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2020 Virtual Meeting: Updated Policies and Planning Process
Note 6/30/2020: Further amendments may be added as we learn more about the nature of our virtual gathering, but they will tend to provide clarification for the current context, rather than alter the spirit of our customary annual meeting policies.


Registration

Meeting attendees who are not presenting in 2020 may cancel their registration and receive a full refund by October 1.

As ever, all presenters in a 2020 meeting session or event must be registered for the meeting.

Presenters who are listed on the 2020 virtual meeting program when it is released (probably by early August) will be subject to our customary cancellation policy.

Those who defer their proposals until 2021 or 2022 must register for the annual meeting that year.

The registration rates that were instituted in 2020 will remain in effect; active registrations will provide access to all virtual events and any events held in Tulsa in 2020.

To make the meeting widely accessible, AFS will offer scholarships to reduce or eliminate the cost of meeting registration fees for those who can’t afford them. To apply for funding, send an email indicating your financial need to AmericanFolkloreSociety@afsnet.org to inquire.

Individuals who would like to be considered for a virtual presentation but who require financial assistance to cover registration fees should apply for the scholarship funds.


Proposals

Those whose proposals were accepted for the 2020 Tulsa meeting have been contacted by email and requested to submit their preferences for presenting virtually in 2020, deferring until 2021-22, or withdrawing their proposal.

Requests to present in 2020 must be received by July 15 to be given priority consideration.

If preferences are not received by July 15, proposals will be withdrawn and registrations kept active.

AFS staff and the program committee will use the preferences collected by July 15 to construct a 2020 virtual meeting program. Our goal will be to accommodate all requests to present virtually, but we reserve the right to defer presentations that don’t fit well into the 2020 program or that would be better served in 2021 or 2022.

AFS will communicate with all presenters who have indicated their desire to present at the 2020 virtual meeting when the preliminary program is decided.

In keeping with our customary cancellation policy, individuals who are selected to present in 2020 are not eligible for a registration refund if they withdraw later. Those who are not given a virtual presentation slot who then choose to withdraw may request a refund until October 1.

Individuals who choose to defer presentation until 2021 or 2022 are encouraged to update their proposals the year they will be presented; AFS will provide instructions for proposal handling at that time. However, if you anticipate making significant alterations, we encourage you to withdraw your presentation now and resubmit in future. Special consideration will be given to 2020 presenters who resubmit in 2021 and 2022.


Virtual presentations

Live meeting events will take place using Zoom Online Meetings; access will be password protected and limited to meeting registrants.

Successful virtual presentations require some preparation in advance of the meeting:

  • All presenters should make sure that they have adequate bandwidth and equipment to present; specifications will be available later. Contact AmericanFolkloreSociety@afsnet.org if you need more information in the meantime.
  • You will share media files using Screen Share from your own device. Nevertheless, it is a wise precaution to upload your files to the conference platform in advance, so that moderators may assist in the case of difficulties. 
  • Pre-recorded papers or slideshows will ensure higher presentation quality and give us more flexibility in scheduling your presentation. These recordings will need to be submitted in advance. AFS will provide more information and support to help you prepare.

We realize that preparing a virtual presentation may be daunting or impracticable for some participants. If this is true for you, but you need to present in order to participate in the meeting, contact us by July 15, so that we can explore other ways that you may contribute.


Proceedings

Most sessions will be recorded and posted to the conference platform for asynchronous access by registered attendees through December 31. This will make meeting content more accessible to a larger number of attendees, and we hope, increase the likelihood of gathering valuable feedback for presenters. Presenters were given an opportunity to opt-out of recording their contributions.


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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

Headquartered on the campus of Indiana University-Bloomington, AFS appreciates the generous support of the IU College of Arts and Sciences.


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