday.

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