Frequently Asked Questions


General Questions


Do you have to be a member to submit an abstract or session to the Annual Meeting?

AAG encourages all attendees to join before registering; however, membership is not required to participate in the Annual Meeting. 

Students should know that joining the AAG ($49 for grad students, $38 for undergrads), costs less for the membership and meeting than the non-member student fee alone. Regular attendees are also encouraged to join the AAG (membership dues start at $65). For most, it is less costly to join and then register under the Member category than to register as a Non-Member.

Do I need to register to submit my abstract or session to the Annual Meeting?

Yes, all participants must register prior to abstract or session submission.

Does AAG offer any registration waivers to help me attend the Annual Meeting?

AAG does not waive registration fees. For non-geographers who bring a different perspective to the meeting we offer Enrichment Funds.

Are there any travel awards/stipends available?

Please see Grants and Awards for details.

How many roles can I hold at the Annual Meeting?

You may only submit one abstract for presentation and be a panelist in one panel session. If you opt not to submit an abstract, you may be a panelist twice. There is no limit to how many sessions you may organize, or to how many times you may give an introduction or serve as a discussant.

Read more about the various roles and the criteria for each.

Call for Submissions—Individual Papers

Is there a limit to the length of my abstract?

Yes. Paper and poster abstracts have a 250 word limit.

How do I link my paper to a session?

Please forward your abstract confirmation email to your session organizer.  Your session organizer is responsible for adding you to their session.

What are the requirements of a co-author?

If your co-author is not attending the Annual Meeting, the only action required is for the presenter to add the co-author's name to their abstract submission. A co-author is an "in name only" role in which they are not presenting in any capacity in that specific session. If your co-author will be presenting, they will need to be registered for the meeting and will need to provide you their PIN number so that you can add them to the abstract as an additional presenting author.

Call for Submissions—Sessions

What do I need to submit my session?

To submit a session you will need the title of your session, estimated attendance, and session description. All session submissions are restricted 100 minutes. Optionally, you may wish to add a call for papers to your session to generate interest in your session from users browsing the session gallery. The names and roles of all your participants must be finalized by the session submission deadline. Paper sessions that are not complete (100 minutes used) may be deleted or modified after the session submission deadline.

How long are sessions?

All sessions are 100 minutes.

How do I add a participant's paper to my session?

Have your presenters submit their abstracts online and then send you their 8 digit Program ID (PIN) numbers. You'll use the PIN to add them to your session when you submit or edit the session.

Special Events

What are special events?

Special Events are business meetings, committee and board meetings, workshops, and receptions. If you would like to schedule an event with us, we may be able to accommodate you if we have space at the time you desire. Please fill out the space request form. AAG Specialty Group business meetings are scheduled by the conference team, so there is no need to make a request using this form. Specialty Group chairs should watch the SG Chairs listserv email for a message from the conference team about timing requests.

Programming

Where will sessions take place?

Annual Meeting sessions will take place in at the Marriott French Quarter hotel and the Sheraton New Orleans, which are across the street from one another, and the Astor Crowne Plaza hotel which is just two blocks away on Canal Street in New Orleans.

What is provided in each room?

All Annual Meeting paper and panel session rooms will be equipped with an LCD projector and digital HDMI switcher with the following connections: Mini DisplayPort, VGA to HDMI, and HDMI. Please use a 16:9 aspect ratio to format your slides. Presenters are responsible for bringing any other necessary converters, however they must convert to HDMI. AAG does not provide computers in the presentation rooms. Presenters are responsible for bringing any equipment that is needed and that is not provided, such as a laptop or a laser pointer. AAG is unable to guarantee internet access in the meeting rooms. If you require reliable internet, please contact us for a quote.

Poster sessions and Illustrated Paper sessions will be equipped with 4'x8' poster boards (landscape format). You may use any of the area within the border to display your poster.

If you need to arrange to rent any additional equipment, such as speakers or a sound patch, please email meeting@aag.org.

How was the program selected and put together?

The AAG accepts all submitted abstracts and organized sessions for presentation. Once an abstract has been submitted, there are a few routes for it to end up in a session:

For Paper, Illustrated Paper, and Interactive Short Paper abstracts, you may a) organize a session around the topic of your own presentation, b) communicate with an organizer via the Session Gallery about joining his/her session, or c) wait for your abstract to be added to a session by the Program Committee in December 2017.
For Poster abstracts, your abstract will be added to a general poster session by the Program Committee no later than February 23, 2018.

My paper was accepted and scheduled; can I still edit the title or the abstract?

Minor edits may be made through February 23, 2018. If you change the subject material of your abstract, you may alienate your session organizer and potential session attendees who have selected to attend your talk based on the original content.

Why was my session scheduled at the same time as other sessions on similar topics? Can't this be avoided?

Each Annual Meeting has between 1400 and 1700 sessions, held over five days, so conflicts are inevitable. Great care is used to avoid thematic, and individual conflicts (a participant cannot chair one session and present a paper at another session, if both are held at the same time), but it’s not possible to avoid all conflicts.