ISA Forum of Sociology
Guidelines for Program Coordinators and Session Organizers
1. Conference format
The number of sessions will be allocated based on the number of the ISA members in good standing in the group as of October 15, 2018, according to the scheme provided below. Members in good standing are individual members who have paid both ISA and the RC/WG/TG membership due for the current year.
The number of allocated sessions is the total number of sessions assigned to RC/WG/TG and includes all types of sessions as well as:
1. A time slot for a Business Meeting.
2. Joint sessions. Joint sessions should not constitute more than 50% of all sessions in which a RC/WG/TG is involved (as host and/or co-organizer). Joint Sessions count against a host RC/WG/TG slots.
Type of sessions
RC/WG/TG are encouraged to diversify the form of their sessions. A combination of the following types of sessions is suggested:
- Paper presentation session
It is recommended that each session uses its 90 minutes to accommodate 4-5 papers and 15-20 minutes of collective discussion.
All other papers should be listed as distributed papers in the relevant session and serve as “waitlist” for Session Organizers. These papers will be listed in the program and, providing the authors register in time, their abstracts will be included in the abstracts book. If a participant does not show up, the first participant listed under distributed papers will be asked to present a paper.
- Featured or Keynote Speaker
A session featuring a leading researcher in one of the RC/WG/TG fields, with a presentation of between 35 and 60 minutes duration, followed by a discussion period. This kind of session can attract more people from outside your group.
These sessions are organized directly by Program Coordinators and/or Session Organizers and are not open for abstract submission.
- Panel Session
Panel session accommodates a larger number of invited panellists who will debate around a specific theme or on current issues of particular importance to the area of research. The floor will then be opened to the audience.
Panel sessions are organized directly by Program Coordinators and/or Session Organizers and are not open for abstract submission.
- Invited Session
Sessions organized directly by Program Coordinators and/or Session Organizers.
These are not open for abstract submission.
- Author meets their Critics
A debate around an important recent publication that could be presented by the author(s), with commentators and opening the floor to the audience. These sessions are organized directly by Program Coordinators and/or Session Organizers and are not open for abstract submission.
- Roundtable Session
In order to accommodate more papers, a regular session time-slot may be used for a maximum of 5 concurrent running round table presentations in one room (maximum of 5-6 presenters at each table). Five tables will be set up at the same time and in the same room. Each table will accommodate 10 persons including the presenters (suggested number of 5 presenters). Each RC/WG/TG can organize up to 2 Round Table sessions within its overall session allotment.
- Poster session
Poster presentations of research information and results. Each RC/WG/TG can organize up to 2 Poster sessions within its overall session allotment; a maximum of 30 posters can be scheduled per session. Each RC/WG/TG will be given a specific date/time for its Poster Session.
- Joint Session
Joint Sessions are sessions organized jointly by two or more RCs, or an RC combined with a WG or TG on a theme of overlapping interest. Please note that Joint Sessions must be included in the regular session allocation of one of the participating units. Joint sessions cannot constitute more than 50% of all sessions in which a RC/WG/TG is involved (as host and/or co-organizer). Joint Sessions should be agreed upon by all units concerned before submitting a proposal.
- Business Meeting
Each RC/WG/TG is obliged to hold a Business Meeting to discuss current organizational matters as well as to conduct election, if appropriate.
- Other formats
Having a variety of types of sessions can enhance the quality of a meeting, especially if the organizers find the right people to participate in them. The above are simply suggestions. Other formats, such as a hands-on workshop, or a session on pedagogy may also be appropriate for your group.
Although English is the administrative language of ISA, the Association does have three official languages, English, French and Spanish.
Presentations are primarily in the official three. However RC/WG/TGs are encouraged to support language diversity. If paper presentations are in languages other than English, then it is up to the RC/TG/WG to work this out creatively, given that ISA does not have funds to support simultaneous interpretation.
- to have a translation of the abstract available as overheads, Power Point or distributed hard copy;
- for the presenter to use a mixture of English and their preferred language;
- to provide an oral sequential informal interpretation/summary by another RC member;
- to have a whispered interpretation/ summary provided by another RC member;
- to have a volunteer typing on a computer a summary of the remarks as they are made;
Most likely, there are other strategies as well. Implementing the strategies requires advanced planning, including the recruiting of qualified volunteers. It is equally important that the possibility of using such strategies also be widely known in advance, for the information of both potential paper presenters and also members of the audience and for the necessary technological devices to be available on the spot. Conference rooms are provided with screen and computer for PowerPoint presentations.
2. Program Coordinators and Session Organizers
Role of Program Coordinator and Session Organizer
The Program Coordinator of each RC, WG and TG is responsible for organizing a program of high-quality sessions.
In cooperation with the Board of the group the Program Coordinator must define session themes and, perhaps, an overall theme for the group’s program, and choose competent Session Organizers who will ensure that the program achieves the academic quality expected at an ISA Forum of Sociology.
The Program Coordinator will be contacted by the ISA Secretariat about any matters concerning the group’s program and, if needed, the Program Coordinator will then inform Session Organizers.
After the issuing of the Call for Papers, the Program Coordinator will help Session Organizers to decide on acceptance of abstracts submitted on-line by conference participants. If needed, the Program Coordinator can transfer abstracts between various sessions of the group.
The Program Coordinator is expected to keep close track of the progress made by each Session Organizer and decide on the final structure of the program. The Program Coordinator is also responsible for sessions’ schedule.
Session Organizer is responsible for all correspondence concerning the session. It is the Session Organizer’s responsibility to submit accurate details about the session. All changes/updates should be done via on-line system.
It is very important that Program Coordinators and Session Organizers respect conference deadlines. No extension of deadlines is possible.
3. Duties and deadlines
January 15, 2019 24:00 GMT
- Announcing Program Coordinators: RC/WG/TG provide name and contact details of Program Coordinator to the ISA Secretariat firstname.lastname@example.org
February 4 – March 15, 2019 24:00 GMT
- Call for Sessions
- RC/WG/TG session proposer must submit session’s description on-line via Confex platform.
- Invited session organizer (RC/WG/TG, Presidential, Plenary, LOC sessions, etc.) must submit session’s description on-line via Confex platform.
March 16 - April 8, 2019 24:00 GMT
- Final list of Sessions: RC/WG/TG Program Coordinator must finalize a list of sessions. Sessions format, titles, descriptions and the language in which they will be held (English, French or Spanish), as well as contact details of session organizers (name, affiliation, country, e-mail) will be available on the ISA conference platform run by Confex.
April 25 – September 30, 2019 24:00 GMT
- Abstracts submission: Participants and organizers of invited sessions must submit abstracts on-line via Confex platform. Abstracts must be submitted in English, French or Spanish. Only abstracts submitted on-line will be considered in the selection process.
October 7 – November 4, 2019 24:00 GMT
- Abstracts selection: Session Organizer must complete selection of abstracts and provide a final presentation designation (oral, distributed, poster, round table). Session Organizers move good quality abstracts unsuited for their sessions to the Program Coordinator’s bin for transfer to another session.
Note: abstracts transfers should be done to the Program Coordinator’s bin as early as possible so that good abstracts may be transferred to other appropriate sessions to enable organizers to consider these transferred abstracts and make decisions within the deadlines.
Session Organizers add chairs, co-chairs, discussants, panellists to their sessions as needed.
November 5 – 25, 2019 24:00 GMT
- Abstracts re-location: Program Coordinator re-locates good quality abstracts considered unsuited by Session Organizers from the Program Coordinator's bin to other sessions.
No more sessions can be added after November 24, 2019 deadline.
December 2, 2019 24:00 GMT
- Notification letters: Confex sends notification letters to:
- Authors and co-authors of accepted abstracts
- Authors of rejected abstracts
December 16, 2019 – January 26, 2020 24:00 GMT
- Sessions Scheduling
December 15 - January 15: Confex schedules Joint Session, Round Table, and Poster sessions
January 16 - January 26: Program Coordinators schedule regular sessions
January 31, 2020 24:00 GMT
- Applications for Registration Grants deadline: Program Coordinator receives applications for ISA grants submitted by the participants
February 15, 2020 24:00 GMT
- Submission of proposed Registration Grants recipients: Program Coordinator sends a list of selected individuals and amounts recommended to the ISA Secretariat email@example.com for verification and approval.
Extended: December 15, 2020 24:00 GMT
- Registration deadline for presenters: Registration must be paid by the deadline. Confex matches registrations with accepted presenters and will send out last reminder to register. Presenters who have failed to register will be automatically deleted from the program.
Extended May 1–17, 2020 24:00 GMT
- Session Organizer modifies sessions based on withdrawal of non-registered presenters.
- Chairs and discussants are assigned from among the registered participants.
- Program Coordinator completes sessions schedule according to the conference timetable.
- In case the type of an individual’s presentation is changed, or if a presentation is transferred to a different session, Confex will send notifications to authors with final session and presentation details after April 30.
June 5, 2020 24:00 GMT
- Online program published
4. Rules for all presenters
- Limited appearance in the Program
A person may be listed in the Program
• up to 3 times as Session Organizer
• up to 2 times as author or co-author (oral or poster presentation, distributed paper, roundtable presenter)
• up to 2 times as chair or co-chair, panellist, critic, discussant
RC/WG/TGs can further limit the number of appearances within their own sessions.
There is a limit of:
• 3 co-organizers per session
• 7 authors per abstract
Authors and co-authors cannot present and chair in the same session.
- ISA and RC/WG/TG membership
ISA does not require anyone to be a member in order to present a paper, and provides different registration fees for members and non-members. Those RCs which require that presenters in their sessions are members of the RC, and/or also of ISA, should clearly inform potential presenters about these requirements from the very start of conference preparations.
- Registration payment
In order to be included in the program the participants (presenters, chairs, discussants, etc.) need to pay full registration fees by
March 19, 2020. Extended: December 15, 2020. If not registered, their names will not appear in the Program Book and in the Abstracts Book.
For co-authored paper, in order for a paper to appear in the program, at least one co-author should pay the registration fee by the early registration deadline
March 19, 2020Extended: December 15, 2020; the names of other co-authors will be listed as well. If other co-authors wish to attend the conference they must pay the registration fee.
5. Rules for ISA Registration Grants Allocation
Each Research Committee (RC), Working Group (WG) and Thematic Group (TG) is responsible for allocating registration grant(s) to person(s) selected by its Board, following the criteria established by the ISA.
- Individual ISA member
Registration grants can be allocated to individual ISA members in good standing (i.e. who have paid the individual membership fee), who are active participants in the conference program.
How to apply:
An e-mail requesting a registration grant must be sent by the participants directly to the RC/WG/TG Program Coordinators by January 31, 2020. Applications for a grant can be submitted to only one RC/WG/TG. The ISA Secretariat will advise the RC/WG/TG if someone has applied to, or has been recommended by, more than one group for the grant.
- Program Coordinator
In addition to registration grants for active participants in the program, each RC/WG/TG will receive a registration grant for one Program Coordinator. (Note: In the event of multiple program coordinators in an RC/WG/TG, only one grant will be provided.)
Only Program Coordinators who are individual ISA members in good standing (i.e. who have paid the individual membership fee at least two years before the month of the ISA conference) are eligible for a registration grant.
How to apply:
Program Coordinators must submit a request to receive this grant to the ISA Secretariat firstname.lastname@example.org by January 31, 2020.
- Each RC/WG/TG will select candidates and allocate the funds available for that group.
- The Program Coordinator shall decide on allocation in consultation with the RC/WG/TG President and Secretary and the results shall be published at the ISA conference website.
2a. A backup list of potential grant recipients in order of priority shall also be prepared to be used in case someone cancels participation or has been allocated a grant by another RC/WG/TG.
2b. It is recommended to avoid repetition of the same persons who have received grants for previous conferences.
2c. Full amounts of registration grants have to be allocated; grants are not paid in cash but a special code will be given to each participant.
- A list of selected individuals and registration grant amounts must be sent by the Program Coordinator to the ISA Secretariat (email@example.com) before February 15, 2020 for verification and approval.
- Registration grants will be handled directly by the ISA Secretariat prior to the early registration deadline of the conference, March 19, 2020.
Early registration fees for ISA members
|Category A||US 313||US 100||US 219|
|Category B||US 175||US 75||US 123|
|Category C||US 150||US 60||US 105|
Each RC/WG/TG will be allocated an amount for Registration Grants as follows: