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Section Conveners' Timeline of Responsibilities

This general timeline has been drafted with the most common section needs in mind; please customize to fit your own section’s specific needs and post to your online group page for future conveners’ reference.

See Important Information for Section Conveners for more information about specific topics, or contact AFS.

January (and earlier):

Plan section-sponsored activities for the upcoming year/annual meeting. Consider:

  • Will you sponsor panels? If so, how will you manage that process?
  • Are you planning any special events? If so, contact AFS about your preliminary plans, especially if they require registration or involve special set up needs; some special events require considerable advance planning, and should be aimed at the next year’s meeting (see October 1).

Will you give a prize?

  • Review and update your prize information wherever it appears: eg, , your section page, and/or the prize’s page, if applicable.
  • Plan your prize timeline and process; the timeline below is based on a prize announcement at the AFS annual meeting.
  • Recommended: Record your process and save it in your group pages for future reference, especially in case of transition in section leadership.

Is your section information current? If not, sign in to edit.

February 1: annual meeting proposal submission opens.

Communicate with your section members to coordinate sponsored panels. Chairs of those panels will submit sponsorship information on their proposal form.

February to July (depending on submission deadline):

Issue a call for section prize submission: submit the call first to your group members and to AmericanFolkloreSociety@gmail for publication in the AFS Review and circulation with the AFS Facebook page, then share in other appropriate channels, like publore and h-folk.

March 31: deadlines for all annual meeting proposals, including special event requests.

Submit a special event request form for:

  • Your section business meeting
  • A section exhibit table (optional)
  • Any section-sponsored event that will take place outside concurrent sessions (concurrent sessions runs 8am-12:15 pm and 2-4 pm Thursday through Saturday). This is a place-holder, so it’s ok if some information is only preliminary. 


Finalize and submit any missing details concerning annual meeting events.

annual meeting preliminary program posted.

Review to make sure section-sponsored events are listed correctly.


Submit food/beverage and special set-up requests, if any, for annual meeting events.

August to October:

When your section prize winner is determined:

  • inform AFS.
  • make arrangements for prize payment using the check request form at at least two weeks before the check is needed.
  • arrange for a formal prize notification letter for the recipient on AFS letterhead.

Mid-September to October:

After the fiscal year ends August 31, AFS will prepare a report on section finances and membership, including a current balance, with the revenue and expenses of the past fiscal year, as well as the number of current group members and the number of dues-paying members.

Optional but recommended tasks for conveners to do or delegate at this time:

  • Write a guide to the annual meeting specific to your section’s area of interest for publication in the AFS Review.
  • Communicate with your section members about your section business meeting time, place and agenda.

October 1:

Notify AFS of preliminary plans for first-time or other unusual plans for next year’s annual meeting. For instance, plans that involve ticket sales or local community engagement require considerable advanced planning and coordination with that meeting’s local planning committee, which will begin its work by this time.

Mid-October, at the annual meeting:

  • Convene your section business meeting
  • Attend the Executive Director’s Breakfast with Section Conveners
  • Pick up prize checks during registration desk open hours.
  • If you collect section funds to deposit, give them to registration desk staff during open hours (registration closes at noon on Saturday), or take them home to deposit and send AFS a check asap after the meeting.
  • Report your prize winner(s) to the Executive Director by noon on Saturday if you want them to be announced at the AFS Business Meeting Saturday afternoon.

November 1: Meeting follow up.

Submit to AFS:

  • Checks to deposit, if any.
  • Convener changes, if any.
  • Prize announcements for publication in the AFS Review.
  • Optional and very welcome: Reports or notes about section activities at the annual meeting for publication in the AFS Review

If conveners change:

AFS will:

  • Give the new convener admin privileges for the section online group, make the new convener appear on the online group main page, add the new convener to the online conveners' group, which we typically use to contact all conveners. These updates will be done asap after receiving news of a convener change. AFS will send a welcome message when these steps are complete.

  • Remove the old conveners from the contact list, conveners' group, and remove the convener title and admin privileges from the section group; typically, this will be done in January after the past year's annual report is in.

Conveners should:

December 31:

Section annual report due.

Recommended: Save your meeting minutes in your group space.

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