Summary
Submit a Special Event Request
The submission portal is now accepting Special Event Requests. Submit your special event here! The deadline to submit is Friday, June 2, 2023 at 11:59 PM Eastern. Scheduling notifications will be sent during the week of July 10, 2023.
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 in-person events sponsored by organizations other than AAA/CASCA Sections, there is an administrative fee of $500 to cover costs of arrangements and inclusion in the program. Virtual special events incur no fee. 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). There will be no blended Special Events. This means that all your attendees and speakers must either be fully in-person or fully virtual for your event. For any Special Events hosted virtually, the AAA/CASCA will not be providing a platform or tech support. Organizers wishing to hold virtual special events will need to host them on their own platform (Zoom, Gather, etc.).
Board Meetings
Board Meetings allow Sectional and Association board members to gather and discuss this year’s developments and future agendas.
Session format: Fully in-person, in Toronto OR Fully virtual – Both Live in Real Time, Not Prerecorded
- Session length: 120 minutes or less
- # 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
- 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.
Business Meetings
Business Meetings allow Sections or the Association as a whole to come together and discuss pressing issues that pertain to the field.
Session format: Fully in-person, in Toronto OR Fully virtual – Both Live in Real Time, Not Prerecorded
- Session length: 120 minutes or less
- # 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
- 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.
Committee Meetings
Committee Meetings are a time for AAA/CASCA committee members to gather and discuss the year’s developments and future agendas.
Session format: Fully in-person, in Toronto OR Fully virtual – Both Live in Real Time, Not Prerecorded
- Session length: 120 minutes or less
- # 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
- 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.
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: Fully in-person, in Toronto OR Fully virtual – Both Live in Real Time, Not Prerecorded
- Session length: 120 minutes or less
- # 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
- 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.
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: Fully in-person, in Toronto OR Fully virtual – Both Live in Real Time, Not Prerecorded
- Session length: 120 minutes or less
- # 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
- 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.
Distinguished or Award Lectures
Each AAA/CASCA 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 note in the description that you would like them combined/scheduled together. 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: Fully in-person, in Toronto OR Fully virtual – Both Live in Real Time, Not Prerecorded
- Session length: 120 minutes or less
- # 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
- 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.
Scheduling
Proposals submitted within this designated session type will be scheduled as part of the Special Events program. 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 from non-AAA/CASCA sections or interest groups must be followed by administrative fees paid upon receipt of invoice (if applicable). Scheduling notices will be sent out the week of July 10, 2023 (via email). The Special Events Program will not accommodate panels, papers or professional presentations that belong on the peer-reviewed scholarly program.
Non-AAA/CASCA or Section-Sponsored Special Events
In-Person Special Events not sponsored by AAA/CASCA or any of its affiliated Sections will be charged a $500 administrative fee to be included in the AAA/CASCA Annual Meeting program. Virtual Special Events not sponsored by AAA/CASCA or any of its affiliated Sections or interest groups will not incur a fee. Submitters in this category will be invoiced and fees must be paid no later than September 29, 2023 in order to be listed in the mobile application, and online scheduler (interactive program).
Submission Portal for Special Events
The Submission Portal for Special Events is now open. Submit your Special Events here! The deadline to submit is June 2, 2023 at 11:59 PM Eastern Time.
Accessibility
AAA/CASCA 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 Sign Language or CART) and provide accommodations as necessary for these events. The AAA/CASCA 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/CASCA works with a company that has been vetted for high quality captioning and Sign Language 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 Wednesday, October 4, 2023 at 11:59 PM Eastern Time. 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 Access Meetings and Conference Coordinator 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. While the AAA/CASCA is happy to list your virtual special event on the program, the AAA/CASCA will not staff/monitor your virtual special event. If you submit a virtual special event, the AAA/CASCA meetings staff will reach out to coordinate details and get your event listed on the program, if applicable.
- 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.
