SCA Annual Meeting Submission Guidelines

2021 Annual Meeting of the SCA – March 4th – 6th, 2021

Due to the cancelation of the 2020 Annual Meeting, we provide the following special provisions for 2020 presentation submissions:

2020 Organized Symposium Submissions: we have reached out to organized symposia leads asking if the session will go forward in 2021. If you contributed a paper as a part of an organized symposium for 2020, it should still be in the system. Please log on to your member’s page and confirm that the paper is present and is to your liking. 

2020 General Session Submissions: If you submitted a general session presentation and you wish to move it to 2021, you may do so. We will ask that you prerecord your presentation to be hosted on the meeting App. This will ease presentation scheduling and allow people to see more papers at their leisure. To refresh your 2020 submission, please follow these instructions:  

  1. Log on to your member’s page and click the title of the presentation. At the bottom of the page, click “modify presentation” then “edit presentation.” This will add a modified date to the record so that it can be identified for 2021.
  2. Send an email stating ‘2020 Presentation Resubmission’ in the subject and the title of the paper in the body of the message.
  3. The deadline to refresh your presentation is Wednesday, November 18th. If we have not received your response by the deadline the presentation will be deleted from the system.

2021 Annual Meeting of the SCA – March 4th – 6th, 2021

 Submissions

  1. The submission system will go online in late-October 2020.
  2. Deadline for re-submission of 2020 presentations: Friday, November 23th, 2020.
  3. All papers must be submitted through the SCA website. Access the submissions system by logging on to your Member’s page and clicking the “Presentation and Session Submission Forms” link.
  4. Abstracts are limited to 200 words.
  5. Participants must be SCA members in good standing to submit a paper. As the submission deadline falls in the calendar year prior to the meeting, consideration is given to new members submitting papers, and the new member may opt for the membership to become effective for the Meeting year. Become a member here, or log on to your member’s page to submit your paper.
  6. Individuals are limited to two (2) submissions as the primary author of a paper or poster; the number of submissions as a secondary author of papers or posters is not restricted, but will not be considered for scheduling conflicts. If you have questions regarding this policy, you may contact the Program Chairs, Carie Montero and Alisa Reynolds, via email at gro.emohacsnull@riahc_margorp_1202.
  7. Organizers of symposiums, forums, and workshops must confirm SCA membership of participants as part of the session organizing process or, as necessary, seek exceptions for specific individuals from the SCA board prior to the submission deadline (non-archaeologists with information relevant to the SCA membership may have the membership requirement waived). To seek a waiver of the membership requirement, email the Business Office at gro.emohacsnull@eciffo. All participants must also register for the meeting when submitting their paper. Session organizers, it is important that you get your session into the system early, even if all details are not hammered out. The system is designed to be self-service, and you will be able to make updates as necessary, but we need your session title in early so we may begin to link contributed papers to your symposium.
  8. General Session papers will be limited to a 15-minute time slot while organized sessions will be allotted 15 to 20 minutes at the discretion of the session organizer. All sessions will require a minimum of four and maximum of 14 presenters and should fit comfortably within blocks of time commensurate with symposiums. Forum and workshop organizers may allow for more time for participant flexibility, but should also fit comfortably within blocks of time commensurate with symposiums. Alternative scheduling may be considered but is discouraged as it does not allow members to move between sessions. If you would like to discuss an alternative schedule, please contact the Program Chair.

 Confirmation and Scheduling

  1. Within two weeks of the submission deadline of November 23, 2020, session organizers and individual contributors will receive confirmation of submission details for review.
  2. Within three weeks following the submission deadline, session organizers and/or individual contributors will be contacted by the Program Chair via email to confirm that sessions and/or papers are accepted. Participants or session organizers who do not receive confirmation by December 15, 2020  should contact the Program Chair via email.
  3. By late January 2021, session organizers and/or individual contributors will be contacted by the Program Chair via email to confirm the scheduled time for presentations within the program.

III. Definitions (following SAA guidelines)

Contributed paper – Paper submitted by an individual that is not part of an organized session such as a forum, symposium, or workshop. Contributed papers are grouped into General Sessions by the Program Chair based on topical themes or regional focus. Length: 15 minutes.

Contributed poster – Poster submitted by an individual that is not part of an organized session such as a forum, symposium, or workshop. Contributed posters are grouped into General Sessions by the Program Chair based on topical themes or regional focus. Posters are displayed on portable easels, so must be attached to rigid backing materials suitable for such display (i.e., posters are not tacked to bulletin boards; see guidelines). Contributors are expected to be available on-site to answer questions for at least two hours while the poster is on display. Display time: four hours.

Forum – An interactive format organized around a tightly focused research theme. Short presentations of less than five minutes by a panel of approximately 4 to 12 participants, followed by extended discussion between panelists, questions from the audience, and discussion between panelists and the audience. Length: two to four hours.

Symposium – A group of papers or posters organized around a well-defined research theme, generally including final summary comments by one or two discussants and limited time for questions from audience thereafter. Symposia consist of four to 16 papers. Paper length: 15 minutes. Session length: one to 4 hours.

Workshop – Closed, intensive session lead by one or two facilitators, generally involving hands-on training or conducted with the goal of developing some “product” such as a policy document, training manual, or research design. Workshops require prior registration by attendees and may involve a materials or instruction fee. 

Note to Presenters

The SCA asks presenters to keep in mind several considerations when planning and presenting papers. Following these considerations helps sessions to be on time and is respectful to other presenters, your co-authors, and your audience:

  1. Locational data– Do not have images of site locations depicted on topographic or other maps where the exact location of the site can be easily identified.
  2. Human remains-do not show images of human remains or culturally sensitive items without clearly announcing, at the start of the presentation, that such images will be shown. Showing images of human remains can be offensive or troubling to some audience members and they should be afforded the opportunity to attend another paper.
  3. Acknowledgment– Please acknowledge tribal or other local partners and consultants when they have provided interpretive information that contributed to the paper being presented.
  4. Time– Though the timeslot for the paper is 15 minutes, it is recommended that 12 minutes be budgeted for the paper, with three minutes reserved to allow for you to reach the podium and your slide show to be queued.
  5. Please plan ahead and time your paper to meet the time restrictions of your symposium. Going over your time limit is disrespectful to the symposium chair, the next presenter, and the audience.
  6. If you are presenting a paper in a symposium with a discussant, please have the paper available in digital format for the discussant’s review a week in advance of the conference.
  7. Please have your paper submitted to the chair electronically by the beginning of the session. Handing the paper on a flash drive or CD during a break is risky, in that there may be software conflicts that are unresolvable during that short period of time. Internet access within the presentation room should not be expected.

Sessions

Session organizers and chairs must provide:

  1. Laptop computer for use during the session if they intend to use digital presentation software such as PowerPoint.
  2. Strongly encouraged to provide their own laser pointers, extension cords, and other presentation amenities.
  3. If this is not possible, arrangements must be made in advance with the program chair.

For general questions or help with the website, contact Denise at the Business Office at gro.emohacsnull@eciffo, or (530) 342-3537.

If you have questions about or anticipate special needs for, a symposium, forum, or workshop you intend to propose, please contact the Program Chair.

Poster Guidelines

Space

Posters may be any size but must be self-supporting. They will be displayed on easels (up to three)  provided by the SCA. Each easel can hold a display board up to 36 inches high by 48 inches wide. Text should be limited to four or five pages of double-spaced, 16-20 point text. The SCA Business Office will have some display boards available, but availability cannot be guaranteed. Electricity is not available.

Title

For optimal visibility, each poster display should include a sign giving the title and author information. The sign should be 6 inches in height and up to 48 inches long, and be mounted at the top of the board.

Author’s Presence

How much time presenters spend with their posters is up to them. Since one of the clear advantages of poster presentations is sustained interaction with the “audience,” SCA urges presenters to spend as much of the two hours as possible with their material.

Questions

If you have questions, contact the SCA Business Office at 530-342-3537, or gro.emohacsnull@eciffo.

First-time poster? Check out some great tips here.