AAS Annual Conference

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Important Dates and Deadlines

Frequently Asked Questions

A Practical Guide to Submitting a Proposal and Participating at the Conference

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The deadline for receipt of all proposals (August 8, 2013) has passed. We are leaving the Call for Papers up for informational purposes only.

I. Welcome

On behalf of the Program Committee for the Association for Asian Studies (AAS) 2014 Conference to be held at the Philadelphia Marriott Downtown, Philadelphia, PA next March, we are pleased to invite colleagues in Asian studies to submit proposals for Organized Panels, Roundtables, Workshops, and Individual Papers for sessions to be created by the Committee.

The Committee seeks sessions that will engage panelists and audiences in the consideration of ideas, information, and interpretations that will advance knowledge about Asian regions and, by extension, will enrich teaching about Asia at all levels.

The deadline for submission of proposals is Thursday, August 8, 2013 at 5pm EST. All proposals must be submitted electronically via the AAS website. After submission your proposal will be forwarded to the appropriate program committee members for review. You will find detailed instructions for submissions below. You will also find more detailed information about the conference (FAQ's, participant information, the proposal evaluation process) on this website. If you have any questions regarding panel participation that are not answered in this Call for Papers or FAQ, please contact the AAS secretariat at AASconference@asian-studies.org.

We look forward to your colleagueship at our Philadelphia conference and to a program that reflects the dynamism of Asian studies and the AAS.


The AAS Secretariat and Program Committee Chair

Table of Contents

I. Welcome Message from the AAS Secretariat


III. Panel Selection Criteria

IV. Creative Panel Formats

V. Workshop Sessions

VI. "Border-Crossing" Panels

VII. Directions in Social Sciences

VIII. Scheduling

IX. Panel Sponsorship

X. Pre-registration Requirements for Participants

XI. Travel Assistance

XII. Audio Visual Equipment (for presentations)


A. Organized Panels
B. Roundtables
C. Workshops
D. Individual Papers

XIV. Program Committee

XV. Important Deadlines



The AAS has established submission guidelines that apply to all participants and panel types. We urge your attention to some long-established principles upon submitting your proposal:


This rule applies to ALL PANEL PARTICIPANTS: Chairs, Paper Presenters and Discussants. However, please note that an individual may serve multiple roles WITHIN ONE PANEL. For example, an individual may serve as both chair and discussant or as paper presenter and chair on the SAME PANEL. Panel organizers must confirm that the proposed panelists are listed on their proposal only. The name of a single individual on more than one proposal could threaten the chance of acceptance of every proposal involved. Note: Individuals may ORGANIZE more than one panel.

• A proposal should be a commitment in the sense that its original configuration (the original proposal submission) should match its final appearance in the printed program, and its delivery at the conference. Replacement participants are allowed but additional participants and co-authors are not allowed after the panel has been accepted.

• Toward this end, the Program Committee will expect strict compliance with the DECEMBER 5 DEADLINE FOR PARTICIPANT REGISTRATION, which assures inclusion in the printed Program, and will expect the in-person participation of all those named in successful proposals.

Habits of collegiality and professional courtesy are both the pattern and the continued expectation at the AAS conference. Most fundamental are the honoring of commitments to present papers and the provision of papers to discussants in a timely fashion. The Program Committee assumes and celebrates an interactive style and effective communication in the evolution and delivery of a well-coordinated panel session. Individual paper sessions also benefit from the best observation of professional practices.

NO-SHOWS. The program committee has noted a growing number of "no-shows" among panel participants. It is disrespectful toward fellow panelists and audiences, and unfair to those applicants who were not selected for inclusion on the program. Therefore, sessions will be closely monitored at the Philadelphia conference to note all no-shows. Participants who fail to notify the AAS secretariat in advance that they will not be able to attend the conference and participate in their panel session will not be allowed to submit a proposal for the following year's conference.

III. Panel Selection Criteria

The Program Committee considers the annual conference program to be primarily a collection of Organized Panels. For that reason, we accept a far higher percentage of panel proposals than individual paper submissions. The Committee will look favorably on imaginative panels that address issues of interest to a wide constituency, incorporate comparative perspectives, or cross disciplinary boundaries. The criteria on which the Committee focuses are:

• Intellectual quality of the research (originality of material or interpretations, soundness of methodology, knowledge of the field, etc.).

• Coherence of the papers proposed for a given panel.

• Quality of the written abstracts, the overall panel abstract being of greatest importance (clear, jargon-free prose is especially valued).

• Indication of a commitment to stimulating active discussion at panel sessions.

• Gender, ethnic, and institutional balance and a combination of junior and senior scholars.

• Attention to AAS guidelines (deadline, prohibition on more than one appearance, limits on number of presenters, etc.).

IV. Creative Panel Formats

The Program Committee supports innovative formats that will encourage bold thinking, lively dialogue, and audience involvement. We urge panel organizers to explore ways in which ideas can be communicated most effectively, and ways in which the audience can contribute to the liveliness of the dialogue.

In addition we encourage variety in the presentational format of sessions, perhaps by starting with discussants and then proceeding to papers delivered but not necessarily read aloud. Posting full texts of papers online would be a way of enlivening the session, in this instance by giving the audience a prior opportunity to approach the work of the panelists. Presentation by way of well-crafted remarks, rather than by reading an entire paper, might well suit these objectives. The following list of potential formats for the panel illustrates a range of styles but is not meant to confine your options:

• Formats that introduce, at the outset, a clash of perspectives, interpretations, or methodologies.

• Formats that limit each paper author/presenter to ten or fifteen minutes to explain the main idea of the paper.

• Formats permitting a joint panel discussion on a single theme or book as a part of the panel session.

• Formats in which commentators begin by summarizing and commenting on the papers and to which the paper writers then reply.

• Formats that allow sharply focused commentary from the audience early on.

• Formats in which knowledgeable members of the audience are encouraged to prepare comments of their own.

• Formats in which a single, major paper, film, or book launching is the subject of attention and on which other papers and all the commentary are focused.

V. Workshop Sessions

We are continuing Workshop sessions dedicated to teaching and professional development. This panel category should be particularly appropriate for sessions dealing with language pedagogy, the use of instructional technology in the classroom, new tools for research, tips on publishing a first book, etc. We encourage affiliated groups and committees that have previously conducted workshops or seminar-type presentations as "Meetings-in-Conjunction" to instead submit formal proposals within the Workshop category.

VI. "Border-Crossing" Panels

To encourage wide and innovative intellectual exchange, the Program Committee invites applications for sessions that cross borders—disciplinary, national, regional, and historical periods—in subject matter as well as participants. Border-Crossing panels should be coherent in theme and expansive in their mix of geographical areas and field of study. While the AAS is no longer able to provide funding for designated Border-Crossing Sessions, the special status of these panels will be indicated by highlighting in the conference program.

• Only Organized Panels (w/paper presentations) and Roundtables are eligible for this category. No Individual Papers proposal submissions will be considered.

• "Border-Crossing" panel organizers should use the Organized Panel or Roundtable application forms, and indicate in the panel abstract how the topic fits within the "Border-Crossing" structure and spirit. Proposals must also include individual abstracts from all paper-givers. The deadline is the same as for regular proposals.

• Proposals that are not selected as Border-Crossing sessions will be considered in the Inter-area category.


VII. "Directions in the Social Sciences"

To encourage the presentation of new scholarship in social science disciplines under-represented at AAS conferences (e.g., Political Science, Sociology, Economics, Psychology, Law, Public Health, and Social Work), the Board of Directors has created an initiative "Directions in the Social Sciences." Under this initiative, a select number of panels in the social sciences will be highlighted in the conference program and scheduled at different times. The Board welcomes wide and innovative submissions in the social science initiative, particularly those including younger scholars and interdisciplinary approaches.

This initiative is meant to expand social science representation at AAS annual conferences. If your panel falls within one or more of these categories, please CHECK THE RELEVANT BOX on the online Organized Panel or Roundtable application form (individual papers are not eligible). Checking the box will NOT affect the regular competitive review of your panel proposal—it will simply assist the Committee in selecting the highlighted panels and in keeping track of the number of proposals in the social sciences, which we hope will mount steadily.

VIII. Scheduling

Panel sessions will begin on Thursday evening, (March 27) and end on Sunday afternoon (March 30).

The Program Committee completes panel scheduling at the time of panel acceptance during the September program committee meeting. Organizers/Proposers should indicate any potential scheduling conflicts—along with a specific reason—on the proposal. You may indicate work, travel, personal religious conflicts, etc. on the proposal application. The committee will attempt to accommodate conflicts, but cannot guarantee a particular time slot. The AAS DOES NOT allow any scheduling changes once the schedule has been determined.

Additionally, the program committee very carefully and conscientiously schedules panels to avoid conflicts within disciplines and subject matters; however with over 300 panels on the program it is nearly impossible to avoid all potential conflicts.


IX. Panel Session Sponsorship

Panel organizers may request to have an academic institution, research center/archive, learned society, or official AAS affiliate or committee listed in the printed program book as the sponsor of the accepted panel session (e.g., if the institution has provided funding for the research being presented, is subsidizing the participation of presenters, has requested and peer reviewed the submitted proposals, etc.). The listing of a sponsor for the submitted proposal is taken into consideration by the Program Committee during the review process, but is not a guarantee of acceptance.


X. Preregistration Requirements

PRE-REGISTRATION is required of ALL PARTICIPANTS on accepted panels, including those composed of individual papers.

Participant names will NOT appear in the Printed Program unless participants are pre-registered by the December 6, 2013 participant registration deadline.

No refunds will be given for participants withdrawing after December 6, 2013. We suggest all participants in need of financial assistance from their institutions or other sources and/or those participants needing to complete a visa application begin the process immediately after notice of acceptance. The AAS cannot make exceptions for refund requests; including those submitted on the basis of denied funding and/or visa applications. Pre-registration information will be sent to all participants at the time they are notified of their acceptance to the program. Participant members must pre-register at the member rate. Participant non-members must pre-register at the higher non-member rate.


XI. Travel Assistance

(1) Late Developing Countries (LDC) Travel Grant Program

We are pleased to continue the availability of travel grants for scholars who are citizens of and work in the less economically advanced nations of Asia. This support is limited to those scholars who are active participants on regular panels, roundtables, or workshops that have been accepted to the formal program. Individual paper presenters are not eligible for support through this program.

Applications for scholars from the following countries will NOT be accepted: Australia, Hong Kong, Japan, New Zealand, Republic of China (Taiwan), Republic of Korea (South Korea), and Singapore. Scholars who normally work in an eligible country but will be residing in an ineligible country at the time of the conference may be considered on a case-by-case basis, but requests from scholars traveling from LDC countries in Asia will be given priority. All applicants must indicate the city/country they will be traveling FROM to attend the conference.

Unfortunately, we do not have sufficient funds to cover all the related costs of attending the conference. Individuals awarded the LDC Travel Grant will be limited to applying the grant to international round-trip discounted airfare, up to three night's hotel accommodations at the conference rate, and/or conference registration. The LDC Travel Grant may not be applied to AAS membership fees. The maximum amount available is $2,000 but due to the anticipated large number of applications, individual grants will likely be lower. Therefore panel organizers or applicants should seek outside funding to supplement LDC grants. Grant funds for eligible airfare only may be wired in advance either directly to the scholar or to his/her travel agency, but proof of actual airline ticket purchase price will be required. Otherwise, awarded grant funds should be picked up on-site at the AAS Conference registration area once original travel receipts are provided. Cash reimbursement in U.S. Dollars is available. Individual scholars or their respective panel organizers are responsible for arranging purchase of tickets, hotel accommodations, registration, etc.

Panel organizers should submit their request as part of the online panel proposal by the August 8th deadline. Only one (1) participant per panel will be considered for funding. Awards will be made by a special selection committee after the formal program has been decided by the Program Committee. Attempts will be made to maintain fairness across countries, specializations, disciplines, etc.

(2) Student Travel Stipends

The AAS routinely provides partial travel stipends to all students participating on the formal program, and this will be continued for the 2014 conference. There are no separate application procedures; student travel stipends are automatically awarded to students accepted to appear in the formal program. However students must meet certain other criteria to receive these special travel stipends. To be eligible, students must be presenting a paper on the formal program, and have registered by the graduate student pre-registration deadline (November 28, 2013) using a valid student ID, an enrollment form, or other proof of current student status (in other words, you must be registered for the AAS Conference as a student and at the student rate). Students living within a 100 mile radius of the conference site are considered "local" and are NOT eligible for the stipend. Students receiving any other AAS Council or LDC Travel Grant are also ineligible. Individual award checks will be prepared in advance and be available for pick-up at the conference registration desk. Grant amounts vary each year and are dependent on the number of eligible students, but will be approximately $200.

XII. Audio Visual (A/V) Equipment for Panel presentations

The AAS will supply all session rooms with a Basic A/V package which includes LCD projector, Screen, Microphone and speakers. (Additional microphones will be added for roundtable discussions).

It is the responsibility of panel participants to bring their own LAPTOP COMPUTERS (and in the case of Macintosh laptops, a dongle to connect with the projector cord) and/or arrange and pay for additional equipment and services needed from the hotel. The AAS cannot assist in these preparations.

To maximize efficiency and minimize set-up costs, A/V equipment provided by the AAS is limited to LCD Projectors, screens and necessary cabling for laptop and sounds.

The AAS DOES NOT PROVIDE laptop computers, TV/DVD equipment, overhead projectors, slide projectors, or any other equipment or supplies required for presentations.


A. Organized Panels

Organized Panels are proposed by individual scholars around a common subject or theme. Formal papers are presented, often followed by discussion. A 250-word (maximum) abstract is required for each panel proposal, in addition to the 250-word (maximum) abstract for each paper on the panel. The abstracts provided for each prospective paper presentation are very important, but the overall panel abstract is of greatest importance. Organized panels last for two hours and must include ample time for audience participation. Panels should include a maximum number of six (6) active participants (or people) on a panel, including the chair and discussant, only four (4) of whom can present a paper. Note: The Organizer is not considered an active participant. An active participant is an individual actively participating (chairing, presenting, discussing) during the panel session.

The exact configuration of paper presenters and discussants is left to your discretion. One option would be to have a panel chair, four short paper presentations designed to stimulate discussion, and one discussant or 3 papers, and 1 or 2 discussants; or omit the discussant altogether and leave more time for Q & A with the audience.

It is the preference of the program committee to receive proposals that comply with posted participation limits and still allow a reasonable amount of time for discussion.

Organizers may submit "two-part" or "back-to-back" panel proposals on related themes or topics but each proposal will be reviewed on its own merits. The Program Committee cannot guarantee acceptance of a series of panels, nor can it guarantee specific scheduling requests for accepted "two-part" or "back-to-back" panels.


View the Organized Panel Submission Checklist

View the Practical Guide to AAS Proposal Submission/Participation

Submit an Organized Panel Proposal


B. Roundtables

A Roundtable is a panel format at which no formal papers are listed. This format provides opportunities for participants with specific expertise to discuss with each other, and with members of the audience, issues or themes concerning a discipline or an Asian regional area. A 350-word (maximum) abstract is required for the panel itself and should fully explain its purpose, its issue(s)/theme(s), and scope; including the role of each participant during the roundtable discussion. A roundtable lasts for two hours. Roundtables should not exceed SIX (6) active participants, including the Chair. Individuals may serve dual roles (Chair & Discussant) within the roundtable. Note: The Organizer is not considered an active participant. An active participant is an individual actively participating (chairing, presenting, discussing) during the panel session.


View the Roundtable Panel Submission Checklist

View the Practical Guide to AAS Proposal Submission/Participation

Submit a Roundtable Proposal

C. Workshops

Workshops are sessions relating to teaching and professional development, with a special emphasis on the learning or development of new skills. Workshops might concern language pedagogy, the use of instructional technology in the classroom, new tools for research, tips on publishing a first book, the exchange of syllabi, and the like. They may contain paper presentations or follow a more informal roundtable format, but in all cases should allow considerable time for discussion and exchange of ideas. A 250-word (maximum) abstract is required for the panel itself.

We particularly encourage affiliated groups and committees that have previously conducted workshops or seminar-type presentations as Meetings-in-Conjunction to instead submit formal proposals within the Workshop category. Workshops should not exceed SIX (6) active participants, including the Chair. Note: The Organizer is not considered an active participant. An active participant is an individual actively participating (chairing, presenting, discussing) during the panel session.


View the Workshop Panel Submission Checklist

View the Practical Guide to AAS Proposal Submission/Participation

Submit a Workshop Proposal

D. Individual Papers

The committee considers the AAS annual conference to be primarily a panel-based conference. Therefore, the acceptance rate for individual paper proposals is much lower than that for organized panels. The committee would like to remind junior scholars that AAS Regional Conferences are the ideal place to submit individual paper proposals and to meet like-minded scholars who might be interested in collaborating on organized panel proposals for the following year's national AAS meeting.

For a list of AAS Regional Conferences, visit www.asian-studies.org/conferences/regionals.htm

In order to make individual-paper presentations more coherent and useful to the scholars presenting papers, the committee will organize the individual paper proposals accepted onto the program into panels centered around specific topics (these may be cross-disciplinary or cross-cultural). The panel chair, appointed by the program committee, will request copies of the papers to be presented in advance of the conference and will contact each Individual Paper presenter with the information regarding the panel format (i.e., presentation order, presentation time length, etc.). Panel members will also be required to exchange papers ahead of time, so that they can read and develop linking comments or questions about each other's work.

A 250-word (maximum) abstract of the paper is required when submitting an Individual Paper Proposal. Please note: Completed full papers (uploads) are not accepted nor required at any time.

While any person may submit a proposal for an individual paper presentation, strong preference is given to those submitted by advanced graduate students or by people who have completed their PhDs in the last two or three years. The intellectual quality of the abstract is the prime selection criterion for proposals. Those who present an individual paper one year are not accepted in the subsequent year. Once assigned to a session, individual paper presenters may not change to another panel.


View the Individual Paper Submission Checklist

View the Practical Guide to AAS Proposal Submission/Participation

Submit an Individual Paper Proposal


XIV. 2013 Program Committee

Panel organizers may contact members of the 2014 Program Committee for questions concerning, e.g., format, possible participants, or to which category a submission should be made.


China and Inner Asia



South/Southeast Asia


XV. Important Dates and Deadlines

  • August 8, 2013: Deadline for submission of conference proposals
  • September 2013: E-mail notification of conference proposal acceptance/rejection
  • December 6, 2013: Deadline for pre-conference participation registration
  • December 6, 2013: Deadline for submitting paper/panel title updates or revisions
  • January 17, 2014: Deadline for securing hotel room at reduced conference rate