Information for Session Organizers and Chairs
As you prepare for the 2018 convention, the following links may prove helpful. As the conference draws closer, we'll update this page with more specific information and links:
The Program Information Form. This form provides us with all the details of your session, including your audio-visual needs, and is due June 1, 2018. Please take extra care to make sure all names, affiliations, and paper titles are spelled correctly. The data in the Program Information Form is not re-keyed by the MMLA. In other words, the program book will reflect exactly the data that is entered into the form.
You may wish to consult with your panelists about audio-visual requests, time preferences, and scheduling preferences before filling out this form. It is important to note if your panelists plan to participate in other sessions at the conference. This will enable us to avoid scheduling those panels concurrently.
Submitting Abstracts for your entire session: Chairs may opt to fill out the Session Abstract Form for all of the papers that will be included in your session. This is not a required form.
Membership/Pre-Registration Form (see forms page). Membership and pre-registration fees are due from all participants by July 1, 2018. Participants who are already members can use the more concise Registration Form. Please note, however, that all participants must sign up for membership and register for the convention.
As we prepare for a successful meeting in Kansas City, MO, please consider the following:
MMLA sessions can be given over to discussion of papers OR oral delivery of papers. On the Program Information Form, you can indicate which format you prefer. Keep in mind that if you choose the format in which the session consists of discussion rather than a reading of the papers, all of your session's papers should be distributed in advance to convention registrants. To enable their preparation in October, the papers must reach the MMLA office by October 1st. It is your responsibility to let your panelists know if they need to send their papers in advance. If you plan to devote your session to oral delivery of the papers, as is standard, the papers will not be distributed in advance and should not be sent to the MMLA office.
Audio-Visual Equipment requests are due June 1st. The Program Information Form includes a space to request audio-visual equipment. Rental agreements for audio-visual equipment must be signed months in advance, and any late requests for audio-visual equipment incur hefty fees. For that reason, the cost of last-minute requests will be the responsibility of the session organizer. To avoid these costs, please submit your audio-visual requests on the Program Information Form in a timely fashion.
Presenting in Multiple Sessions
Participation in the MMLA Annual Convention is limited to two presentations. This applies to authors, respondents, chairs, and secretaries. Please confirm with your panelists and officers that they will not be participating in more than one session other than your own.
Responding to Submissions
Please respond in a timely fashion to everyone who submitted a paper proposal. Inform the MMLA of any changes to your session as soon as you become aware of them so that updates can be made to the Convention program book.
Interested in a double session? If you decide that you would like to accept enough papers to fill more than one session, please check with the MMLA office to see if additional space is available. When additional space is available, we assign it to chairs on a first come, first served basis. If you would like to include subtopics in the program for your multiple sessions, please include that information when you submit your Program Information Form.
Communicating with Presenters
We rely on you to keep your panelists informed. In particular, we appreciate your willingness to let your panelists know about the membership and registration details so that they all meet the deadlines. Membership and Pre-Registration forms and fees should be in the mail by July 1st. Thank you for your help with this.
Many thanks for all of your hard work. It is a pleasure to work with the organizers each year. Please write to email@example.com if you have questions at any point.
Presenting Papers in Absentia
Authors are not allowed to have other individuals present their papers at the convention in the author's absence. All authors are expected to deliver their papers in-person at the convention.