Information for Presenters, Moderators & Discussants

General Information

Please remember to double-check the conference meeting schedule prior to the meeting for the time and place of your participation. Also, be sure to arrive at your assigned room about ten minutes early so plans for the session can be quickly reviewed at the direction of the moderator. Maps of the hotel will be included in the participant packet you will receive at registration.

Conference Meeting Schedule

Frequently Asked Questions:

What is the deadline for submitting updated papers for web and to discussant?

Revised papers may be submitted via email through Monday, August 2. Please note the title of the paper, the day and time of your presention, attach the revised paper to your email and send it to kathy@aaahq.org The revised paper should also be forwarded to the session Moderator and to the Discussant. Be aware that revised information (title, abstract, etc.) will not be changed in printed materials.

Is it ok for a moderator or discussant to communicate with the author before the conference?

Yes, it is ok for a moderator or discussant to communicate with the author before the conference to ensure the latest version of the paper has been received, to coordinate plans, or to clarify questions about the paper. All communications and resulting plans should have the objective of maximizing the session experience for participants. For example, a discussant's confusion about a point in the paper may be clarified prior to the meeting, but the source of confusion may remain relevant as a topic for the discussant's comments.

How many copies of papers should a presenter bring to the meeting?

There is no set number of copies to bring to the meeting, but it is usually a good idea to bring at least 20–30 copies. A presenter may also wish to bring business cards to distribute to people requesting copies of papers if the presenter's supply of copies is exhausted. A copy center is available at the hotel, but any copies made at the hotel will be made at the presenter's expense and will not be reimbursed by the AAA.

Will LCD projectors be available so that I can use my computer and PowerPoint, or will I have to use an overhead projector?

An overhead projector and screen are provided in all concurrent session rooms. Requests for additional equipment, that were due by June 1, will be fulfilled for authors whose Sections authorized the expense. Costs for rental of equipment like LCD projectors remains high enough that the Executive Committee and Council have recommended that projectors be provided only for sessions for which access to an LCD projector will contribute significantly to improving the effectiveness of the presentation.

How much time will be allocated to the presenters and discussants?

The time allocated to each presentation and to discussants will depend on how many papers are included in the presentation, how many discussants are involved, etc., and is up to the discretion of the moderator. The moderator should check with the appropriate section liaison to see if the section has any preferred time allocations. Most sessions involve three paper presentations and either one or three discussants. Sessions are 90 minutes long. A typical time allocation is 5 minutes for introductions and establishment of session working practices by the moderator, 15 minutes per paper presentation, 10 minutes per paper for discussant comments, and 10 minutes for Q&A. The moderator should strictly monitor and enforce time limits to ensure fair opportunity for all participants.

What are the duties of a Moderator?

The moderator should briefly establish the working practices for the session up front, including time allocations, how time limit warnings and stop-points will be signaled, and how questions and answers will be handled during the session. Moderators should check with the appropriate section liaison to determine whether the section has preferences for session working practices.

What is the appropriate dress/clothing?

A minimum norm for meeting participants is business casual (e.g., no jeans or shorts). Some presenters and discussants prefer to dress in professional attire.

Who do I contact if I need to cancel at the last minute?

Please take your commitment to participate in the meeting seriously. Cancellations seriously impact the quality of the meeting, and create problems for section liaisons and/or session participants. If an emergency makes it impossible to avoid a cancellation, please contact the your section liaison and the session moderator as soon as possible. If you can arrange for a substitute for your participation (e.g., a coauthor), please make appropriate tentative arrangements prior to contacting the section liaison and session moderator.

Index of Section Liaison Email Addresses

What does participation in the research forum involve?

If you have been invited and have agreed to participate in the research forum, you will be assigned to a table with one to four other researchers with papers that are at least somewhat related to yours. Meeting participants will progress through the room visiting those tables displaying papers that address topics of interest to them. You will be expected to engage in informal discussions with them. Given similar paper topics, fellow forum authors at your table may be able to join in some discussions. You will not be expected to make a formal presentation, and there will be no moderator or discussant. Please arrive at the room assigned for the forum at least 10 minutes prior to the beginning of the forum session.

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