ASTR’s 2019 Conference will take place in Arlington, Virginia at the Renaissance Arlington Capital View Hotel from November 7th-10th. The Renaissance Arlington Capital View is located in the Washington, D.C. metro area. The hotel offers us an affordable rate with many amenities important to our members, and in a location that will allow attendees to experience the city and attend local theatre if they wish. It is near the Reagan National Airport and close to public transportation, with a variety of restaurants, cafes, and shops also nearby. It is a fully accessible hotel in ADA compliance, with a layout that are easy to navigate and functional for ASTR’s conference needs. Our hope is that by choosing a hotel with these conveniences and features it will enable all ASTR members to attend and participate fully in the 2019 conference.
We are now accepting proposals from members who wish to serve as Program Chair(s) for this conference. Applications for Program Chair are due on 15 September 2017. Details about the proposal submission and selection process, as well as a link to the application, are below. You should also feel free to email Jill Stevenson, the VP for Conferences, at firstname.lastname@example.org with any questions. We look forward to receiving a robust group of innovative proposals in September.
2019 Conference Proposal Selection Process
- Deadline for applications: Applications due on 15 September 2017 are for the 2019 conference. Applications should be submitted to the Vice President for Conferences, Jill Stevenson, who will distribute them to the Committee on Conferences. Once the call for proposals officially opens, the form will be available here and proposals should be emailed to email@example.com. You will receive a confirmation of receipt within 48 hours. If you do not, please contact Jill directly at firstname.lastname@example.org.
- Application materials: Members will submit a CV for each proposed program chair, along with a form requesting the following:
- (A) Biographical information about the proposed program chair(s) – includes Names & Affiliations; Conference Planning (or similar) experience; ASTR experience. (Applicants should list this experience, annotating each item with a one-sentence description of responsibilities.)
- (B) Proposed Conference Theme – limited to 500 words, identifying key questions and potential topics under the theme, relevance to ASTR membership broadly. Applicants should also include rationale for the proposed theme, explaining how it could serve and extend the concerns/needs of the membership.
Download the application here →
Selection Procedure: The Committee on Conferences will perform the first round of review immediately after receiving proposals on 15 September 2017. Within two weeks, they will select two or three finalist proposals, and will ask for further information from those applicants. Such information may include: (C) Relationship of live performance events (or similar) to the conference planning and theme; (D) Specific interest in or ideas for the already-selected location for the conference; (E) Responses to suggestions and/or questions from the Committee on Conferences.
The Committee on Conferences will select one proposal to present to the EC at or before the annual fall meeting. The timeline for selection will be:
Evaluation: The following questions will be used in evaluating proposals, and will be publicized within the calls for program chair applications:
15 September: Initial applications accepted by the Vice President for Conferences.
16 September - 30 September: Applications reviewed and ranked by the Committee on Conferences. If there are multiple proposals, the Committee selects 2-3 applications for final selection process.
2 October: Finalist applicants are notified and asked to submit supplementary information. Applicants will be given information (including any concerns/questions raised) from the Committee on Conferences’ initial deliberations to which they may respond.
15 October: Deadline for finalists to submit supplementary information.
16-31 October: Applicants reviewed and ranked by the Committee on Conferences.
1 November: Committee on Conferences makes final recommendation to Executive Committee, for voting at or before the EC meeting held before the annual conference in November.
- (A) Is the theme broad enough to be relevant to a diverse membership, but specific enough to have centripetal energy? Is the theme relevant and timely to current events and/or discussions and/or trends within our field(s)? Is there a clear sense of the theme’s importance?
- (B) Do the planners have relevant experience in conference planning (even if they have never planned a full conference)? Do they have enough experience with ASTR to understand our conference format and traditions? Do they demonstrate a strong “curatorial eye” in bringing together members from diverse disciplinary and methodological backgrounds?
The Committee on Conferences also encourages applicants to consider how their proposed theme and their approach to conference planning will further ASTR’s explicit charge to promote, support, and feature work by, about, and with under-represented groups, including communities of color, LGBTQ communities, Disability communities, and communities of scholars without regularized institutional support.
Selected program chairs will have conference registration fees paid by ASTR in (1) the year prior to their conference (with the expectation that they would hold meetings with their program committee) and (2) the year of their conference.