16th EASA Biennial Conference
New anthropological horizons in and beyond Europe
21-24 July 2020 in Lisbon
ISCTE-University Institute of Lisbon and ICS-Institute of Social Sciences, University of Lisbon
Information for authors and convenors
Find out about the fate of your paper
Convenors were requested to email authors informing them of their decisions. Sometimes emails fail (or humans do), but you can also check paper status by logging into Cocoa (our online conference system) from the conference website (see the Login link with the human head icon in the upper left corner of your screen). Log in with your details, go past your contact information, find the conference paper and check it’s status. If it says ‘pending’, the decision is yet to be made. Accepted/rejected speak for themselves and you can read more below on what ‘transfer’ means.
Paper authors can also use the login environment to edit their proposals and/or their personal details (add new institutional affiliation, correct a spelling error etc).
Individuals are not permitted to present more than one paper. It is permitted to be a co-author in more papers, as long as one is not presenting those. Once papers have been marked up, all those who submitted multiple proposals and had those accepted will have to email conference(at)easaonline.org and inform us which paper(s) they wish to withdraw. If one of your multiples got accepted and another was set to transfer, we will withdraw the transfer paper on your behalf.
Papers which are neither accepted nor rejected, but marked for 'transfer', will be given the opportunity to be re-housed into other panels. The conference organisers will contact authors of proposals set to transfer and ask them to modify their abstracts to fit another panel of their choosing. We will supply authors with the list of panels that still have space for additional papers (panels containing fewer than the allowed maximum - 10).
The authors will then inform us of two panels they would like to apply to (in order of preference). We will forward the title, short and long abstracts to the relevant panel convenors asking them to consider the proposal. If the first panel rejects the proposal, we contact the second choice. Transfers rejected by both panels will then be set to 'rejected'. We aim to resolve all transfers by the beginning of March.
Co-authors and co-convenors get added manually by the conference administrators based on the co-author names and email addresses submitted during the paper proposal process. Where an author/convenor is not in our system (Cocoa), we email them a request to add their details. Given that these may end up in spam, please tell your co-authors that you have submitted a co-authored contribution and wish for their name to appear alongside yours and that the conference organisers will be getting in touch with them.
It is the convenors' responsibility to ensure that all panel participants are well briefed and that the panel continues to meet EASA's requirements. To that end, convenors should not only communicate their decisions over paper proposals to panelists, but email the panelists later in the process 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 (each author’s registration status can be seen in the convenor’s 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.
Convenors: use Cocoa to manage your panel
Convenors should login from the Login link in the toolbar above to manage/mark up paper proposals, email authors their decisions (and keep in touch during the whole conference process), state any specific timing requests for their panel, add the names of chairs/discussants and place the papers in order. If an author emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment and the conference admin notified.
Multiple roles in the conference
Each participant is permitted to present a paper once, convene once (either a lab or a panel), be a discussant once (in a panel, lab or roundtable), be a chair once (in a panel, lab, or roundtable). Please note that roundtable participants are considered discussants.
Number of sessions
We will allocate every panel an appropriate number of sessions depending on number of papers they accept. All sessions are 105 minutes long. Up to 5 papers=1 session, 6 to 10 papers=2 sessions. A handful of panels that received 25 or more papers were permitted to accept 15 papers (3 sessions). All roundtables will run for one session.
Distribution of papers over sessions
No panel session should include more than 5 papers, but it can include fewer - this is up to the convenors to decide. For example, if the panel has received 7 papers, it can be split over two sessions as 5+2, but also as 3+4 etc. When the Early Bird registration is closing, we will be contacting all convenors to indicate the way they want to divide the papers in the ‘Requested timing’ field in Cocoa (it should not be done earlier than that, as withdrawals often occur around the time when Early Bird prices end).
Remote presentations and Nearly Carbon Neutral panels
In this year's Call for Panels, EASA2020 included a call for Nearly Carbon Neutral panels (NCN) - panels that take place online. Convenors and presenters would pay a minimal virtual registration fee, prepare and upload their presentations in advance, and then log-in online for question and answer sessions. Please read more about the NCN initiative here.
We would urge those involved in NCN panels to start discussing (convenors and authors) how to approach to this. There are several resources already online which can help you in preparing your recorded presentations. For these we acknowledge the work done by colleagues in the US, particularly the Society for Cultural Anthropology (SCA) and Society for Visual Anthropology (SVA) as well as the Disability Research Interest Group (DRIG) (part of the Society for Medical Anthropology) - all within the AAA. For resources on how to create your recorded presentation see this year's Distribute website and bear in mind that such formats should also try to be as accessible as possible. For further information on accessibility in general, see the DRIG guidelines.
However, in line with EASA's desire to organise 'greener' conferences, EASA also offered the possibility to all panels of accepting ONE remote presentation. Panel convenors should note the following:
- Zoom/Skype/the internet connection may prove to be unreliable in the venue as up to 2000 delegates will be connected on perhaps 2 or 3 devices - so we STRONGLY advise NOT to rely only on Zoom/Skype but to have a plan B in place: the remote participant should make a video recording of the presentation and send it to the convenors before the conference starts, so that it can be played it in the session if the connection fails. Such presenters should see the resources listed above in order to help them make those recordings.
- Remote participation still requires one to register and pay a fee: the "non-attending presenter" option at €60. The author must register via the website picking any category and write "Non-attending presenter" in the "Other special requirements" field in the registration form. The conference administrators will then update the registration category and send an invoice.
- Widening the availability of this option means that it isn't possible for the conference volunteers and NomadIT's small team to support remote presentations. The burden falls on panel convenors to bring a suitable laptop, establish a medium (Zoom, Skype etc) that they have practised/rehearsed with, and to have the plan B in place. NomadIT will try to provide an external USB microphone for panels taking up this remote option, to facilitate better discussion.
Conference venue is wheelchair accessible
EASA urges all delegates to make their conference interventions as accessible as possible. For those presenting remotely or in NCN, we've mentioned this above. But for those presenting physically in Lisbon, we would suggest you consider the DRIG guidelines. The Disability Research Interest Group (DRIG) is part of the AAA's Society for Medical Anthropology.
Signing up for the membership and paying the membership fee is a separate process from conference registration.
All authors and panel convenors must be members of EASA (during 2020) by the time they register and have paid their subscription before the conference. There is a financial incentive to become an EASA member for all delegates, as non-members are charged a higher registration fee. Read more about membership categories here.
If you are presenting at the conference and hence obliged to join EASA, but are not an anthropologist nor working within anthropology, please email membership(at)easaonline.org to request special guest status. Special guest status is not a membership, so the non-member (conference) registration rates would apply.
NB! If you are a former member of EASA but your membership has lapsed, please log in to Cocoa to request a membership renewal. Please do not make another application for membership!
For later in the process:
Pre-circulation of papers
EASA has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers within the online system, which will then show as a downloadable file beneath their abstract on the public panel page on this site.
Please note that EASA does not publish conference proceedings (only the short abstracts of papers and panels will be included in the conference programme) nor does it facilitate deals with journals. Convenors and authors are of course welcome to pursue publishing possibilities on their own.
Timing of presentations
Each panel/workshop session slot will be 105 minutes long, accommodating a maximum of 5 presenters. Convenors should allot each presenter a maximum of 15+5 mins for panels of 5 papers but 20+5 mins for panels of 4 papers.