Guidelines for Program Organizers
July 20 – By e-mail, inform the Executive Director of the Division and the Chairperson of the Local Committee at the institution hosting the meeting who will be your on-site representative of the society or section.
July — October – Arrange your preliminary program for publication in the January Newsletter, which contains the preliminary announcement and Call For Abstracts and Papers for the next annual meeting:
October 10 – Transmit to the Divisions Executive Director the preliminary program of the society or section. Be sure to provide names and addresses of the officers of the society or section, the program coordinator(s), and the name of the person who will serve as representative on the local committee (established on the host institutions campus). Also include titles and synopses of symposia and descriptions of field trips. Place order for the number of Newsletters desired for distribution to your members and estimate meeting attendance. If you want the Division to mail the Newsletter to your members, you must provide an Excel spreadsheet by December 10. The Division will cover postage as well as the cost of the Newsletters. It will not pay for late mailings, or for mailings done by the affiliates themselves.
November 15 – Deadline for receipt at the Divisions office of news items submitted by affiliated societies and sections for the Divisions Newsletter.
December 10 – The Newsletter containing the announcement of the annual meeting is delivered to the printer.
January 02 – Division mails Newsletter containing the preliminary meeting announcement to members of the Pacific Division and to affiliated society members whose societies have provided mailing labels. Otherwise, the Division will send the affiliates secretary or other designated person the number of newsletters requested for distribution by the affiliate. Affiliates who wish to include their own materials in a mailing to their members may distribute the Newsletter. The "Call for Papers," as well as forms for pre-registration and housing in the Newsletter, may be used by the affiliate membership.
March 1 – Closing date for program organizers to send to the Executive Office revised program materials for the Spring Newsletter.
March 15 – Division finalizes Spring Newsletter and publishes it. If the Division is provided with mailing addresses, the Division will mail the newsletters to the affiliates membership at no charge.
April 18 – Deadline for receipt of all paper titles and abstracts by Meetings Office (email@example.com).
April 25 – Closing date for the program organizers of the affiliated societies and sections to review all abstracts and titles. Program coordinators finalize the program:
May 20 – Affiliated societies and sections arrange for judges who will attend all student presentations and select those papers to receive awards for excellence. The Division awards prizes for the best and second best student papers presented before each society and section. Each affiliated society and section will select the outstanding papers presented by their student participants. The Pacific Division will present those selected with a certificate of the award and a cash prize of $150 for the best paper and $100 for second place plus a one year student membership to AAAS. Candidates for these awards are usually undergraduate and graduate students or students who have completed an advanced degree within the preceding 12 months. The names of students selected to receive awards are announced at the annual Division dinner by the society/selection judges. Affiliates may supplement the award from their own resources. Although the judges of the affiliated societies and sections are solely responsible for selecting the recipients for the awards, the Division will provide prizes only to those students who had registered for the meetings and paid the required fees in advance of their presentations. The Division also awards several Division-wide prizes. Affiliated societies and sections are asked to use the Divisions evaluation form to record their evaluations of students and to submit these forms to the Divisions Awards Committee by Noon on the day designated on the Evaluation Form (the forms can be left at the Registration Desk or given to the Divisions Executive Director). The Divisions Awards Committee meets at the call of the chair on the afternoon of the day that the awards are made to select the recipients of the Divisions general awards.
June Meeting: First day of meeting, 7:30 a.m. – Program coordinator(s) and/or local representative should inspect meeting room(s) and audio-visual equipment to be used during the sessions. The following announcements should precede the session(s) as required:
June Meeting: Division Banquet – The President or other officer of each Society and the Section Coordinators should be present and prepared to announce the recipients of the awards for the best student papers.
June Meeting: Business meeting of the Council of the Pacific Division – The Council of the AAA,:Pacific Division usually holds its annual breakfast business meeting on Wednesday of the meeting at 7:00 a.m. at a location on campus or close to campus. Each affiliated society and section has two representatives who are authorized to vote on matters before the Council. The Council is the governing body of the Pacific Division and elects the officers, members of the Executive Committee, selects meeting sites, and deals with other matters as provided in the Bylaws of the Division.
URL this page http://associations.sou.edu/aaaspd/Guidelines.html