Special Event Proposal Submission Types

The submission portal will accept Special Event proposal submissions from Wednesday, June 9 through Wednesday, July 14 at 3 pm Eastern.

Accept/decline notifications will be sent during the week of September 20.

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What are special events?

Special Events can be food and beverage functions, such as lunches or receptions, and can also include collegiate departments of anthropology hosting alumni/networking events; mentoring events; and distinguished or award lectures.

For events sponsored by organizations other than AAA Sections, there is an administrative fee of $500 to cover costs of arrangements and inclusion in the program. The Special Events Program will not accommodate panels, papers or professional presentations that belong on the scientific program. To be listed in the meeting program, special event proposals must be followed by administrative fees paid upon receipt of invoice (if applicable).

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Receptions

Receptions are social gatherings for attendees of the annual meeting. They act as reunions, networking/alumni networking events, or simply space to consider the day’s scholarly material. Reception spaces will not be set for session type presentations and seating will be limited but provided for those who need it.

Session format: In person, in Baltimore OR Virtual – Both Live in Real Time, Not Prerecorded

  • Session length: 105 minutes
  • # of session participants allowed: 1-2+

Abstract?

  • Does it allow for individual abstracts? NO.
  • Length of individual abstracts: N/A
  • Length of overall session abstract (description): 500 word maximum (and a 50 word minimum)

Role limits:

  • Organizers: 1 (min) to 2 (max)
  • Participants: 1 (min) to no maximum – participants should be anyone expected to attend (special guests, honorees, etc.) whom you would like us to avoid conflicts for when scheduling. This cannot be guaranteed, but we will do our very best.

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Mentoring Event

Mentoring events are designed to bring together people at earlier and later career states to tackle general and/or specific career planning and professional development issues. Formats include one-to-one (“instant mentoring”), one-to-many (a facilitated group discussion), or many-to-many information exchanges. Forums to discuss design and improvement of assistive technologies (e.g., online matching, information and referral resources, searchable internship guides and databases, etc.) are also considered mentoring events. Mentoring event rooms will be in re-purposed session rooms.

Session format: In person, in Baltimore OR Virtual – Both Live in Real Time, Not Prerecorded

  • Session length: 105 minutes
  • # of session participants allowed: 1-2+

Abstract?

  • Does it allow for individual abstracts? NO.
  • Length of individual abstracts: N/A
  • Length of overall session abstract (description): 500 word maximum (and a 50 word minimum)

Role limits:

  • Organizers: 1 (min) to 2 (max)
  • Participants: 1 (min) to no maximum – participants should be anyone expected to attend (mentors, facilitators, etc.) whom you would like us to avoid conflicts for when scheduling. This cannot be guaranteed, but we will do our very best.

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Distinguished or Award Lectures

Each AAA section is permitted to plan for one distinguished lecture or presentation of awards during the Annual Meeting. A distinguished lecture can include one speaker, or multiple speakers in the case of award lectures.

Sometimes sections wish to combine a distinguished or award lecture with a reception. If you would like to do that, please submit both a Distinguished/Award Lecture session, as well as a Reception submission, and not in the description that you would like them combined. We will place these combined events in rooms with seating as well as reception set ups. Otherwise, Distinguished/Award Lectures will take place in repurposed session rooms.

Session format: In person, in Baltimore OR Virtual – Both Live in Real Time, Not Prerecorded

  • Session length: 105 minutes
  • # of session participants allowed: 1-2+

Abstract?

  • Does it allow for individual abstracts? NO.
  • Length of individual abstracts: N/A
  • Length of overall session abstract (description): 500 word maximum (and a 50 word minimum)

Role limits:

  • Organizers: 1 (min) to 1 (max)
  • Participants: 1 (min) to 5 (max) – participants should be anyone expected to attend (Award Recipients, Award Presenter, etc.) whom you would like us to avoid conflicts for when scheduling. This cannot be guaranteed, but we will do our very best.

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What about Section Board, Business, and Committee/Task Force Events?

AAA and Section business, board and committee meetings will take place virtuallyand outside of the 2021 AAA Annual Meeting to reserve space for other special events and increase accessibility to these organizational meetings. Importantly, these Section Business events are not submitted in the same system as Receptions, Mentoring Events, and Distinguished/Award Lectures; these events use a Google form that is linked under the “Submit Now!” section of this page.

Section business events (board, business, committee and task force meetings) will be posted to each section’s AAA Communities page. Registration for the Annual Meeting is not required for attending these events. These events must be held virtually before November 10th.

Sections must host their own Section Board, Business, Committee, and Task Force meetings virtually on their own. The Google form collecting the information on your meeting will ask you when you plan to host your meeting(s) and if you need to utilize a AAA Zoom License, and in September, AAA will request you share the URL of your event. Please note that AAA has a limited number of licenses available, and they will be assigned on a first-come, first-serve basis. 

AAA will post each section’s board, business, committee, and task force meetings in that section’s AAA Communities page for all members to see. For security purposes and to avoid zoom-bombing, please do not post the links to your events publicly or share them on social media. The AAA Communities pages are available to members only, and the information should be held securely there.

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Scheduling

Proposals submitted within this designated session type will be scheduled as part of the special events program. Submitting and hosting section business events (Board, Business, Committee/Task Force Meetings) virtually is the responsibility of each section. Many sections place the responsibility of submitting these events on their leadership (officers, president, etc.) or their section program chair. To avoid conflicts with scholarly sessions, most special events are limited to 1.25 hours.

To be listed in the meeting program, special event proposals must be followed by administrative fees paid upon receipt of invoice (if applicable). Scheduling notices will be sent out the week of September 20 (via email).

The Special Events Program will not accommodate panels, papers or professional presentations that belong on the scholarly program.

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Non-AAA- or Section-Sponsored Special Events

Special Events not sponsored by AAA or any of its affiliated sections will be charged a $500 administrative fee to be included in the AAA Annual Meeting program. Submitters in this category will be invoiced and fees must be paid no later than September 30, 2021 in order to be listed in the mobile application, and online scheduler (interactive program).

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Submissions are now closed.

Submitting a Reception, Mentoring Event, Distinguished Lecture, or Award Lecture?

The Submission Portal for special events is now closed.

 

Submitting Your Section Board, Business, Committee, or Task Force Meeting?

The Submission Form for all business meetings is now closed. 

View the Current Schedule of Section Business Events

  • Wednesday, July 14, 2021 – 3 PM Eastern Time
    • Deadline for Special Event Submissions
    • New submissions not accepted after this time.

Note: Special event submission result notifications will be sent to all submitters by the week of September 20, 2021.

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Program Availability for Special Event Scheduling Requests

Special events can be scheduled during two time slots, between Wednesday, November 18th, and Saturday, November 21. The two time slots available each day are:

  • 12:15-1:45 pm
  • 7:45-11:59 pm

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Accessibility

The AAA invites all sections and Special Event submitters to join our efforts to make our organization, our programs, and our spaces (both virtual and physical) more accessible for all members. In addition to following accessible practices as attendees at the Annual Meeting, as sections plan their special events for the annual meeting, they should include funding in their budgets to enhance accessibility (via ASL or CART) and provide accommodations as necessary for these events. The AAA is not in a position to provide separate funding for section events for accessibility and accommodations, as those resources are being fully utilized to make events and platforms as accessible as possible for all attendees and participants for annual meeting and association-wide programming.

AAA works with a company that has been vetted for high quality captioning and ASL interpreting of anthropological academic content. Your section is welcome to consider using free AI captioning, such as that provided by Zoom. However, please note that if your special event receives a closed captioning request specifically, that must be honored with CART captioning due to the increased accuracy of professionally-provided captioning in comparison to AI captioning.

The recommended deadline for all attendees to request accommodations is Friday, October 8, 2021. This is to ensure we are able to provide the most meaningful and effective accommodations possible, though we will try our best to fulfill requests following this date as well, and we recommend sections to share this deadline with their attendees as well.

AAA’s Accessibility and Meetings Manager will reach out to you to discuss further details of your accessibility logistics following the submission of your special event(s).

Hosting a virtual special event?

Special Event planners are highly encouraged to review our page on Hosting Accessible Virtual Meetings to properly support an accessible virtual event via support collective access for disabled participants, participants with disabilities, and participants with access needs.

  • Please disseminate the hosting accessible virtual meetings page to all possible participants prior to the event, and remind participants of the expectations during the event.

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