PRESENTER/PARTICIPANT INFORMATION
Program Changes Deadline The deadline for program changes is March 8, 2019. All changes should be submitted to annualmtg@aera.net. Changes to authors, as well as Session Chairs and Discussants, should include the person’s name, email and institution, as well as the title of the paper/session and the unit it was submitted to. Changes to paper and/or session titles should include the current title, All Academic code, and unit.
Paper Specification and Upload Instructions
Paper Specification for Presentation in Paper, Poster or Roundtable Authors of individual papers accepted for presentation in a paper, poster, or roundtable format must upload a final paper into the online Annual Meeting submission system by March 8, 2019. The paper should include any additional research findings and conclusions from the time of submission. The paper should address the elements required for submission in greater detail and should expand upon the initial 2,000 word paper. If you do not upload a final paper, the initial paper uploaded during the submission process will constitute the final paper. For poster participants, you only need to upload a final paper if you wish to have your paper included in the online repository.
These guidelines serve to help you prepare your paper and are a suggestion only; your individual paper may follow another format. The parts of your paper may be arranged in this sequence: cover sheet, abstract, main text, reference list, appendixes, author note if any, endnotes, tables, and figures. It is usually easiest to group the tables and figures at the end, but they may be incorporated into the main text, each near the location where it is first mentioned. Page numbers should be included. There is no word limit for the final paper and papers may be as long as necessary. However, the time period allotted for presentation at the meeting will be determined by presentation format and/or session chair. Also keep in mind that you will want discussants to be able to read the paper without undue effort so that they can be well prepared for the session.
Presenters at roundtable and poster sessions are encouraged to bring copies of their papers or summaries of their projects to the session, as there will not be a screen and LCD to project your presentation in these types of sessions. The handouts will enable participants to discuss the topic more effectively.
Paper Specification for Presentation in Symposium, Structured Poster, Working Group Roundtable or Demonstration/Performance Session All presenters in an accepted session (excluding any discussants) are required to submit a paper or commentary paper addressing central questions regarding the issue under consideration by the deadline for final paper submissions. Papers or commentary papers for symposia are not limited in length but may be shorter than final full papers (e.g., 1,000 words). Commentary papers need to address all of the elements required for paper submissions: Objectives or purposes; Perspectives(s) or theoretical framework; Methods, techniques or modes of inquiry; Data Sources, evidence, objects or materials; Results and/or substantiated conclusions or warrants for arguments/point of view, and; Scientific or scholarly significance of the study of work.
Repository With the introduction of AERA’s online repository, authors have the option to locate their papers in the repository for future use and reference by researchers. The repository extends access to presentations at the Annual Meeting on a virtual online platform and provides for continuous scholar exchange. All authors may elect to have their papers, presentations or commentary papers included in the AERA online paper repository, and will be asked whether they wish to do so at the time of uploading their final paper. Authors of individual papers who made a selection during the initial submission process will have the option to change their selection if desired.
Paper Upload Instructions
Authors may upload papers into the AERA online system March 1 – March 8, 2019.
Poster Preparation Instructions
General Considerations Plan to set up your display 15 minutes before the session is to begin. The Annual Meeting Program will indicate the poster board number to which you have been assigned. The presenting author should be available throughout the session and be prepared to have his or her display removed no more than 10 minutes after the end of the session.
Your material should be mounted on poster board or cardboard. Avoid the use of heavy board, which may be difficult to keep in position on the poster surface. If it seems appropriate, it can be helpful to mount conceptually related portions of your display on backgrounds of the same color, as this will help viewers scan the display efficiently.
The poster should be as self-explanatory as possible so that your main job is to supplement the information it contains. The poster format provides a mechanism for in depth discussion of your research, but this is possible only if the display includes enough information to have a sketch pad and drawing materials available to help you make you points. It is also strongly recommended that the author have available a number of copies (about 20) of the full paper to distribute to interested parties.
Arrangement of Materials The poster surface is made of cork and measures 4' high x 6' wide. While some fasteners will be available, AERA cannot guarantee that there will be enough for all participants. It is up to the participants to make sure that they bring their own supplies with them.
A sign containing the paper title and the authors' name and affiliations should appear at the top of the poster. Keep in mind that all your text and illustrations will be viewed from a distance of more than three feet. All lettering should be at least 2/3" high, 1" for more important information, and preferably in bold font. Figures and tables should be kept as simple as possible, so that viewers can readily take away the main message. A brief large type heading of no more than one or two lines should be provided above each illustration, with more detailed information added in smaller type beneath the illustration.
A copy of your abstract (300 words or less) should be placed in the upper left portion of the poster, with a conclusion in the lower right hand corner. Although there is considerable room for flexibility, it is often useful to have panels indicating the aims of the research, the methods and subjects involved, and the experimental tasks. Another panel might highlight the important results, with a few panels being used to present the main points in tables or figures.
When working on the arrangement of your display on the poster, be aware that it is preferable to align materials in columns rather than rows. Audience members who are scanning posters have a much easier task if they can proceed from the left to right rather than having to skip around in the display.
Additional Presentation Materials For poster presenters wishing to show additional materials, such as video clips from your laptop computer, we will provide shared tables between posters to support your computer. Please come prepared for computers to have a full battery charge, as the poster displays are not near any electrical outlets.
Presentation Guidelines
Roles and Responsibilities of Chairs and Discussants
Chair Responsibilities Chairs are responsible for the overall planning and execution of the session to facilitate the sessions’ success, as well as evaluation of the session. Download the Chair Responsibilities Guide for details on what Chairs are expected to do before, during and after the Annual Meeting.
Discussant Responsibilities Discussants are responsible for commenting on papers and presentations to provide professional and constructive criticism and raise issues for broader consideration that connect to these works. Download the Discussant Responsibilities Guide to learn what Discussants are expected to do before and during the Annual Meeting.
How To Access Author’s Papers and Emails
Chair and discussants within paper sessions should follow the instructions below to access papers uploaded by presenters and authors for your session.
Session Formats, Room Set-Ups and Audio Visual
AERA sessions are presented in 10 formats:
Download the Session Formats, Room Set-Ups and Audio Visual Guide for information on presentation formats, room configurations, and audiovisual equipment. Presenters and participants can order, rent, and pay for additional audiovisual equipment not included in the guide, such as Mac adapters or computer speakers, from Freeman Audiovisual. Freeman is AERA’s audiovisual provider across all properties where sessions are taking place.
Internet Access Free WiFi will be available in all common areas and the meeting rooms at the Metro Toronto Convention Centre, Fairmont Royal York, InterContinental Toronto Centre, Sheraton Centre Toronto, and the Westin Harbour Castle.