American Sociological Association

2020 Virtual Engagement Resources

Due to the COVID-19 pandemic, the 2020 ASA Annual Meeting in San Francisco has been cancelled.  This page provides information about cancellation logistics as well as alternative virtual options for engagement.  

2020 ANNUAL MEETING IN SAN FRANCISCO CANCELLATION LOGISTICS


REGISTRATION REFUNDS

If you have already registered for the 2020 Annual Meeting, your payment will be refunded no later than June 30. Payments made by credit card will be returned to the same card. If we are unable to successfully credit the card used in the original transaction, we will send a refund check made out in your name to the home address in your ASA record. If we do not have a home address for you, the check will be sent to your "key" address. To update the address(es) in your ASA record, follow the steps detailed here. For those who paid by check, a refund check will be sent to the name and address on your check payment. If you have questions about your refund, please send a message to membership@asanet.org.  

HOTEL RESERVATIONS

If you have already booked a hotel room, please cancel your reservation as soon as possible. The hotels share a reservation number: 1-800-445-8667.  Please allow up to 30 days for a refund to appear on your credit card. ASA cannot cancel hotel reservations on your behalf. Cancellations made within 72 hours of scheduled arrival will forfeit one night’s room and tax. ASA is not responsible for room cancellation fees.

 

VIRTUAL ENGAGEMENT EVENT


WHAT IS THE VIRTUAL ENGAGEMENT EVENT?

Running from August 8-11, this event is free for ASA members ($25 for non-members). Register here. Session organizers and/or roundtable presiders are invited to work with their participants to convert sessions into prerecorded or live events during the originally-scheduled meeting time as reflected in the online program. We understand this is a challenging period, and it may not be feasible for all organizers/presiders to do this. We also understand that presenting may not be feasible for all participants. We encourage session organizers/presiders and participants to engage in conversation with each other regarding the various options available to them and make decisions together. Any session participant is welcome to coordinate this effort. Instructions for coordinating a session can be found on this page. Please note that all accepted presentations will be reflected in the PDF program book for the 2020 ASA Annual Meeting, which will be posted in July. Information on joining a live session or viewing a recorded session may be posted in the online program as early as June 1, and a complete listing of virtual sessions will be available by July 20. This information will only be visible to people who are registered for the event. More detailed information is below. If you have questions about the alternative virtual engagement event, please email meetings@asanet.org and we’ll be glad to assist you. We hope you will take advantage of this opportunity to join your colleagues for a robust set of discussions about the latest in sociological scholarship and teaching.

ACCESSIBILITY

ASA is committed to making virtual engagement accessible. ASA will make arrangements for a transcriber for live presentations upon request. Please contact us at meetings@asanet.org with the title, date, and time of the session(s) or meeting(s) you would like transcribed. We ask that you submit your request for live transcription, or request for any other assistance that you may need, by July 24 so we can coordinate service. We will try to fulfill requests made after July 24 but cannot guarantee service.  

Click here for a list of  Speech-to-Text apps and Tips to Consider for Automatic Captioning that may also be of assistance. 

ATTENDING VIRTUAL EVENTS AS AN AUDIENCE MEMBER
To join events, either as a participant or an audience member, you must register.  

How can I register and what does it cost?  
Registration is free for ASA members and $25 for non-members. If you registered for the in-person ASA Annual Meeting as a member, your registration fee will be refunded but your registration will remain valid. If you registered for the in-person ASA Annual Meeting as a non-member, we will contact you individually about converting your registration. If you have not yet registered, learn more about registration here

Why do I have to register?
Without registration, you will be unable to access the links that allow you to join or view the virtual event in which you would like to participate. Note that the online program will be accessible to the public, but the virtual component information will only be visible to registrants.  

How do I know if a session is going to go online?  
Once you are registered, in the online program you will be able to view the links necessary to join live sessions or watch prerecorded sessions. Beginning June 1, we will post links to prerecorded sessions and instructions on joining live sessions. We have asked organizers to send the online details in time for us to provide a complete listing no later than July 20. If you are interested in a session that does not have a link by July 20, please continue to check the program as it is possible we will receive a late submission.

How do I know if a meeting is going to go online?
If a section business meeting will be held during the normally scheduled program date and time (Pacific), the information needed to join the meeting will be posted in the online program. If the section has opted for an alternate meeting time, section members will be contacted by section leadership. If you are scheduled to participate in other meetings (e.g., a governance committee or an editorial board), ASA staff will be contacting you directly about alternative plans.

How do I access information on how to join/view an online session?
To access the online session information after you have registered, you first need to log in to your ASA account. Once logged in, click on Virtual Engagement Portal listed under the Annual Meeting header. Then click Online Program and you will be taken to the online program with logged-in status.

 

INFORMATION FOR SESSION ORGANIZERS AND TABLE PRESIDERS
What steps do I need to take to organize my session?
Click here for step-by-step instructions for organizing your virtual paper or panel session. Click here for step-by-step instructions for organizing your roundtable session. 

What is the timeline for organizing a virtual session?
Session organizers and roundtable presiders are asked to contact participants for their sessions no later than June 1 to begin making plans for a virtual session. Should the organizer/table presider be unable to fulfill this coordinator role, we ask that you assign someone else to the role.  Virtual session coordinators should submit information on how to participate online to include in the online program no later than July 17. If this information is submitted after July 17, it will still be included in the online program, but event participants may miss your addition if they don’t check back routinely. 

How do I find contact information for my session participants?
Organizers, presiders, discussants, and presenters in each session can access each other’s contact information. People who are not associated with that session cannot access this information.  Click here for detailed instructions on how to find this information.

How do I find the scheduled time for my session?
Go to the online program to find your scheduled session time. Please note that currently the times listed in the online program are Pacific. We will soon add a feature that will allow you to see the program in your own time zone.

Do I have to convene the session at the scheduled time? 
No. You may choose between organizing a live presentation at the normally scheduled program date and time (Pacific) or organizing a prerecorded presentation. 

What do I do with links to recordings?
Links to prerecorded sessions will be posted for viewing as soon as they are received (beginning as early as June 1) and will remain accessible until September 30. If you choose to record a session that was presented live at the regularly scheduled time, that link will also be posted for viewing until September 30.  Please note that in providing a link to a recorded presentation to ASA, all presenters acknowledge and agree to let ASA publicly exhibit the recorded presentation containing their intellectual property and likeness rights (i.e., image, likeness, name, biographical information, actions, performance, voice, conversations, quotes and material spoken), and to keep the link active for viewing until September 30, 2020.

How do I choose an online presentation platform?
These resources might be helpful as you make this decision:

How do I manage security during the session? 
These resources might be helpful in navigating this terrain:

 

INFORMATION FOR SESSION AND ROUNDTABLE PRESENTERS

If my work was accepted for presentation, do I have to present virtually?
No, online presentation is voluntary. If you choose not to participate, your appearance on the program will still be reflected in the PDF program book for the 2020 ASA Annual Meeting, which will be posted in July.

What is the timeline for organizing a virtual session?
Session organizers/table presiders are asked to contact the presenters for the session no later than June 1 to begin making plans for a virtual session.  

What if I am not contacted by June 1?
If your session organizer/table presider is unable to continue in that role, we’ve asked that they assign someone else in the session to serve.  Hopefully someone will be in touch with you by June 1 to organize the session. Should you be interested in virtual presentation and nobody contacts you by June 1, please feel free to move ahead and organize the group yourself. See links to instructions above for session organizers.

How do I find the scheduled time for my session?
If your virtual session is going to be live, please go to the online program to find your scheduled session time. Please note that currently the times listed in the online program are Pacific. We will soon add a feature that will allow you to see the program in your own time zone.

Will my session be recorded?
This is up to the group to decide. If the session is prerecorded, the link will be posted for viewing as soon as it is received (beginning as early as June 1) and will remain accessible until September 30. If you choose to record and post the link to a session that was presented live at the regularly scheduled time, that too will be posted for viewing until September 30. Please note that in providing a link to your recorded presentation to ASA, all presenters acknowledge and agree to let ASA publicly exhibit the recorded presentation containing your intellectual property and likeness rights (i.e., image, likeness, name, biographical information, actions, performance, voice, conversations, quotes and material spoken), and keep the link active for viewing until September 30, 2020.

How do I find contact information for my session participants?
Organizers, presiders, discussants, and presenters in each session can access each other’s contact information. People who are not associated with that session cannot access this information.  Click here for detailed instructions on how to find this information.

If our session becomes virtual, will papers still be available for session participants to read in advance of convening?
Yes. Session participants are able to access the papers on your session(s) online. Click here for detailed instructions on how to find this information. Your session group may also elect to circulate papers via email.

Are there some tips for giving an engaging and accessible online presentation?

How do I reflect this on my CV?
The APA guidelines may prove helpful in determining how to address this entry on your CV, whether you have an accepted paper that you decided not to present or a virtual presentation.  

How will this affect inclusion of my paper in the ASA paper archive?
You might recall that when you submitted your paper you were asked whether you wanted to include it in the ASA paper archive should it be accepted. Since circumstances have changed, we have vacated those earlier decisions. In September we will send you a message to ask again if you would like to have your paper included.  You are not bound to your earlier decision on this matter.

 

INFORMATION ABOUT MEETINGS

Will we still have a section business meeting?
Section meeting organizers have been contacted about organizing a virtual meeting. If the section decides to have a business meeting at the regularly scheduled date and time (Pacific), the information needed to join the meeting will be posted in the online program. If the section has opted for an alternate meeting time, section members will be contacted by section leadership.  

I am a section business meeting organizer.  What do I need to do to organize a virtual meeting?
Click here for step-by-step instructions for organizing your section business meeting. 

I am on a committee. Will I still have a committee meeting?
ASA staff will work with committees regarding virtual meeting options.  Please expect information specific to your committee in the coming weeks.

 

INFORMATION FOR WORKSHOP AND PRECONFERENCE ORGANIZERS

How do I organize an online workshop or preconference?
Click here for step-by-step instructions for organizing a virtual workshop. Click here for step-by-step instructions for organizing a virtual preconference. With the exception of working with participants, information for organizing workshops and preconferences is the same as for organizing panel and paper sessions. Please see above

 

INFORMATION FOR BOOK SALON ORGANIZERS

How do I organize an online book salon?
Click here for step-by-step instructions for organizing a virtual salon. With the exception of participant titles, information for organizing a salon is the same as for organizing panel and paper sessions. Please see above

Supporters

2020 Kauffman
2020 University of Texas
2020 University of California Press
2019 Pearson