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Northeast Modern Language Association

NeMLA Session Chair Policies

  • Chairs may present a paper at their own session or choose to present in another session.
  • No more than two people from the same institution (including the session chair) will be allowed on any session, without prior approval from the NeMLA Board.
  • NeMLA does not accept pre-formed sessions.
  • No one may chair more than one session of a type. Familiarize yourself with the types of sessions here.

Publicizing Your Panel

  • Publicize and promote your session among colleagues and at other fora/organizations that you might be a part of.
  • You can also post a CFP advertising your session at conference announcing websites such as:

NOTE: In all communications to advertise your session include NeMLA’s website URL for potential participants to submit their abstract online.

Receiving and Reviewing Abstracts for Your Session

  • Beginning June 15 abstract proposals from applicants interested in being considered for presenting at your panel can be submitted electronically. You will receive electronic notification of these submissions.
  • After the September 30 submission deadline, chairs will be able to accept or decline abstracts through the website. Professional courtesy in acknowledging all submissions via email and sending acceptance and rejection emails is in order.
  • Acceptance/rejection emails must be sent out no later than October 15. Note that NeMLA members often submit abstracts to more than one proposed panel. Before sending any rejection emails, contact your accepted panelists and confirm a commitment to the panel since participants at NeMLA can deliver only one paper of any type at the convention.
  • Chairs need to inform accepted and confirmed panelists that the membership/registration fee should be paid by December 1 to present at the convention.

Finalizing Sessions

  • Completed session information is due no later than October 15 and should be submitted via NeMLA’s website. Decisions to withdraw a panel should be communicated promptly to the Administrative Coordinator at support@nemla.org.
  • In December, chairs will receive a panel proof they will be asked to correct for the online and print programs. Make sure to respond promptly to this request.
  • Since the traditional panel and roundtable formats are significantly different, requests to change panels to roundtables after September 30 will only be granted under rare circumstances.

Second Sessions

  • NeMLA is a juried convention and sometimes fine proposals are turned down. Chairs may elect to change a panel to a seminar format to accommodate more than 4 participants. Strong justifications for a second panel will be considered and should be submitted online. These requests will be answered by November 1.

Audiovisual Requests and Wireless Internet

  • Panelists will indicate their individual media needs when they submit their paper abstracts. Audiovisual equipment available for sessions include projectors, projector screens, and VGA cables. Computer speakers, audio cables, projector slide advancer remotes, and other technology may be available, only if requested in an email sent to support@nemla.org.
  • Presenters must provide their own computers that can be connected via VGA to the projector. If you have an Apple laptop or other device that requires a VGA adapter, please bring that projector adapter to the convention with you.
  • Before the convention, please remind your panelists to provide their own computers that can be connected via VGA to the projector. If they are using an Apple laptop or other device that requires a VGA adapter, please remind them to bring such an adapter.
  • While NeMLA makes all efforts possible to provide wireless Internet at its annual convention, it is not always possible. Participants should anticipate Internet will not be provided by the convention site. Participants are welcome to use their mobile device for Internet, including as a mobile hotspot/wireless router tether.

Absenteeism

  • NeMLA does not allow papers to be read in absentia or by Skype regardless of the circumstances. Chairs should inform the Administrative Coordinator at support@nemla.org as soon as possible if any participant withdraws. If chairs themselves are not able to attend, it is their responsibility to find someone else to chair the session and to inform the Chair Coordinator of the change.
  • Registration fees may be refunded if the convention participant notifies the Administrative Coordinator at support@nemla.org of their need to withdraw from the program at least six weeks prior to the opening of the convention. Membership fees are non-refundable.

Questions?

  • If you have any questions, ideas, or concerns regarding session chair guidelines, do not hesititate to contact support@nemla.org.