David Petts,
All persons interested in proposing a session for the SHA 2005 conference in
York,
Here is detailled information in reply to your query of June 3. Your query
concerns two issues, firstly acceptance of proposals for sessions and,
secondly, payment procedures for pre-registration.
Session Proposals:
The Society for Historical Archaeology's principal concern in accepting
proposal's for sessions is that our Statement of Ethical Principles be
respected. Further information on the Ethical Principles is available on the
web site at www.sha.org/About/ethics.htm. Should you have any question as to
whether the subject of your session would be appropriate, please contact the
conference coordinator, Dr. Harold Mytum, or the program chair, Dr. Kate
Giles, both of the University of York. Questions concerning the terrestrial
program may be adressed to Dr. Jon Finch, also of the University of York.
Questions concerning the underwater program may be addressed to Christopher
Underwood of the Nautical Archaeological Society. The address and telephone
number of the program chairs can be obtained at
www.sha.org/About/Conferences/mt2005.htm
Payment Procedures:
David Petts finds the procedures rather complicated. SHA and conference
organizers are aware of this and will do all we can to facilitate the
process. But we do have to follow some basic rules. Mr. Petts suggests that
"the usual procedure would be for the proposer to email the organisers with
a session proposal, that proposal to be accepted, and only once it was
confirmed that the session was accepted would registration be expected,
allowing participants to then seek out grants etc where necessary." This
could be considered for future conferences but please remember that
organizing an international conference of this size is a complicated
process. We cannot change our procedures at present. Also, it is important
for us to have committed proposals in advance for our planning and our
financial engagements with hotels and suppliers. We are aware that some
people will not obtain financing to attend, so there is a mechanism in the
Call for Papers dealing with cancellations and reimbursements. It states
that "Requests for refunds of abstract submittal fees will be honored for
those withdrawing from the program until October 15, 2004, less a processing
fee of $25.00."
If the on-line registration process cannot be used for the reasons you
identify, please ask your participants to forward you the appropriate
information; you can submit a hard-copy (downloaded from web page at
www.sha.org/About/Conferences/mt2005.htm) to our business office by email or
fax. You can, of course, mail your proposal and your personal registration
information to us and your participants can mail their registration
information separately. As long as everything is clearly and well marked so
that we can put the right participants with their session, then everything
will be fine. Please address any further questions concernant payment or
registration procedures directly to SHA's business office at [log in to unmask]
I hope this makes things easier for you. Don't hesitate to contact the
business office or myself with any further questions.
________________________________________________________
William Moss, RPA
President
Society for Historical Archaeology
Archéologue principal
Design, Architecture et Patrimoine
Aménagement du territoire
Ville de Québec
CP 700 Haute-Ville
Québec (Québec)
Canada G1R 4S9
Téléphone : 418.641.6411, poste 2149
Télécopie : 418.641.6455
[log in to unmask] <mailto:[log in to unmask]>
www.ville.quebec.qc.ca <http://www.ville.quebec.qc.ca/>
-----Message d'origine-----
De : David Petts [mailto:[log in to unmask]]
Envoyé : 3 juin, 2004 14:00
À : [log in to unmask]
Objet : SHA Conference Query
I'm hoping the SHA crowd can give me the benefit of their years of
experience with the SHA conference.
I am putting together a conference session proposal and I've been looking at
the on-line submission page and the other rules
about submitting a session.
As far as I understand it I have to include registration payment from all
the participants with my proposal.
I have a number of conceptual and practical problems with this
1) The term 'proposal' suggests that at the end of this process the session
may not be chosen anyway. As a number of my participants will only be able
to obtain funding to attend the conference on the basis of giving paper,
they will be in the situation of having paid for a conference that they will
not be attending. Is there a mechanism for re-imbursement in this case or am
I misunderstanding the concept of 'proposal'.
2. A number of my particpants are currently carrying out fieldwork in places
such as East Africa and Sri Lanka and will not be able to get payment sorted
by the deadline.
3. Does the on-line submission form expect me to extract credit card details
from my participants as a means of payment- I'm not sure many people will be
happy to supply me (essentially a 3rd party) with such confidential
financial details.
I may be being terribly obtuse about this, but I've never come across such a
bureaucratic mechanism for merely proposing a session- is this a case of
language or nuance being different on this side of the Atlantic. I am also
concerned for purely practical cash flow reasons- some of my participants
are students; whilst they will probably be able to get some form of funding
to cover their conference registration fees etc it seems a bit unfair to ask
them to stump up in advance.
In my experience, the usual procedure would be for the proposer to email the
organisers with a session proposal, that proposal to be accepted, and only
once it was confirmed that the session was accepted would registration be
expected, allowing participants to then seek out grants etc where necessary.
I may have got everything wrong, in which case many apologies, but I think
I've got a jolly good session and I don't want to mess up the proposal
submission
As a York resident I can promise a pint and some inside tips on the best
pubs to anyone can help me navigate the correct procedures
cheers
David
(from a rather wet and rainy York)
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