Proposal Notes & FAQ | 2020

2020 General Notes

Speakers may only participate in two sessions during the AMIA Conference. When asking speakers to participate, it is important that you are aware if they are part of other proposals. If more than two sessions are accepted with the same speaker, that speaker will be asked to withdraw from one or more sessions. If your session is not viable without a particular speaker, please note that in your session description.
AMIA committees or working groups-sponsored sessions. It is important to indicate that your session or workshop is a committee or group sponsored project in your session description to allow consideration by the Peer Review Panel.
A Google spreadsheet is available to connect individuals seeking ideas and/or collaborators for session and workshop proposals. The spreadsheet is provided as a means of communication only: The Committee does not monitor the document and it is not part of the official submission process.

The Session/Workshop/Poster Proposal

What makes for a good session topic?
Be focused – but not too focused. There are two extremes: either the topic is so broad and general that it doesn’t really say anything in particular, or it is so specific that there isn’t a broad audience for it.

What makes for a good proposal?
In the case of a proposal, usually the more specific, the better. Clarity in the description and abstract, specific speakers and topics all indicate that a lot of thought and planning have gone into the proposal – two of the biggest keys to a successful session.

What will Peer Reviewers look for in the proposal?
Peer Reviewers comment on the overall quality of the proposal and are also asked to consider the following:

Is the topic timely? Does it reflect current discussions in the field?
Is there new information being presented?
Is there an effort to bring in new voices on the subject?
How broad an audience does this topic speak to?
Has the topic been discussed already or been repeated frequently?
Is there a speaker outlined that is crucial to the success of the panel?
If a single presenter, does the proposal outline a clear perspective?
If a panel presentation, is a balanced point of view presented or are there other areas to be considered

What makes for a good title?
The more direct/explanatory you can make your title, the better. It is important that the title reflect the session content. For example, “Strategies for implementing sustainability into your organization” is a lot better than “Corporate Sustainability.” Remember: all titles must be 10 words or less.

Do I need to have speakers confirmed when I submit my panel idea?
Yes, you need to have commitments from your speakers before submitting your proposal. The Peer Reviewers are considering the speakers you’ve outlined during their review. Please note: speakers may only present at the conference twice. If your presentation includes speakers that are essential to the presentation, please note that in your description.

How long is each panel/programming session?
All session slots are 60 minutes. If you are proposing a 25 minute paper or report, your presentation will be paired with another paper/report to fill a 60 minute slot if selected. Your presentation will still be 25 minutes, but will share that 60 minute session slot with another presenter, so the presentation cannot exceed 25 minutes.

What is the difference between the different types of sessions?
There are a number of different types of sessions, and the proposal form will ask you to indicate which type you are proposing. Here is a breakdown of session types:

Report or Paper Presentation. Fully prepared papers/reports of 15-20 minutes each with 5 minutes of Q&A. Presentations are scheduled for 25 minute slots. Two 25 minute sessions are scheduled in each 60 minute time slot so it is critical that each presentation is fully contained within the 25 minutes allocated.
Panel. A 50 minute session consisting of a panel of three to four individuals who discuss a variety of theories or perspectives on the given topic. Panels are up to 40 minutes of presentation with 10 minutes of Q&A.
Forum/Conversation. A 50 minute session of informal presentations on a general subject area, where participants share what they know. Proposals in this category must include a facilitator who will coordinate the session and any discussion. Session will be a meeting format on Zoom, with attendees visible and able to speak.
Lightning Talks. The session chair organizes and secures commitments from speakers and compiles all presentation slides to ensure timely speaker transitions. The session is 6-7 lively and informative five-minute talks in a 50-minute session format. Proposals in this category may suggest recommended presenters, but commitments should be secured soon after the proposal is accepted and can be done through curation or open call for speakers. Lightning Talks should be on a focused topic.
Screening Session. A 50 minute screening presentation. The session may include speakers/discussion but the screening portion should be minimum 35 minutes.
Poster Presentation. A 5 minute pre-recorded session with a poster image. The poster image will be posted to the conference website. Posters are scheduled five per session slot and all poster presenters are required to participate In the live Q&A during their session.
Workshop. Workshops are a half day (3-4 hours) or full day (6-8 hours) training designed to teach or refine skills.
Alternative Format. Suggest an alternative or create your own. Alternative format sessions may take a variety of forms. We welcome your creative ideas about how your topic might best be addressed online. Proposals in this category must: 1) specify the format and session facilitator and 2) describe briefly how the format will enhance presentation of the material.

What is the difference between a DESCRIPTION and an ABSTRACT?
When you submit your proposal, you write up two different summaries of your presentation.

The reviewers of your proposal will base their evaluation on the 350-word session description. The main audience for the description are the Peer Reviewers and the Conference Committee members reviewing the proposals. The description gives you the chance to give the reviewers information about the topic, the speakers, and why the session is important to include in the program. Only the Peer Reviewer Panel sees the session description.

The abstract is 150 words that will appear in the Conference program and online if your presentation is accepted. The main audience for this shorter summary is the Conference attendees who are trying to decide between multiple events on the program.

If my proposal is selected, does AMIA pay for my registration?
AMIA does not provide registration or financial compensation for panelists. If you are a non-member coming to the Conference to speak on a panel for the first time, AMIA will offer you a complimentary one-day registration for the day you are speaking. AMIA does offer a number of conference grants each year,

Do I have to be registered to present?
Yes. All presenters are expected to register for the conference.

Who can propose sessions and workshops?
Anyone can submit a proposal for a session or workshop. Proposals can come from members or non-members, suppliers, vendors, academics, researchers, archivists, and anyone working in the field.

As a vendor or supplier, can I submit a proposal?
Of course! While all sessions are non-commercial and cannot focus on a specific product or service, we have had truly excellent presentations and case studies from our vendor and supplier partners.

Are correct spelling, grammar and punctuation important?
They absolutely can impact how a reviewer perceives your proposal. You should take time to proofread your entry before hitting the ‘submit’ button.

Does AMIA comp the registration for speakers?
No. But if a speaker is not an AMIA member and speaking for the first time, AMIA will offer a one day registration as a way of welcoming them to the annual conference and offering them an opportunity to participate.

The Proposal Selection Process

How many sessions are accepted?
About 30 hours of sessions are accepted for the online conference, with a mix of 25 minute and 50 minute proposals. Typically, the Committee receives more than double the number of proposals that can be accepted.

Who will be reviewing session proposals?
All proposals are peer-reviewed by a panel chosen from the AMIA membership, including representatives from each AMIA Committee, who possess a broad range of expertise. The Conference Committee uses the comments from the Peer Review Panel to schedule the conference.

Do the categories I check matter?
Very much so. The Conference Committee uses the Peer Review Panel’s notes to program the best balance of sessions and workshops. The categories you check will help the Peer Reviewers consider their comments, and will help the Conference Committee in balancing the final program.

What does Peer Review consider?
Peer Reviewers comment on the overall quality of the proposal and consider these things:

Is the topic timely? Does it reflect current discussions in the field?
Is there new information being presented?
Is there an effort to bring in new voices on the subject?
How broad an audience does this topic speak to?
Has the topic been discussed already or been repeated frequently?
Is there a speaker outlined that is crucial to the success of the panel?
If a single presenter, does the proposal outline a clear perspective?
If a panel presentation, is a balanced point of view presented or are there other areas to be considered?

What happens after Peer Review?
After the panel has completed their assessment based on the outlined criteria, the Conference Committee begins their review. Then, relying on the comments from the Peer Reviewers, the Committee finalizes selections with the goal of creating a balanced program that speaks to a wide range of attendees.

How are sessions scheduled?
The Committee makes every effort to schedule sessions so that they don’t overlap for similar audiences. That said, sometimes the scheduling needs of the chairs and speakers mean moving sessions around to fit and overlaps happen. This is one of the biggest challenges the Committee faces every year. If you have specific scheduling needs, please include them in the description of your session. This includes other potential sessions you know about that you do not want to overlap with yours.

Session Proposal Timeline & Time Commitment

Do I receive any kind of receipt letter when I submit a session?
Yes, after you submit your proposal online you will be sent a receipt letter within a few days indicating either that the proposal is complete or that additional information is needed.

When will I learn about the status of my proposal?
The Committee plans to make final decisions about session proposals by the end of February and will notify you of the outcome then.

If my proposal is selected, what kind of preparation will I need to devote to my panel or presentation?
As a general rule, the more pre-event preparation you devote to your session, the better the session will be. Pre-event preparation means communicating with other speakers before the event to clarify the focus and structure of the session.

If my session proposal is accepted, how much work does this require?
The best panels and presentations are the ones where the organizer devotes time to organizing their session and discussions with their speakers.

Recorded Sessions

We are hoping to use pre-recorded presentations as much as possible during the conference. This will support smoother and less stressful presentations, and allow presenters to listen to their fellow presenters, concentrate on audience Q&A, and participate in chats and other interactivity with the audience, rather than worrying about technical glitches or timing issues.

This doesn’t mean that you wouldn’t be present! Presenters are asked to be available for live interactions such as introductions or Q&A during their allotted session window — before, during, and after the actual playback of their recorded presentations. All session recordings will be due ten days prior to the start of the conference.

Live Sessions

We know everyone won’t be able to pre record their session, and some sessions – like Lightning Talks – work better as live sessions.

For live sessions, presentation decks will be due ten days prior to the start of the conference Each session should have a single deck of slides (rather than individual presentations by presenters). This will allow the technical team to have a backup copy in case there is a problem that day as well as testing the deck to be sure all is working in the conference platform environment.