Call for panels
The Call for Panels is now closed. Decisions on the panel proposals will be made by the Scientific Committee and these will be communicated to all proposing convenors by 1st November.
No panel may run for more than two sessions of 90 minutes.
- a panel title
- name and email addresses of panel convenor or convenors
- a short abstract of <300 characters
- long abstract of less than 250 words
The proposal may also include the names of any chairs or discussants, although these can be added subsequently using the login environment - please use the convention of Firstname Lastname (Institution). If these roles are to be taken by convenors, then please do not enter your own names there - as it's implicit that this will be the case where other names are not listed.
Proposals must be made in English (the language of the conference) and must be made via the online form, not by email. However presentations may be delivered in Portuguese.
On submission of the proposal, the proposing convenor (not the co-convenors) will receive an automated email confirming receipt. If you do not receive this email, please first check the login environment (click head icon above) to see if your proposal is there. If it is, it simply means your confirmation email got spammed/lost; and if it is not, it means you need to re-submit.
Proposals will be marked as pending until the Scientific Committee decisions are publicised on 1st November. They will then be marked as accepted or rejected; and the conference administrators will inform you of the decision.
It is the convenors' responsibility to ensure that all panel participants are well briefed. To that end, convenors should not only communicate their decisions over proposals as detailed below, but also later in the process, email the panelists to: inform them of the speaking order (albeit this is displayed on the public panel page), inform them as to how much time they have been allocated, remind them to register (the registration status can be seen in the login environment), inform them of any late changes or additional chairs/discussants, and give any other information related to the panel. If panelists withdraw convenors should mark these withdrawals in the login environment to inform the organisers.
At the close of the call for papers convenors will be asked to indicate their decisions over whether to accept/reject proposals through the login environment. If an author later emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment.
Panel proposers can use the login link in the menu in the top right corner to edit their panels, edit the constituent papers, state any specific timing requests to do with their panel, add the names of chairs/discussants, mark the paper proposals as accepted/rejected/transfer/withdrawn, and place the papers in presentation order. Co-convenors and co-authors cannot be added/removed nor can panels be withdrawn through this environment - please email admin(at)chamconference.org to do this.
Information for later in the process
Panel convenors can use the login link in the menu above to edit their proposals. Later, when panels have been accepted/rejected, convenors are requested to administer their panels via this login environment. Convenors should log in to state any specific timing requests for their panel (when directed to so by the conference administrator), to add the names of chairs/discussants, and to manage the paper proposals. Co-convenors cannot be added/removed nor can panels be withdrawn through this environment - please email admin(at)chamconference.org to do this.
When papers are proposed via the website, they will be proposed to specific panels. Convenors will receive a summary email of the proposal. Convenors are welcome to acknowledge proposals by email, and even to ask contributors to edit their abstracts by logging in themselves. When the call for papers is over, convenors must indicate their decisions about whether to accept/reject/transfer proposals through the login environment. If an author later emails to withdraw their paper, the convenors should mark the paper as 'Withdrawn' in the login environment, otherwise the conference administrator may not know of the withdrawal. The papers can be placed in order via the login environment, and this should be done once decisions about all papers have been made.
Letters of acceptance
If you need a letter of acceptance of your panel for visa or funding purposes, you can download a signed PDF by logging in to Cocoa via the login link above. Just go through to your panel details, and click on the "A" at the end of the row.
Panels may run for a maximum of two 90-minute panel sessions, each of which may hold up to four papers. So convenors should accept no more than eight papers. There will a period whereby the administrators will work on rehousing the proposals marked 'transfer', and we will get in touch if this affects your paper/panel. This should be completed by mid-March when registration will open.
CHAM has no rule about this but many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, authors can upload a PDF of their paper within Cocoa, and it will then show as a downloadable file beneath their abstract on the public panel page on this site. It is your choice whether you instruct your presenters to make use of this.
Timing of presentations
Papers should be assigned 15 minutes each with a 30 minute discussion at the end of each session. This should not be changed by convenors, so that delegates can move from panel to panel. The key is to respect the fact that many presenters have travelled a long way in order to be able to contribute and clearly need time to set out their argument but also have time for discussion. We will indicate the allocation of papers across the sessions within a panel in the printed programme (but not online), so delegates reading the conference book will be able to panel hop to attend specific papers.
Convenor/author email addresses are not shown on the panel pages for anti-spam and privacy reasons reasons. However, there is an in-built secure email messaging system. If you cannot work that, please email admin(at)chamconference.org to obtain the relevant email addresses.