Guidelines for Session Chairs

     Because the convention will have over 200 panels and over 600 panelists, NEMLA relies on session chairs to be the intermediary with the panelists and to help ensure that the convention runs smoothly, exhibiting the highest scholarly standards.

     Please read the following guidelines carefully, and do not hesitate to contact the Executive Director, Elizabeth Abele, Northeast.MLA@gmail.com, if you have any questions, ideas, or concerns.

Publicizing your panel

     The Call for Papers will be mailed to all current and recently lapsed NEMLA members, but I encourage you to do your own legwork in advertising your panel. Use listserves; send flyers; post announcements in your field. One good place is the "Call for Papers" website at: http://www.english.upenn.edu/CFP.

Finalizing your panel

     Even if you have people in mind for your panel, please wait until September 15 before making a final decision. Look at all the available submissions and choose the best papers. Remember that you, as the Chair, may present a paper at your own session or instead choose to present on another panel.

Acknowledging submissions

     We hope that you will practice professional courtesy in acknowledging all the submissions you have received and in mailing both acceptance and rejection letters to all those who submitted papers or abstracts. Rejection letters are particularly difficult, but we owe them to our colleagues. 

      Traditionally, NEMLA members submit abstracts to more than one proposed panel. Before mailing any rejection letters, please contact your accepted panelists and ask for a commitment to your panel. (Remember, participants may deliver only one paper of any type at the convention). 

      Please inform your panelists that they must pay their membership/registration and media handling fee (if applicable, $10) by November 30.  Direct your panelists to the NEMLA web site for convention updates and membership/registration information. 2007 charges are being finalized; an increase from 2006 is unlikely. 

Submitting your panel information

     Your completed panel information is due by October 1. Submit the information via our website. If you decide to withdraw your panel, please inform us promptly so that we will no longer hold the space for you.  If your panelists cancel, likewise inform NEMLA as soon as possible.  Make sure you have full contact information for your panelists so that you can be sure of your ability to reach them.

Second panels 

    Second panels on the same topic are heavily discouraged, with preference given to under-represented areas.  NEMLA is a juried convention and sometimes one must turn down even fine proposals.

If you have a strong justification for a second panel, you may submit it online. Second panel requests will be answered November 1. 

NEMLA Policies

All participants must be NEMLA members and registered for the convention by Nov. 30.  A late fee of $10 will be added to membership/registration after Dec. 1.

No one may deliver more than one paper.

No one may chair more than one session of a type.

No more than two people from the same institution (including the panel chair) will be allowed on panels, without prior approval from the NEMLA Board.

Sessions may be of three types: a) Paper presentations, b) Creative presentations, such as poetry, fiction, and reflective and autobiographical pieces, and c) Roundtable discussions.

Paper sessions should have 3-4 papers. Creative sessions should have 3-6 presenters. Roundtables should have 3-6 participants.

Members may present a paper at a paper session and still present a paper at a creative session, participate in a roundtable, or be a respondent at another session.

Second panels on the same topic are heavily discouraged.  NEMLA is a juried convention and sometimes one must turn down even fine proposals.  Consider a roundtable to accomodate more than 4 panelists if you feel strongly that more need to be accomodated.

Withdrawing your panel

     Sometimes a good proposal will draw a poor response or no response at all. If you must withdraw, please let me know as soon as possible so that we will not continue to reserve your space.

Proofreading your submission

     As you might imagine, it will take time to process and enter your completed panel form. When we have entered all the panels, I will email a copy for you to proof before we publish the convention program.

Audiovisual requests

     NEMLA strongly suggests that panelists keep their audio-visual requests appropriate, i.e. not requesting a media projector when handouts can work as well.  At the same time, NEMLA is committed to providing proper support to panelists’ scholarship.  NEMLA charges panelists a media handling fee of $10 for standard audio-visual requests (TV/VCR/DVD, slide projector, overhead projector, media projector). No media request will be honored if the media handling fee is not received via Acteva by Dec. 1.

      With their acceptance, please inform your panelists of NEMLA’s audio-visual policy, and coordinate their requests  -- your panel will run more smoothly if your panelists use complementary equipment

Absenteeism

      Please do everything in your power to encourage your panelists to honor their commitment to attend the convention. NEMLA does not allow papers to be read in absentia regardless of the circumstances. Please inform me if any of your panelists withdraw. If you are not able to attend, please find someone else to chair your panel and inform me as soon as possible.

Advertising your books

If you or any of your panelists have published books and would like them displayed at the NEMLA meeting, please contact your publisher and ask them whether they plan to exhibit at the convention. If they do not, please encourage them to contact Debby Pitts at The scholar's Choice. Once again The Scholar's Choice will be having a combined book display at the meeting and, for a fee, can exhibit books for them. Debby may be reached at djpitts@scholarschoice.com or at 585-262-2048 x108