16th EASA Biennial Conference
New anthropological horizons in and beyond Europe
21-24 July 2020 in Lisbon
ISCTE-University Institute of Lisbon and ICS-Institute of Social Sciences, University of Lisbon
Information for authors and convenors
- All delegates, presenters and convenors are encouraged to view these training materials and guides to help (re)acquaint you with Shindig.
- Panel convenors and conference volunteers who are acting as session admins in Shindig are asked to view this specific resource before we carry out training.
- We have now asked panels to book training sessions so that convenors can learn the admin interface and presenters can get used to coming on stage and saying ‘Next slide please’.
The move to a virtual environment gives panels wider options as to format, which can be:
- synchronous - presentations and Q&A take place live with no pre-recording
- asynchronous - presentations are pre-recorded and embedded in the conference panel explorer; there is a comments/question function to begin debate; and this could be followed with a live Q&A
- ‘mixed’ - which could involve one or more pre-recorded presentations being played within the live session; or some pre-recorded presentations available in advance and some presentations live.
We encourage you to be creative! Pre-recordings aren’t a bad idea if concerned about presenter bandwidth on the day.
We have posted more information on formats and the updated panel explorer functionality so you can see how elements of an asynchronous panel might look.
File formats and pre-recording
Presenters are asked to provide their slides as PDFs and audio (mp3) and video (mp4) files in advance for upload into Shindig. To learn more about the formats, settings and for guidance on how to record your presentation, read this resource.
We would like all delegates to be aware of the following policies which should guide their behaviour before/during the conference.
Find out about the fate of your paper
Convenors were requested to email authors informing them of their decisions. Sometimes emails fail (or humans do), but you can also check paper status by logging into Cocoa (our online conference system) from the conference website (see the Login link with the human head icon in the upper left corner of your screen). Log in with your details, go past your contact information, find the conference paper and check it’s status. If it says ‘pending’, the decision is yet to be made. Accepted/rejected speak for themselves and you can read more below on what ‘transfer’ means.
Paper authors can also use the login environment to edit their proposals and/or their personal details (add new institutional affiliation, correct a spelling error etc).
Individuals are not permitted to present more than one paper. It is permitted to be a co-author in more papers, as long as one is not presenting those. Once papers have been marked up, all those who submitted multiple proposals and had those accepted will have to email conference(at)easaonline.org and inform us which paper(s) they wish to withdraw. If one of your multiples got accepted and another was set to transfer, we will withdraw the transfer paper on your behalf.
Papers which are neither accepted nor rejected, but marked for 'transfer', will be given the opportunity to be re-housed into other panels. The conference organisers will contact authors of proposals set to transfer and ask them to modify their abstracts to fit another panel of their choosing. We will supply authors with the list of panels that still have space for additional papers (panels containing fewer than the allowed maximum - 10).
The authors will then inform us of two panels they would like to apply to (in order of preference). We will forward the title, short and long abstracts to the relevant panel convenors asking them to consider the proposal. If the first panel rejects the proposal, we contact the second choice. Transfers rejected by both panels will then be set to 'rejected'. We aim to resolve all transfers by the beginning of March.
Co-authors and co-convenors get added manually by the conference administrators based on the co-author names and email addresses submitted during the paper proposal process. Where an author/convenor is not in our system (Cocoa), we email them a request to add their details. Given that these may end up in spam, please tell your co-authors that you have submitted a co-authored contribution and wish for their name to appear alongside yours and that the conference organisers will be getting in touch with them.
It is the convenors' responsibility to ensure that all panel participants are well briefed and that the panel continues to meet EASA's requirements. To that end, convenors should not only communicate their decisions over paper proposals to panelists, but email the panelists later in the process to inform them of the speaking order (albeit this is displayed on the public panel page), inform them as to how much time they have been allocated, remind them to register (each author’s registration status can be seen in the convenor’s login environment), inform them of any late changes or additional chairs/discussants, and give any other information related to the panel. If panelists withdraw convenors should mark these withdrawals in the login environment to inform the organisers. See here for online resources.
Convenors: use Cocoa to manage your panel
Convenors should login from the Login link in the toolbar above to manage/mark up paper proposals, email authors their decisions (and keep in touch during the whole conference process), state any specific timing requests for their panel, add the names of chairs/discussants and place the papers in order. If an author emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment and the conference admin notified.
Multiple roles in the conference
Each participant is permitted to present a paper once, convene once (either a lab or a panel), be a discussant once (in a panel, lab or roundtable), be a chair once (in a panel, lab, or roundtable). Please note that roundtable participants are considered discussants.
Number of sessions
We will allocate every panel an appropriate number of sessions depending on number of papers they accept. All sessions are 105 minutes long. Up to 5 papers=1 session, 6 to 10 papers=2 sessions. A handful of panels that received 25 or more papers were permitted to accept 15 papers (3 sessions). All roundtables will run for one session.
Distribution of papers over sessions
No panel session should include more than 5 papers, but it can include fewer - this is up to the convenors to decide. For example, if the panel has received 7 papers, it can be split over two sessions as 5+2, but also as 3+4 etc. When the Early Bird registration is closing, we will be contacting all convenors to indicate the way they want to divide the papers in the ‘Requested timing’ field in Cocoa (it should not be done earlier than that, as withdrawals often occur around the time when Early Bird prices end).
EASA urges all delegates to make their conference interventions as accessible as possible. See here for guidelines.
Signing up for the membership and paying the membership fee is a separate process from conference registration.
All authors and panel convenors must be members of EASA (during 2020) by the time they register and have paid their subscription before the conference. There is a financial incentive to become an EASA member for all delegates, as non-members are charged a higher registration fee. Read more about membership categories here.
If you are presenting at the conference and hence obliged to join EASA, but are not an anthropologist nor working within anthropology, please email membership(at)easaonline.org to request special guest status. Special guest status is not a membership, so the non-member (conference) registration rates would apply.
NB! If you are a former member of EASA but your membership has lapsed, please log in to Cocoa to request a membership renewal. Please do not make another application for membership!
For later in the process:
Pre-circulation of papers
EASA has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers within the online system, which will then show as a downloadable file beneath their abstract on the public panel page on this site.
Please note that EASA does not publish conference proceedings (only the short abstracts of papers and panels will be included in the conference programme) nor does it facilitate deals with journals. Convenors and authors are of course welcome to pursue publishing possibilities on their own.
Timing of presentations
Each panel/workshop session slot will be 105 minutes long, accommodating a maximum of 5 presenters. Convenors should allot each presenter a maximum of 15+5 mins for panels of 5 papers but 20+5 mins for panels of 4 papers.
Communication between authors/convenors
Convenor/author email addresses are not shown on the panel pages for anti-spam reasons. However there is an in-built secure email messaging system. If you cannot work that, please email conference(at)easaonline.org to obtain relevant email addresses.