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Tips for After-Hours Proposal Submissions

Thursday, March 28, 2019   (0 Comments)
Posted by: Lorraine Cashman
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Year after year, hundreds of proposals for the annual meeting are submitted in the last two days before the March 31 deadline for submissions; in the last hours, proposals come in by the minute. 99% of them will come through successfully and without incident. Still, 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.

Many questions may be answered in the instructions starting with Using the 2019 Online Proposal Submission Portal. Here are some additional tips for resolving problems without staff intervention:


Trouble finding the proposal forms

ALL meeting participants, INCLUDING forum participants, must use the online Submission Proposal Portal or mail-in forms to submit their personal information as well as any session or paper proposal information. Meeting registration is not the same as submitting personal information for the meeting program!

The link to the online Proposal Portal is on your meeting registration confirmation page, and in an email sent to your primary email address to confirm your meeting registration (Subject line: “Thank you for registering for the event.”)

  • If you’re registering this weekend, take time to find and bookmark the link to the Proposal Submission Portal that appears on your registration confirmation webpage! You might have the same trouble as some other users, who are not receiving all AFS emails, but you can still use the link on the confirmation webpage to access the Portal this weekend.
  • If you did not receive the registration confirmation email and can’t now access the registration confirmation webpage, please send a message to AmericanFolkloreSociety@gmail.com with the subject line “Need Registration Confirmation Email.” If you can do this during business hours, we will send you the link to the Proposal Portal as soon as possible. If this happens over the weekend, let us know. We will be in touch on Monday with further instructions for accessing the portal; in that case, plan to have your proposal complete by midnight April 1.

Bookmark or note the URL of the Submission Portal! That way, if you can't find your confirmation emails, you will still be able to return to your information in the Submission Portal.


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. Once you’ve successfully done that, you will land on the Welcome page which will guide you through the system.

  • If you have trouble submitting your name and email on the Sign Up page, refresh your browser. 
  • If you do not receive the email confirmation with a link to access the system, check your spam/junk folder. If the message is not there, try going to this page: https://afsam19.zohocreatorportal.com/reset. Enter your email address and the unique security code that is displayed, and then click “Reset Password.” If you still do not receive a confirmation message, send a message to AmericanFolkloreSociety@gmail.com with the subject line “Need Submission System Access.” If you can do this during business hours, we will send you instructions as soon as possible. If this happens over the weekend, let us know. We will be in touch on Monday with further instructions for accessing the portal; in that case, plan to have your proposal complete by midnight April 1.

Once you’ve successfully Signed Up for the Submission Portal, you will need to use the Sign In page anytime you return to it.


Trouble finding your Submission ID Number

The submission ID numbers are 4-digit numbers that are issued by the Submission Portal; you will find them on your submission summary in the Submission Portal and in email confirmations sent by the Portal (Subject line: “Your AFS Personal Information Has Been Submitted,” or “Your AFS Individual Presentation Information Has Been Submitted”). You will NOT find them in messages concerning your membership renewal or meeting registration.

Bookmark or note the URL of the Submission Portal! You might have the same trouble as some other users, who are not receiving all AFS emails, but you can find your Submission Summary in the Submission Portal.


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 or computer, preferably one that is up to date.


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



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American Folklore SocietySister Society: SIEF
Classroom-Office Building, Indiana University, 800 East Third Street, Bloomington IN 47405 USA
812/856-2379; www.afsnet.org


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