2015 Call for Papers: Submission Procedures

All online submission forms and supporting documents are available in the Annual Meeting section of the AIA website. Detailed guidelines for information required for submissions are available. Submitters are strongly encouraged to review these guidelines prior to submission in order to acquaint themselves with the information required. Submitters should note that all submissions must be made by means of online submission forms provided on the AIA website.

For titles or abstracts containing Greek characters, a paper copy of the abstract identical to that submitted online must be mailed or faxed to the Boston office. Abstracts sent by mail must be postmarked on or before the submission deadline, while those sent by fax must be sent on or before this date. Instructions for the use of other foreign and special characters will be provided in the “AIA Style Guidelines for Annual Meeting Abstracts."

Submission of an Organized Session

Each of the four different organized session formats (colloquium session, joint AIA-APA colloquium session, poster colloquia session, and workshop session) has a distinct submission procedure. All organized sessions must be submitted by the first set of deadlines in March.

Colloquium Session. The submission of materials for a session of this format involves the completion by the submitter of the Colloquium Session Submission Form and Colloquium Paper Submission Form, available on the AIA website. In this instance the submitter is the organizer of the proposed session. The presenters of papers included in the proposed session should consign the information relevant to their presentation (contact information, professional affiliation, title of paper, amount of time requested, abstract) to the session organizer, and should not submit this information directly to the AIA.

The Colloquium Session Submission Form requires the submitter to provide both a colloquium overview statement and various items of information (e.g., colloquium title), along with a list including the names of the presenters, their professional affiliations, the titles of their papers, the amount of time requested for each, the order in which they will be delivered, and, where applicable, the name(s) and professional affiliation(s) of the discussant(s). The submitter will also be prompted to supply a password, which will provide access to the Colloquium Paper Submission Forms. An automatic email receipt confirming the password will be sent to the organizer upon successful submission of the Colloquium Session Submission Form.

The colloquium overview is a statement of ca. 400 words that provides an overview of the theme of the proposed session. This should state the theme, indicate some of the important problems currently associated with the investigation of this theme and the methods being employed in this work, indicate how the various presentations in the proposed session relate to the theme and its investigation, and specify how they will combine to provide significant new insights into the theme. Since the PAMC reads the abstracts and colloquium proposals anonymously, the text of the overview should refer to the papers by title rather than by the names of presenters. The PAMC will evaluate the presentations as a group, considering their coherence and relevance to the session’s theme. Presenters submitting as part of an organized session may also submit the same or a different abstract for consideration as an open session presentation (See Number of Submissions/Presentations policy).

Colloquium Paper Submission Forms are used by the organizer to submit each of the papers to be included in the proposed session. This form requires the session organizer to provide various items of information (e.g., presenter contact information, presentation title, length of time requested, etc.), and to provide an abstract summarizing the content of the proposed presentation. The papers should be submitted in the same order that they will be presented during the session. The abstracts for the papers in a proposed colloquium should conform to the requirements given in the following subsection for abstracts submitted for an open session.

As part of their submission, colloquium session organizers may nominate one presenter who is not a resident of either the United States of America or Canada as an applicant for nonresident scholar travel funding. A brief bio of the nominated individual is required at the time of submission. For more information on this funding, see the “Funding” section.

Organized Session Timing
It is extremely important to take into account all of the timing for paper presentation, presenter changeover, introductions and discussion when assembling an organized session. All colloquia need to account for a 10 minute introduction, 5 minutes between each paper for speaker changeover, and a 10 minute break for sessions of four or more papers. 15 minutes will be added to any session that includes a discussant. The maximum number of discussants allowed in a colloquium is two. For a session with seven papers there are 60 minutes built into the program. Please be sure to request the proper amount of time for each speaker. Sessions with seven papers requesting 20 minutes each will not fit into the schedule. The PAMC will request timing changes to any accepted sessions that are over time. If you have any questions about the time your session will require please contact us at 2015annualmeeting@aia.bu.edu.

Joint AIA-APA Colloquium Session. Submissions for these sessions follow the same procedure as the Colloquium Sessions above. In thise case submission must also be made to the APA. To facilitate submission to both groups, submission must conform to the guidelines established by the APA Program Committee for the submission of joint sessions. For details, please see http://apaclassics.org/index.php/annual_meeting/. All Joint AIA-APA Colloquium Submissions must be made by the March 23, 2014 deadline. The APA has moved its deadline to April 2014, however complete submissions for Joint Sessions must still be received by the AIA prior to the March 23rd deadline.

Poster Colloquia Session. Submissions for these sessions follow the same procedure as the Colloquium Sessions above using the Poster Colloquium Session Form and the Poster Colloquium Participant Form. In this instance the submitter is the organizer of the proposed session. The presenters of posters included in the proposed session should consign the information relevant to their presentation (contact information, professional affiliation, title of poster, abstract) to the session organizer, and should not submit this information directly to the AIA.

The Poster Colloquium Session Form requires the submitter to provide both a colloquium overview statement and various items of information (e.g., colloquium title), along with a list including the names of the presenters, their professional affiliations, and the titles of their posters. The submitter will also be prompted to supply a password, which will provide access to the Poster Colloquium Participant Form. An automatic email receipt confirming the password will be sent to the organizer upon successful submission of the Poster Colloquium Session Form.

The colloquium overview is a statement of ca. 400 words that provides an overview of the theme of the proposed session. This should state the theme, indicate some of the important problems currently associated with the investigation of this theme and the methods being employed in this work, indicate how the various presentations in the proposed session relate to the theme and its investigation, and specify how they will combine to provide significant new insights into the theme. Since the PAMC reads the abstracts and colloquium proposals anonymously, the text of the overview should refer to the posters by title rather than by the names of presenters. The PAMC will evaluate the presentations as a group, considering their coherence and relevance to the session’s theme. Presenters submitting as part of an organized session may also submit the same or a different abstract for consideration as an open poster session presentation (See Number of Submissions/Presentations policy).

Poster Colloquium Participant Forms are used by the organizer to submit each of the posters to be included in the proposed session. This form requires the session organizer to provide various items of information (e.g., presenter contact information, presentation title, length of time requested, etc.), and to provide an abstract summarizing the content of the proposed poster. The abstracts for the posters in the proposed colloquium should conform to the requirements given in the following subsection for abstracts submitted for an open session.

Workshop Session. The submission of materials for a session of this format involves the completion by the submitter of the Workshop Session Submission Form, available on the AIA website. Note that in this instance the submitter is the organizer and chair of the proposed session. The presenters of the presentations/demonstrations included in the proposed session should consign the information relevant to their presentation/demonstration (contact information, professional affiliation, and title of presentation/demonstration) to the session organizer, and should not submit this information directly to the AIA. All accepted workshops must submit a finalized list of participants by October 1, 2014.

The Workshop Session Submission Form requires the submitter to provide a workshop overview statement and various items of information (e.g., submitter contact information, workshop title, etc.), along with a list of the names of the presenters, their professional affiliations, the titles of their presentations/demonstrations, and the amount of time requested for each. The workshop overview is a statement of ca. 400 words that provides an overview of the theme of the proposed session. This should state the theme, indicate the significance of this theme to the discipline, and indicate how the various presentations/demonstrations in the proposed session relate to the theme.

Submission for an Open Session

There is a single submission procedure for all three open session formats (paper session, field report session, poster session). This involves the completion by the submitter of the Open Session Submission Form, available in the Annual Meeting section of the AIA website. Individuals submitting for the Undergraduate Sessions should use the Undergrad Open Session Submission Form.

The Open Session Submission Form requires the submitter to provide various items of information (e.g., submitter contact information, presentation title, session format, length of time requested, etc.), and to provide an abstract summarizing the content of the proposed presentation. The online form will now require submitters to identify their abstract’s content as falling under one of eight categories: New World; Old World Prehistory/Iron Age Europe; Ancient Near East/Egypt; Bronze Age and Early Iron Age Aegean/Greece; Archaic/Classical/Hellenistic Greece; Pre-Roman Italy and Roman; Late Antiquity; Archaeological Methodology (underwater; field; lab; computer-based; etc); Epigraphy; and Other. Submitters whose abstracts cut across categories must choose the one that best designates the primary topic of their presentation, or check the “Other” category.

The title of a proposed presentation should indicate its specific content in clear terms. The abstract must not exceed 400 words and must conform to the “AIA Style Guidelines for Annual Meeting Abstracts,” available in PDF format in the Annual Meeting section of the AIA website. The research described should be referred to in the present tense rather than in the future tense. (e.g., “I present an analysis of three sealed deposits,” rather than, “I will present an analysis of three sealed deposits.”). While limited use of in-text citations (in author:year format) is acceptable, bibliographical references and footnotes should not be included and will be removed.

An abstract for a paper session presentation or a poster presentation should indicate in a clear and succinct fashion the problem addressed in the presentation, the materials and/or data analyzed in relation to this problem, the analytical method employed, the results obtained, and the conclusions reached as a result of this work. As relevant, it should also indicate in a clear fashion the culture, site or region, and time period with which the presentation is concerned.

Field report submissions should include as much as possible the following information:

  1. Title of the project and official auspices or permit agent (university, research institute, government ministry, or other administrative authority).
  2. When the work was (will be) conducted.
  3. Stage, phase, and tenure of the project overall.
  4. Specific field method(s) and applications (excavation, intensive survey, topographical survey, remote sensing, GPS, etc.).
  5. Methodology and/or goals or problem orientation of the project.
  6. Results or anticipated results.
  7. Relevance of the results to the project’s overall research design and history.
  8. Relevance to broader issues in the field.

Submission for an Undergraduate Session

There is a single submission procedure for both undergraduate session formats (paper session and poster session). Submitting requires the completion by the submitter of the Undergraduate Session Submission Form, available in the Annual Meeting section of the AIA website. The Undergraduate Session Submission Form requires the submitter to provide various items of information (e.g., submitter contact information, presentation title, session format, length of time requested, etc.), and to provide an abstract summarizing the content of the proposed presentation.

The title of a proposed presentation should indicate its specific content in clear terms. The abstract must not exceed 400 words and must conform to the “AIA Style Guidelines for Annual Meeting Abstracts,” available in PDF format in the Annual Meeting section of the AIA website. The research described should be referred to in the present tense rather than in the future tense. (e.g., “I present an analysis of three sealed deposits,” rather than, “I will present an analysis of three sealed deposits.”) While limited use of in-text citations (in author:year format) is acceptable, bibliographical references and footnotes should not be included and will be removed.

An abstract for a paper session presentation or a poster presentation should indicate in a clear and succinct fashion the problem addressed in the presentation, the materials and/or data analyzed in relation to this problem, the analytical method employed, the results obtained, and the conclusions reached as a result of this work. As relevant, it should also indicate in a clear fashion the culture, site or region, and time period with which the presentation is concerned.

Submission of a Roundtable Session

The submission of materials for a roundtable session involves the completion by the submitter of the Roundtable Session Submission Form, available on the AIA website. Note that in this instance the submitter is the moderator of the proposed session. Roundtable discussion proposals must be submitted to the AIA no later than November 15, 2014. Roundtables will be evaluated and accepted/rejected on a space available basis up through the deadline.

The Roundtable Session Submission Form requires the submitter to provide a roundtable overview statement and various items of information (e.g., submitter contact information, roundtable title, etc.). The roundtable overview is a statement of ca. 250 words that provides an overview of the theme of the proposed session. This should state the theme, indicate the significance of this theme to the discipline, and indicate the constituencies within the AIA likely to find a session on the proposed format of interest.