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 costs $49 for grad students, $38 for undergrads. 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, Posters, Illustrated Papers and Interactive Short Papers

How many abstracts may I submit?

Each person may submit one abstract. 

 

What if my abstract is not accepted?

AAG Accepts all submissions. There is no review process.

 

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.

 

I submitted my poster abstract, when is the deadline to upload my poster?

Once you submit your poster abstract, you can upload a pdf of your poster. While uploading your poster is optional, we highly encourage it. The deadline will be listed on the call for submissions page. Benefits of uploading your poster include having a shareable link of your work for use on a CV or Social Media, and having your work be searchable in the online Abstract Gallery. 

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 Wardman Park and Omni Shoreham, which are across the street from one another.

 

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.

 

I can't attend the Annual Meeting in person, can I present remotely?

AAG's current position on remote presentation is as follows: organizers are welcome to try it, but unfortunately, we are unable to support or guarantee that it will work. Our free wifi may or may not be strong enough. We have arranged for a few dedicated wifi codes that you can purchase, but even then, we don't have support staff for this, so any troubleshooting would be on your own. We encourage presenters to have a back-up plan, such as a pre-recorded talk.

 

 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 2018.
For Poster abstracts, you may submit to a call for posters and be added by the organizer, or your poster will be added to a general poster session by the Program Committee no later than February 23, 2019.

 

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

Minor edits may be made at aag.secure-abstracts.com through the editing deadline posted on the call for submissions . 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.

 

I can't attend the session I was scheduled for, what are my options?

In cases where scheduling conflicts occur, often the best solution is for the presenter to switch sessions entirely. If you run into a conflict, please email meeting@aag.org, explain the circumstances, and name another session (with 4 or fewer presenters) you wish to switch to. If the session is organized by the program committee, AAG staff can simply add you to it. If not, the organizer should be contacted to ask for permission.

 

I can no longer attend, how do I cancel my registration or presentation?

Please see our Cancellations and Refunds page for more information on cancelling registration for the Annual Meeting. In the event that you wish to cancel your presentation, but will still attend the meeting, please email meeting@aag.org and the organizer of your session. 

 

How did I become the session chair and what are the responsibilities? 

For sessions put together by the Program Committee, it is our policy to designate the last person to present as chair, as they have a stake in keeping everyone else in the session within their allotted time. Please see Presentation Guidelines for more information. Please contact meeting@aag.org if you do not wish to be chair.

 

I am having trouble adding a Field Trip or Workshop, how can I add one?

If you are unable to add a Field Trip or Workshop, it is likely full. However, sometimes people do not show up and spots are made available. Please go to the Field Trip meeting spot or workshop location early to ask join. 
To add an additional participant to a Field Trip (spouse, friend, etc) please call the AAG Headquarters at (202) 234-1450 to ensure there is space and to submit payment.
 


I need a Certificate of Attendance/Presentation to be reimbursed by my institution, how do I get one?

If you require a certificate of attendance/presentation, please contact meeting@aag.org after the conclusion of the Annual Meeting.