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Tips for After-Hours Proposal Submissions

Friday, March 27, 2020   (0 Comments)
Posted by: Meredith McGriff

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.

Be assured that we will take time to resolve any problems with all good-faith efforts to meet the March 31 deadline. Many questions may be answered in the instructions starting with How to Submit a Proposal. Here are some additional tips for resolving problems without staff intervention:


Trouble finding the proposal forms

ALL meeting participants, INCLUDING forum participants and co-presenters, must use the online Submission Proposal Portal (linked in your registration confirmation email) or mail-in forms to submit their personal information as well as any session or paper proposal information. Registration data is completely separate from program data, so ALL prospective presenters must submit a proposal form using the proposal portal.


Meeting registration is not the same as submitting personal information for the meeting program!

The link to the online Proposal Portal is in an email sent to your primary email address to confirm your meeting registration (Subject line: “Thank you for registering for 2020 Annual Meeting of the American Folklore Society”).

If you did not receive the registration confirmation email, please send a message to AmericanFolkloreSociety@gmail.com with the subject line “Need Registration Confirmation Email.” We will send you the link to the Proposal Portal as soon as possible. If this happens overnight on the 31st, let us know. We will be in touch with further instructions for accessing the portal; in that case, plan to have your proposal complete by midnight April 1.

Bookmark the URL of the Submission Portal, and save your ID number to log in. 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 adding participants to your forum or paper session

If you receive an error message saying "The confirmation number you entered does not exist in our system," it is likely because that person has registered for the annual meeting, but has not yet submitted their personal information in the proposal system (see above--these are two separate steps). Confirm with them whether they have done both steps, and try again.

If the problem persists, let us know by sending an email to AmericanFolkloreSociety@gmail.com.


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 during normal business hours.



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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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