Preparing and submitting a session proposal

TLDR version

Full and complete proposals for organized sessions are due by midnight UK time on Friday, 22 November 2019.

  • Proposals should include all relevant details for the type of session that is being proposed (see below and the ‘Call for organized sessions’).
  • Proposals should be submitted via our online form.
  • If you are proposing a double session, please submit it as two sessions. Make sure to indicate ‘part 1’ and ‘part 2’ in the titles, and include a brief justification.
  • Some types of sessions require that participant information and / or abstracts be included in the proposal (again, see below and the ‘Call for organized sessions’ if you are uncertain).
  • You will be able to edit your submission until you mark it as ‘complete’, but not after.
  • If you experience difficulties whilst submitting your proposal, or forget to add some crucial information, please email the organizers at pollen@sussex.ac.uk.
  • Please note that you will not receive a confirmation email immediately. These will be sent out to all organizers shortly after the deadline.

Preparation and submission guidance

In advance: If you would like to organize a session, it is a good idea to begin early to circulate calls, recruit participants and think through session content, structure and roles. Session organizers are responsible for compiling required information for the submission, reviewing submissions that they receive, recruiting any named presenters and assigning any necessary roles (e.g. chair, discussant, etc.).

Circulating calls: Before submitting a proposal, many organizers prefer to circulate calls for papers or participants. Session organizers are responsible for recruiting participants to sessions they propose as applicable. If desired, the conference committee and POLLEN secretariat can assist with posting calls to the Political Ecology Network (POLLEN) web site and conference web site.

If you would like to post a call for papers or presenters on these web sites, send your call as an email attachment in .DOC format with proposed session title, session details / abstract and instructions for submitting potential contributions to session organizers to POLLEN@sussex.ac.uk with ‘CfP POLLEN 20’ in the subject line. Make sure to include the name and contact details of the session organizer(s)!

Session allowances: For regular 90-minute sessions, proposals for single sessions are encouraged, and double sessions (i.e. two consecutive or non-consecutive 90-minute sessions on the same theme or topic) will be permitted only as time / space allows and with written justification explaining why an extended session is required. To ensure that everyone has equitable space for participation and avoid ‘crowding out’ effects, proposals for triple, quadruple, and longer sessions will not be accepted.

Roles in sessions (edited for clarity on 28/09/2019): For regular 90-minute paper and panel sessions, conference delegates may participate in multiple sessions but may not duplicate primary roles. Primary roles include (1) Session organizer, (2) presenter / participant / panelist and (3) discussant.

What this means is that, while a delegate may be part of multiple 90 minute sessions, they will not be able to serve any of these primary roles more than once across the conference. In other words, one individual may not organize multiple sessions (a proposed ‘double session’ is considered as one session), present in multiple sessions or serve as discussant in multiple sessions.

This is to ensure that everyone has equitable space for participation and to avoid ‘crowding out’ effects. A delegate may chair (keep time and assist in preparations and logistics) for any number of regular sessions that they desire. In addition to roles in regular 90-minute sessions, any delegate may also freely take on roles and participate in other session types (i.e. workshops, multimedia sessions and installations).

Session proposal submission procedures

After calls have been circulated and participants identified, the final step is to submit complete session proposals. This should be done via online form at this link (https://www.surveymonkey.co.uk/r/POLLEN2020) by 22 November 2019. Session proposals will not be accepted by email unless agreed to by prior arrangement with the conference organizers. During the submission process, session organizers will be asked to provide the following information:

  • The name and contact details of the primary (corresponding) session organizer and any co-organizers
  • The type of session being proposed
  • The proposed session title
  • Three session keywords (these will be used to assign reviewers and time slots)
  • A session abstract or description (500 words maximum)
  •  Individual participant information (name, affiliation if applicable, email address and role) if applicable
  • Individual presentation / paper titles if applicable
  • For paper sessions, abstracts for individual presenters should be included (maximum 250 words each)
  • Indication of how the full time allotted will be used

Participation in organized sessions is highly encouraged, but we anticipate that a second call for individual submissions of some kind will be issued following the session proposal deadline. Available space will depend on the number of session proposals received and overall venue capacity.