A few more general program coordinator questions…

[asaccanada]

Hi all,

We received a few good questions recently and wanted to share the responses.

1) Is there an easy way to check who from our accepted program has registered for the conference? This would make follow-ups to the laggards easier to target.

We will send out a list of registrations for you to cross check to ensure one author has registered by May 7. We will provide an early-bird version once that closes, and at least one more update before the final version on May 7.

2) Once our program is finalized, do we have to do anything aside from emailing the final program out (i.e., submit it for approval within ScholarOne)?

There is no formal submitting of the program in ScholarOne. What is there will need to reflect the final program as confirmed once presentation speakers are identified as being registered. The program for the conference will be generated from this data, so it needs to be current and accurate. So Program Coordinators will need to make any updates once they have confirmed speakers do not plan to register/speak/attend.

3) When assigning chairs, there was a tab checking whether we have invited them. Is there a need to formally invite them through ScholarOne, or can this be done just based on agreement via e-mail?

Good observation on the host “not formally invited” status! This is there because it is theoretically possible to use the system to manage the invites (but only system administrators have that functionality; it would be useful in a situation where the conference executive was managing this process, but ASAC doesn’t work that way). So you can safely ignore this status. You should still be informing your chairs/discussants in email as usual (and you can use the system to do this by clicking on each chair/discussant email) and confirming confirmation with them.

As a reminder, as Program Coordinator, you have the ability to create accounts for someone who doesn’t already exist in the system. By creating an account and adding them into the program yourself, there is technically no need for them to log in to the system. You may wish to let them know about creating an account in case they plan to submit in the future (it would be associated with the email you use).

As well, please remember that hosts and discussants must also be registered for the conference, and will need to be part of your registration check. As noted in the Survival Guide, this can be a useful way for members to get institutional support for attending the conference if they are not directly presenting a paper, so please keep this in mind as you consider candidate chairs and discussants.

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