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 postcards desired for distribution to your members and estimate meeting attendance. If you want the Division to mail postcards to your members, you must provide an Excel spreadsheet by December 10. The Division will cover postage as well as the cost of the postcards. 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.
January 1 – The Newsletter containing the announcement of the annual meeting is posted to the Division's home page by this date.
January 02 – Division mails postcard to Pacific Division members and also members of affiliated societies that have provided membership information. The postcard reminds people that the January Newsletter, which contains, among other things, the preliminary meeting announcement, call for abstracts, etc., is now available for download from the Division's home page (pacific.aaas.org). The Division will, upon request, send additional postcards to members of the Pacific Division and to affiliated societies for distribution.The "Call for Abstracts," as well as forms for pre-registration and housing in the Newsletter, should 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 on-line.
April 1 – Postcards are again mailed to remind people of the availability of this Newsletterter. If the Division is provided with mailing addresses, the Division will mail postcards to the affiliates membership at no charge.
April 1 – Abstracts for symposium presentations due to symposium planners.
April 8 – Abstracts and schedules for symposium presentations due from symposium planners to Executive Director (firstname.lastname@example.org).
April 22 – Abstracts for contributed presentations (both oral and poster) are due to section chairs and the Meetings Office (email@example.com).
April 29 – Closing date for the program organizers of the affiliated societies and sections to review all abstracts and titles and make sure that Executive Director has received all of the abstracts.
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 (need at least 3 students in a judging pool to award a first place, 6 to award a second place, and 9 to award a third place). Candidates for these awards are usually undergraduate and graduate students or graduates 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 banquet 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 for the committee to meet and decide on Division-wide awards (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 AAAS, Pacific Division usually holds its annual breakfast business meeting on the meeting of the last day of technical sessions at 7:00 a.m. at a location on campus or close to campus. Each affiliated society and section may have as many as two representatives at this meeting, 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