Thank you for your contribution to the 2018 CAA Annual Conference; we look forward to seeing you in Los Angeles. Below you will find information to assist you in preparing to present at the conference. Any questions about your session participation should be directed to your session chair(s).You may also contact Michelle Stanek, manager of annual conference, at mstanek@collegeart.org or call (212)392-4405 with specific questions.
PLEASE NOTE:
- All conference sessions are ninety minutes long.
- All conference participants (e.g. chairs, speakers, discussants) must be current individual CAA members through February 24, 2018, regardless of affiliated society membership, institutional affiliation, or invited status.
- All conference participants are required to register for the conference, or purchase a single-session ticket or day pass onsite for their session.
- NEW THIS YEAR. CAA recognizes the need to be mindful of being “green” so we are providing conference registrants three options for the conference program: the conference app (available to everyone for free); a downloadable PDF; a $10 printed conference program (available during pre-registration). PLEASE NOTE: all individuals participating in a ninety minute conference session (e.g. chairs, speakers, discussants) will receive a free printed program. Options to “opt out” of the printed program are available during online registration.
MEMBERSHIP REQUIREMENT
All conference participants, regardless of role within their session and regardless of their membership in a CAA committee or affiliated society, must be current individual CAA members through February 24, 2018. Institutional membership does not qualify as individual membership. Speakers must be current members to be included in conference listings.
CAA members at the Tier Two level planning to attend the Annual Conference are encouraged to upgrade to the Tier One level, which, when combined with the discounted conference registration will provide the greatest value. To upgrade your membership or for other membership services, call (212)691-1051, ext. 1, or visit http://www.collegeart.org/membership/individual. Conference registration and membership forms are available online.
REGISTRATION REQUIREMENT
Early conference registration will remain open through December 15, 2017. CAA encourages participants to register online to receive the early registration rate. Tier One level membership provides the most value on a combination of membership renewal and conference registration.
Only those who register for the full conference will receive a conference badge.
All conference participants, regardless of their role within their session, must register for the conference. CAA encourages full conference registration to take advantage of the sessions and events, but at the very least, each participant must purchase a single-session time slot ticket or day pass onsite to participate in their session. Speakers who do not have a conference badge, day pass, or single-session ticket will not be allowed to attend their session.
Single-session time slot tickets ($15/$20 per single-session ticket) are sold onsite during the conference. All speakers purchasing tickets should plan to do so at least 1.5 hours before their session starts to leave enough time to get through registration lines and prepare for their session.
AUDIO VISUAL
The standard set-up for a CAA session includes theater-style seating, one LCD projector, one projector screen, and a speaking timer. A sound hook up will also be available in each session room. In addition, two microphones, one for the podium and one for the speakers’ table, are provided. Q&A microphones, Mac adapters (“dongles”), spare USBs, and presentation computers, laptops, and slide projectors, will NOT be available. Chairs of off-site sessions must make special arrangements with their host venues for all audio- visual needs; CAA is not responsible for the timing, AV, room set-ups, or signage for off-site sessions.
Please discourage speakers who wish to participate in your session via Skype, Google Hangouts, or FaceTime due to travel or personal emergencies. Although all session rooms are equipped with Wi-Fi, the available connection may not be adequate enough to ensure that remote participation can occur without connectivity or sound quality issues. These issues may disrupt the session flow.
If your session plan involves audio and/or video, please test videos ahead of time, make sure that the videos are downloaded and readily available on your desktop or inserted into your presentation itself (not accessible through web links), and that you arrive to the session room at least twenty minutes early to hook-up and test the audio connection with the laptop on which the videos will be played.
Any session chair who would like to request special AV equipment or a non-standard room set up must indicate their needs via email to Michelle Stanek, manager of annual conference, mstanek@collegeart.org, and indicate “AV equipment” in the subject line. Additional AV equipment or unique set ups are likely subject to additional fees that are not the responsibility of CAA, so please contact programs for a price quote so that you will have time to plan payment before the final AV special request deadline of November 6, 2017. Late requests will not be honored.
IMPORTANT: CAA, the Los Angeles Conference Center, and the conference AV provider do not provide computers—please provide your own laptop. If you or any of your speakers will be using a Mac, you MUST also bring the adapter that is compatible with VGA projector connections (check your adapter at: https://support.apple.com/en-us/HT201853; especially if your laptop is a newer or older model). For smaller PC computers without VGA ports, bring a USB to VGA cable.
It is ideal for all presentations to be loaded onto one computer and tested prior to the session for efficient transition. At the very least, it is recommended that multiple people per session bring fully-charged laptops, dongles, and USBs containing the presentation visuals. If, upon arrival at the conference, you are unsure you brought the appropriate adapter, please check in with an AV technician at one of the optional Speaker Ready Room meetings mentioned below.
CAA Branded Slides for Powerpoint Presentations: Some session chairs may wish to have “place holder” slides within their presentations for the beginning or end of their sessions. Download these slides here.
SCHEDULING AND ROOM ASSIGNMENTS
Scheduling assignments were emailed to all session chairs. It was the chair’s responsibility to review the time/date closely upon receipt and inform the speakers of their schedule and room assignments. It was the chair’s responsibility to inform the CAA programs office of scheduling conflicts. Check your schedule and notify your session chair immediately if you cannot attend your session for any reason. Individuals must participate fully in person.
Scheduling and room assignments were determined by the Annual Conference Committee. The goal was to create a balanced program with a variety of sessions per time slot, with as little content overlap as possible. Every effort was made to honor the time requests and conflicts entered in Submittable. Given that there are up to 20 concurrent sessions, no guarantees could be made.
The program schedule is very full and some sessions were placed in rooms with large capacity. In order to create a more intimate environment, do not hesitate to ask audience members to fill in at the front.
SESSION CONTENT: TITLES, NAMES, AFFILIATIONS, AND ABSTRACTS
All Session Titles, Session Abstracts, Speaker Names, Speaker Affiliations, Paper Titles, Paper Abstracts, Discussant Names, and Discussant Affiliations will be considered final as of September 18, 2017, 11:59 EDT.
Due to publication deadlines, late submissions will not be accepted or published. No session or paper title changes will be made after the September 18th deadline. All speaker and abstract title changes were to be made by the session chair only. Any speaker cancellations that occur must be communicated with both your session chair(s) and Michelle Stanek, manager of annual conference. Due to separate design and print schedules, edits to Abstracts 2018 will not automatically appear in the final printed Conference Program (and vice versa).
Session Listing Style and Editing
CAA does not guarantee editing or proof-reading of session information and publishes/posts session details exactly as submitted by chairs with the following exceptions:
Conference Publication Style Guidelines:
- Names: CAA does not list titles or honorifics (i.e., Prof., PhD, Esq., etc.) or positions (i.e. Assistant Director, Chair, Department Head, etc.). Chairs should consult with participants if they are not sure of spelling.
- Institutional Affiliations: Please enter official name of each institution as it appears on the institution’s website and avoid acronyms or colloquial titles (i.e. “The Met,” “CUNY,” etc.). Do not list departments, faculty positions, graduate student status, or titles; they will be deleted. You may enter “Independent Scholar,” “Independent Artist,” etc. if you have no relevant institutional affiliation. CAA will only list one affiliation per person; if multiple affiliations are entered, all but the first will be dropped.
- Italics, special characters or accents: The Submittable system did not accept italic, bold, or underlined fonts in the submission boxes. If you entered your session information via cut-and-paste, you may have missed this auto-formatting. Check your listing carefully for special characters or accents and reinstate any missing special fonts, highlighting them in the corrections you send back. PLEASE NOTE: Quotations will be used instead of italics in conference publications in 2018.
- Paper Titles: Shorter titles are preferred (less than 120 characters ideal). Titles will appear in italics before each speaker name
- Paper Abstracts: Firm 250-word limit; anything over 250 words will be cut.
- Style: Use serial commas; spell out numbers; and use American spelling, not British. CAA follows the styles set forth in The Chicago Manual of Style and spelling from Webster’s 3rd or 4th International Dictionary.
Abstracts 2018
Abstracts of all sessions/papers submitted to chairs by September 18, 2017 will be published in digital form as part of the Abstracts 2018 publication available to all conference registrants online. A hard copy is not available. Submission of paper abstracts is only mandatory if you would like to include your session in the Abstracts 2018 publication. Both session and paper abstracts must be shorter than the maximum of 250 words.
Full Paper Texts
For planning purposes and quality control, most session chairs require that speakers submit the full text of their papers/presentations no later than January 1, 2018. The requirement of paper submission is at the discretion of the chairs as these January submissions enable them to review the content and length of the actual presentation. Papers should be sent directly to chairs. Do NOT send your paper or email to CAA’s office.
Discussants
Discussants do not have abstracts published, but their names and affiliations are listed with their sessions on the conference website, in the final printed and online Program as well as Abstracts 2018.
SESSION ORGANIZATION AND TIMING
Each session is allotted ninety minutes. Session chairs are responsible for monitoring the time of presentations and of the full session. Chair(s) will be in contact with participants ahead of time to reach an agreement about respective time allocations and order of session presentations. CAA does not require or suggest a minimum amount of time for introductions, presentations, comments, Q&A or audience participation, but highly recommends that this be a part of sessions. Exceeding the pre-arranged time reduces or eliminates the opportunity for discussion that makes the Annual Conference exciting.
In addition, it is highly recommended that you build a ten-minute cushion in your session timeline for seating, quieting of attendees, applause, transitions between speakers, and the occasional audio-visual “glitch.” Even if your session begins late, it must end on time. Sessions occur in each room all day; so session chairs going over their ninety-minute allotment will be asked to vacate the room so the next session may begin on time. The 30 minutes between sessions is designed to allow ample preparation time for the next session; please help the conference program and move any discussion into the hallway or another public space.
CAA recommends that the order of speakers follow the order in which the chair listed the speakers in the original submission (i.e. speaker 1, speaker 2, etc.). This speaker sequence will be used in the online program and the final printed program; at the conference, do not change the published sequence of speakers, as many attendees “session-hop” and come to hear a particular presentation.
Alternate, engaging session formats (other than consecutive reading of papers) are highly encouraged by the Annual Conference Committee. Discuss these options with the session chair(s) prior to the presentation.
Whatever form a session takes, speakers often adhere to the “words per minute” or “pages per minute” formulas outlined below:
Words per minute: Most speakers read 100 words comfortably in 1 minute, taking into consideration the “asides” commonly made while presenting a talk. Experience suggests most speakers and listeners find this rate comfortable.
10-minute papers = 1000 words
12-minute papers = 1200 words
15-minute papers = 1500 words
20-minute papers = 2000 words
Pages per minute: As a rule of thumb, one page of double-spaced, 12-point font text spoken at a moderate pace will take about two minutes to read.
5 double-spaced page, 12 pt font = 10 minute presentation
6 double-spaced pages, 12 pt font = 12 minute presentation
7.5 double-spaced pages, 12 pt font = 15 minute presentation
10 double-spaced pages, 12 pt font = 20 minute presentation
CONFERENCE BADGES
Names and affiliations printed on conference registration badges are not connected to your name and affiliation as printed in the 2018 Call for Participation, Abstracts 2018, the conference website, and/or the Conference Program. Badges are produced and printed by the Membership department directly from information you entered into the CAA database upon joining, renewing your membership, or registering for the conference.
If how your name and affiliation appear on your badge is important to you; you should take some time to review your CAA membership account information online (www.collegeart.org/login). If either your name or affiliation needs to be updated, you must contact member services (membership@collegeart.org, (212)691-1051, ext. 1) by December 15, 2017 and update your “badge information.” This will ensure that your name appears as you wish on your badge and in the conference Directory of Attendees.
AUDIO RECORDING AND PHOTOGRAPHY
Sessions are not recorded by CAA and are not available for purchase after the conference. If you wish to record your own session, you must obtain permission from all speakers who may speak and inform the room at the start of the session that you will be recording so people who do not wish to be recorded may leave. All speakers own and maintain copyright to the work they present at the conference and you may not publish their words without proper permissions and citations. Any later use of content presented at the conference must be attributed to the appropriate author and cited with paper and session title as well as the date of the conference.
We ask all conference presenters and attendees to note that attendance at the conference constitutes consent to potentially be photographed. The following statement is posted on the website. If you have any issues with this statement or do not consent to being potentially photographed or filmed; you must notify CAA immediately:
Through conference attendance, I hereby grant permission to College Art Association (CAA) to i) photograph, film or otherwise record my image and voice at the above event or location and ii) use, reproduce, perform, display, distribute and create derivative works of any resulting photographs or recordings, as well as my name in connection therewith, in any media now known or as may be later developed and to authorize its agents or representatives to carry out any of the foregoing on CAA’s behalf. I acknowledge that CAA owns all rights to such photographs or recordings.
I waive: i) any right to inspect or approve any use of the photographs or recordings or any works incorporating them and ii) any and all moral rights in any such uses. I understand that I will not receive any compensation from CAA or any other person arising from or related to the use of such photographs, recordings or works.
I hereby release CAA and its Board of Directors, officers, employees, contractors, volunteers, representatives or agents from and against any claims, damages or liability arising from or related to any use by any of them of such photographs, recordings or works, including but not limited to, claims of defamation, invasion of privacy, or rights of publicity or copyright infringement, or any misuse, distortion, blurring, alteration, optical illusion or use in composite form that may occur or be produced in taking, processing, or producing materials incorporating them.
SPEAKER READY ROOM
At the conference, the Speaker Ready Room will be available for session participants to gather before their sessions and review/combine PowerPoint presentations or organize themselves while preparing for their session. You are welcome to run through your session, go over session-specific procedures or timing with your speakers, or strategize with your co-chairs in this room with minimal distractions. The Speaker Ready Room is located in room 510 of the Los Angeles Convention Center.
The Speaker Ready Room is also the site of optional session AV orientation meetings that are held each morning between 8:00 and 8:30 AM during the conference. An AV technician will be available at these meetings to assist you and answer any questions you may have about the AV equipment.
The Speaker Ready Room will be closed from 12:30 to 1:30 PM each day of the conference for lunch. CAA is not responsible for speaker notes, computers, or personal belongings left unattended in the room.
TRAVEL COSTS
CAA does not provide travel funding for conference participants for the Los Angeles conference. There are a limited number of travel grants listed on the CAA website but most of these grants are geared towards first-time conference attendees, non-speakers, international participants, or speakers with highly specific topics. We encourage all speakers to seek out independent funding avenues through departmental travel funds or professional development grants.
CONFERENCE SERVICES
See the Conference Services page for more information. CAA is committed to providing access to all individuals attending the conference. Those needing any special accommodations (e.g., sign-language interpretation, large-type print materials, or transportation) please contact Paul Skiff, assistant director for Annual Conference, at (212)392-4413 by December 15, 2017.
While planning your session participation, you may also take advantage of the Los Angeles Convention Center floor plans.
This year, CAA has made multiple quiet rooms (514, 516, 517, and 519) available throughout the conference. These rooms provide all conference attendees with a quiet place to await the next session or to sit for a few minutes away from the energy of the Annual Conference. Please refrain from cell phone use and conversations when in this space to allow others peace and quiet.
| IMPORTANT DATES AND DEADLINES | |
|---|---|
| 2017 | |
| August 14 |
|
| August 28 |
|
| September 18 |
|
| Early October |
|
| November 6 |
|
| December 15 |
|
| 2018 | |
| January 1 |
|
| February 21–24 |
|
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