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Affiliated groups: submit information for Pacific 2020 meeting
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Dear APA Affiliated Group Meeting Organizer,


Welcome


I write on behalf of the Executive Committee of the APA Pacific Division to invite your affiliated group to participate in the program of our next annual meeting, which will take place at the Westin St. Francis, in San Francisco, California, from April 8th to April 11th, 2020. 


If you are not currently the contact for your Affiliated Group, please manage your contacts using the Affiliated Group System. Affiliated Groups are responsible for managing their contacts.

 

Please add support@pacific-apa.org to your own contacts list to prevent our emails going to your spam or ancillary folders.


Requesting a Session


This year we are accepting session requests via a form.


We accept a session request via form once, only when all information is complete. We do not accept session requests without FULL PROGRAM INFORMATION. We do not reserve session slots.


Please read below for what information you will need to submit a session request via form.


Using the Form to Request a Session


The deadline for submitting a session request is October 14. Requests are honored on a first-come, first-served basis and only when all information is complete. We do not accept session requests without FULL PROGRAM INFORMATION. We do not reserve session slots.


If you do not yet have FULL PROGRAM INFORMATION for the session you are requesting, including all participants' names, affiliations, state/province of affiliation, email addresses, and titles for talks, please DO NOT complete the form. Please do not use an acronym for your affiliated group, as there are several hundred affiliated groups. 


We accept session requests only from the Affiliated Group contact as listed in the  Affiliated Group System.


Space in the Westin St. Francis is tight, which limits our flexibility in scheduling. We aim to accommodate all session requests, and to do our best to accommodate scheduling requests, but we are more constrained this year than is typical. Early submissions will get scheduling priority, all else being equal.


Groups may request one three-hour session, one two-hour session, or two two-hour sessions. In other words, groups may not request two three-hour sessions. If two sessions are requested, both must be two hours in length.  


If you are requesting two, two-hour sessions, please complete the form TWICE, once for your first session, and once for your second session.


What Full Information you will Need to Request a Session


Groups may request one three-hour session, one two-hour session, or two two-hour sessions. In other words, groups may not request two three-hour sessions. If two sessions are requested, both must be two hours in length.  


Affiliated Group sessions may be scheduled for the following times: 


W/Th/Sat: 6-8, 6-9, 8-10,


F: 7-9, 7-10.


Please indicate your preferences for scheduling, keeping in mind that while we do our best to accommodate scheduling requests, not all requests can be accommodated. Please indicate which session is your top priority for scheduling if you propose two.


Session information will not be accepted until it is complete in every particular. 


You may indicate a topic for each session.


Your request must include the following for each chair, speaker, and commentator on your program:


name

affiliation (and state/province or country of affiliation)

email

paper title (where appropriate) in Title Case


The deadline for your program is October 14.


AV


AV: Speakers in sessions organized by affiliated groups may request data projectors by writing to you — the affiliated group contact — prior to the January 31st deadline. Affiliated group contacts will receive email instructions after January 1 for how to request data projectors through a form on the meeting page on the APA website. Requests for data projectors will be accepted from affiliated group contacts via the form on the APA website only. The APA national office provides data projectors on a cost recovery basis. Given the cost-recovery framework, your affiliated group will be charged $150 per projector, per session. Because affiliated groups are charged for equipment, all requests for AV must come through you, the affiliated group contact, and not directly from participants. 


Videoconferencing is not Available


Frequently Asked Question: Can my participants Skype in? The APA is unable to provide video streaming. Video streaming requires a technical setup and a technical support person provided through the hotel (rather than the APA itself) at costs that are very high and unsustainable for the APA. In addition, the APA meetings are possible only because participants stay at the meeting hotels and register for the meeting. If we permitted video streaming, the costs plus the decrease in attendance would make it impossible for us to hold the meetings at all. As a result, all three Divisions, in consultation with the National Office, agree that we cannot offer video streaming.


Registration


Registration: When inviting your session participants, please communicate that every person who appears on the program, including the affiliated group program, must register for the meeting. 


Affiliated groups play a vital role in the Pacific Division meeting, bringing high quality and diverse philosophical work to the program. And affiliated groups get something back from the Pacific Division as well: free meeting space in major cities with competitive hotel rates and access to a variety of philosophical sessions. Each year approximately 300 participants contribute to the affiliated group program, with around 80 sessions representing 60 groups. Unfortunately, some participants in affiliated group sessions do not register. Our goal is to avoid moving to a system in which affiliated groups are invoiced for the registration fees of participants in their sessions who do not register. Your help in guiding participants to register can help us meet this goal.


Thank You


We look forward to seeing you next spring. Thank you for your part in creating a high quality and diverse program.


Best wishes,


Rebecca Copenhaver


Secretary-Treasurer 

American Philosophical Association, Pacific Division

The American Philosophical Association
University of Delaware
31 Amstel Avenue, Newark, DE 19716
Phone: 302.831.1112 | Fax: 302.831.8690
Email: info@apaonline.org