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2020 Annual Meeting: How To Submit a Proposal

You Should Know:

  1. ALL PRESENTERS must 1) register and 2) submit their own program information to AFS. These are two separate steps, to be completed by all prospective presenters, including forum participants and co-presenters. You will receive an email with a personalized link to the submission system after you’ve registered for the meeting.
  2. You can edit or gradually complete your proposal through March 31, so don’t wait to begin. AFS staff will have more time to assist with technical difficulties in advance of the deadline.
  3. Preorganized panels: All presenters in preorganized session proposals, including forums, will submit their own personal information, while the chair of the panel submits the proposal for the session as a whole. Once they’ve started their submissions, panelists receive individual confirmation ID numbers, which they must give to their session chair. Chairs then enter the participants’ ID numbers in the panel submission form to tie the participants to the session. Chairs can start their session proposals at any time, but they can’t finish until they have their participants’ ID numbers. For help with this process, see Submission Process by Proposal Type.
  4. Members receive significant discounts on meeting registration, but it may take additional time to process your membership; join or renew by March 27 to avoid delays.
  5. The proposal system will guide you through the process, but the information below will help you plan or trouble-shoot.


AFS Membership (optional)

Members: You should sign in to receive your discount when you register. Please make sure in advance that you can successfully sign in, and if necessary, renew your membership. If not, allow time to contact AFS during business hours.

Non-members: You don't have to join AFS to register for the meeting, but members enjoy a significant discount on Annual Meeting registration, as well as other member benefits. However, the site will not recognize your membership until it has been manually approved by AFS staff; you will receive an email notification when your membership is activated. Please allow a few business days in between joining AFS and submitting your registration/proposal. Join AFS by March 27 to ensure your membership is approved in time to log in and receive the member rate.

It is cheaper to pay both member dues and meeting registration than it is to register as a non-member. Save money — take the time to join AFS before you submit your proposal!


Register for the Annual Meeting (required)

The first necessary step is to register.

Registration is required by all meeting attendees. Information submitted at this stage will be used only for name tags, communications, planning and analytic purposes. This information is entirely separate from the proposal data that is used to plan the meeting program.

When your registration is complete, you will see a confirmation webpage, and you will receive two email confirmations from AmericanFolkloreSociety@afsnet.org:

  • "Thank you for registering" includes your registration record and provides a link to the proposal submission portal.
  • "Thank you for your order" confirms your registration payment and provides a link to your receipt.


Find the Proposal Submission Form

You must submit your information for consideration for the meeting program using the AFS proposal submission system or a mail-in form.

Your “thank you for registering” email from AmericanFolkloreSociety@afsnet.org contains your personal link to the AFS proposal submission portal; this link is customized to you and cannot be found on the AFS website. Do not share this link with others.

Save your email or bookmark the link so you can access the portal whenever you like until the March 31 deadline.

If you don’t receive this email or can’t find the link, contact AmericanFolkloreSociety@gmail.com.


Start a Submission

When you click on your customized submission link, you will land on the submission portal Welcome page that will lead you through the submission process.

We strongly suggest that you prepare and keep an offline copy of your proposal as a Word or text document; copy and paste the proposal information into the online proposal form. Avoid composing in the proposal form.

You can skip most fields if you’re not ready to complete them. However, you must hit Submit at the end of each page to save the data that you’ve entered.

Be sure to hit Submit every time you make changes to your proposal, or your changes will be lost.

For an overview of the steps required for each kind of proposal, see Submission Process by Proposal Type


Submission Confirmation

At the end of the proposal form, you will land on a confirmation page that displays links to the proposal data you’ve submitted; you can click on these links to reopen your proposal at any time.

Preorganized panel participants: Your confirmation page includes an ID number. You must send that number to your session chair. The chair must enter that number in the proposal system to tie you to the session.

If you are not part of a preorganized session, you do not need to do anything with your ID number.

Note that hitting your keyboard's return (aka "enter") key outside a form field will act like hitting Submit.


Edit a Submission

Use the personalized link you received in your “thank you for registering” email every time you want to return to the proposal submission portal. Save or bookmark the link so that you can find it when you need it. If you can’t find the link, contact us.

Any time you return to the proposal submission portal, you will see links to edit the information you have already submitted. Click on those links to reopen the proposal forms.

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


Complete Your Submission

Proposals that are not complete when the March 31 deadline passes will not be forwarded to the Proposal Review Committee. See Essential Components of a Complete Proposal for the minimum requirements.


Withdrawing a Proposal

Contact AmericanFolkloreSociety@gmail.com if you want to withdraw your proposal entirely. If you wish to start over because you have submitted the wrong proposal type, contact us for assistance.


See also

 


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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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