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.
Proposing your session
NeMLA looks for focused sessions that will draw interesting, quality abstracts. For your proposal, the NeMLA Board looks for a brief abstract that establishes your approach and goals for the session (outside research not required). The description should be tightly written, to describe your session to potential applicants and includes how you want to receive abstracts; at the minimum the description should include your name and email. Since this description will be used for the newsletter and website with other sessions, we ask you to keep it brief. In your own promotion of the session, you may use a more developed description. Co-chairs are allowed.
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.
Types of sessions
- Panel -- this is the traditional paper format of 3-4 participants, reading a formal paper of 15-20 minutes (2500-3000 words) as set by the chair, followed by Q&A.
- Seminar -- the 5-10 participants will complete and circulate their papers (length determined by chair) prior to the convention. Instead of reading papers, participants give a brief presentation of their work, with the session focused on structured exchange between the participants. Respondents may be invited by the chair.
- Roundtable -- the 3-6 participants in this format give brief, informal presentations (5-10 minutes) with the remainder of the session given to a conversation between the participants and the audience.
- Creative Session -- the 3-6 participants of this session read their work in poetry, fiction, nonfiction or other genres.
Finalizing your panel
NeMLA does not accept pre-formed panels. Wait
until September 15 before constituting your panel. You are obliged to
consider 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.
Make sure you have full contact information for your
panelists so that you can be sure of your ability to reach them. Consult the
guidelines belife for the appropriate number of participants for your submission
type. Since the traditional panel and roundtable formats are significantly
different, requests to change panles to roundtables after September 15 will only
be granted under rare circumstances.
Acknowledging submissions
You are expected to 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 no later
than 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
NEMLA is a juried convention and sometimes one
must turn down even fine proposals. Panels may elect to change to seminar format to accommodate more than 4 participants.
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 $25 will be added to membership/registration
after Dec. 1.
No one may present more than one paper. It is permissable to present a paper and also to participate on a roundtable or creative session.
No more than two people from the same institution (including the panel chair)
will be allowed on any session, without prior approval from the NEMLA Board.
No one may chair more than one session of a type.
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 must have 3-4 papers. Creative sessions must have 3-6
presenters. Roundtables must 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.
Withdrawing your panel
Sometimes a good proposal will draw a poor response
or no response at all. If you require an extension or decided to withdraw your
panel, please inform the Executive Director promptly so that support can be
offered or your space can be released.
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, In early December, you will be receive a panel proof that you will be asked to correct for the online and print programs.
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
