Instructions for Stream Organisers
Posted on 19th January, 2024 in Conferences
Instructions for Stream Organisers
The ASAUK conference has established a tradition of creating the intellectual programme through streams. This means that stream organisers can create a sustained intellectual project across their panels; can develop special issues; can showcase recent or emergent trends in scholarship. In the streams, there are typically pre-constituted panels.
There are two options for submitting pre-constituted panels:
Option 1, entirely off line until registration
In one option, the stream, including all panels, is built entirely off-line and the stream organisers send all the panels to ASAUK24Conference@gmail.com when completed. All participants register as speakers on the Oxford Abstracts system and enter the name of their individual presentation. The document prepared by the stream organiser is the one that will be used to build the programme. The document used to build the programme will be the consolidated document sent by the stream convenor.
Option 2, registering via Oxford Abstracts
Some streams are also considering presentations that were not invited, but are submitted via the Oxford Abstracts system. For these streams, proposals come in via 2 routes, to facilitate inclusivity. In addition to solicited proposals and submissions, there may also be some submissions that come in through the Oxford Abstracts system here:
Stream organisers have been registered as “Admin” users and will need to log in to see whether any submissions have come in via this route, and to make decisions about these submissions. If a submission is accepted, the stream organiser will add it to the off-line stream programme. If the submission is rejected, it will go back into the general pool.
If stream organisers wish to advertise or display their panels or stream, this can be done via the conference web site. Text should be supplied in exactly the form it has to be displayed, and will be posted to the ASAUK web site (normally on the same day).
Once panels have been completed and compiled, these can also be displayed on the web site – both of the journal and of the conference.
Visa letters are going out now. As soon as proposals are accepted, and the speaker indicates that he or she is in need of a visa invitation letter, the visa letter and acceptance letter should go out. Please email ASAUK24Conference@gmail.com or ASAofUK@gmail.com. Stream organisers are encouraged to make decisions about these proposals early, to give speakers time to apply for visas.
Once the stream has been compiled (off-line, with whatever web site copy or display stream organisers wish to have) please submit the completed stream to ASAUK24Conference@gmail.com. Stream organisers can decide the order of their panels. This may need to be adjusted, if speakers have committed to another stream too – but generally stream organisers can make all decisions related to their streams. Some streams will have a keynote event or speaker.
In the case of pre-arranged panels, this is how speakers should register:
Is this presentation part of a pre-constituted panel?
If Yes, please provide the title and short abstract of the pre-constituted panel
(2 000 word limit)
Title or Presentation: “Title of Individual Presentation”
Abstract: “Abstract of Individual Presentation”
(500 word limit)
Stream: “Stream name” (could be “General”)
Each participant has to register for the conference on the Oxford Abstract system. Only speakers who have registered will appear on the programme. If a presentation has more than one presenter or author, both have to register. Conference registration has not yet opened. Each participant will have to enter their own details here, and if a stream, grant or other organisation is paying for any participants, a voucher code can be generated and made available to them so that they can complete registration without having to pay.
Africa-based colleagues: £100
Student member (ASAUK only or RAS/ASAUK) rest of world, including UK: £150
Student non-ASAUK member rest of world, including UK: £200
Member (ASAUK only or RAS/ASAUK): £260
Day rate for all categories, regardless of location: £100
Optional ticket Dinner & Dance (limited tickets available): £30
Accommodation will be around £56 a night, more details to follow.
The ASAUK conference is not organised as hybrid. However, we shall allow speakers to register to join a panel virtually, provided the panel organiser is able to arrange this. Unfortunately we cannot guarantee that these participants will have access to other panels. In order to be included on the conference programme, speakers have to register for the conference.
Members of the ASAUK and of ASAUK/RAS receive a conference discount, but membership is not a requirement for participation). The ASAUK has its own membership category, £50 and with a reduced £30 for registered students.
20 April ASAUK submissions close
15 May stream organisers make all decisions
15 June provisional programme is published
15 July final programme is published
Editorial board meetings
Panel 1 before lunch
Panel 2 and 3 after lunch
Panels 4 – 7
Book launches, evening events
Closing session, ASAUK AGM
Dinner & Dance
Please direct all questions to Carli Coetzee ASAofUK@gmail.com or ASAUK24Conference@gmail.com.