Meetings

Tips for Strengthening Session Proposals

An important goal for Program Committee is to present a program that builds on traditional strengths--
a wide variety of topics, cutting-edge discussions of technology, and a balance of theory and practice-- while inviting new ideas and concepts that may stimulate additional interest, involvement, and educational benefit. The program should address topics of concern to diverse perspectives and constituencies and to archivists at all levels of experience.

Describe the session briefly and clearly. Writing the session description can be very challenging--in large part because it has to be so brief. Proposals that are accepted will eventually have to be described in only 75 words, including speaker topics or titles. So:

  • Think of what people will want to learn and hear,
  • Be as specific as you can,
  • Avoid jargon, and
  • Explain why the session is important.

Complete the proposal form fully. Session proposals that include only some of the desired speakers, that don't include the name of the chair, or that are missing speaker agreements to participate are very difficult to assess, especially when compared to proposals that are complete. It is best to submit a fully fleshed-out session proposal, including the names of all speakers and their agreement to participate.

Define and consider your audience. Think about who will find your session attractive, and will actually attend it. Specialized sessions--sessions for one subgroup of the profession--are valuable components of the program. But if your session proposal is competing against several others on the same topic, the Program Committee may look for other factors, such as whether you have included a perspective on the topic that might be of interest to non-specialists. Think about including the perspective of a government archivist or records manager on the topic.

Balance the list of speakers. The ideal list of speakers includes individuals who are knowledgeable on a topic and who can address it from a variety of perspectives, whether institutional, geographical, or other. So:

  • If your topic is applicable to a variety of types of institutions but all your speakers are from university archives, or if your topic is applicable in any area but your speakers are all from Wilmington, you may want to consider inviting a government archivist or museum archivist, for example, to participate.
  • Similarly, consider a list of speakers that includes both "veterans" and people who are newer to the profession. This diversity can strengthen the appeal of your session. If it appears that all the speakers are essentially saying the same thing, the proposal probably will not be competitive.

Avoid squeezing too much into a session. We've all seen speakers racing through presentations or attended sessions with no time left for questions. There's nothing wrong with two speakers and a commentator/chair, even for a traditional session.

Pick the right format. If your session has a narrow focus, a special focus session may be the best option. Panel discussions can be enlightening, but only if the panelists and chairperson have some remarks prepared in advance and an idea of how to focus the discussion. If your session is a work in progress, make sure the key players in the project are involved. If you have questions about choosing a format, please ask a Program Committee member. We'd be happy to consult with you about this.

Consider a poster presentation. A poster presentation is a report in which information is summarized using brief written statements and graphic materials, such as photographs, charts, graphs, and/or diagrams. There will be a time set aside that presenters will need to be at their poster to discuss it with participants.

Talk to us! Program Committee members are available through email and the Program Chair Adina Riggins can be reached at 910-962-4233 or rigginsa@uncw.edu. We want to explain how this process works and give you feedback about how you might strengthen your session. We can help you think of possible participants or help you develop your topic. If we know about your idea in advance of the deadline, we may be able to connect you with another similar or incomplete session that has just what yours needs. In short, we are ready and willing to work with you right up to the proposal deadline to ensure the strongest proposal possible.

We look forward to receiving your proposal!!!!

These tips were adapted from those provided by the SAA (Society of American Archivists).

Last updated: 05/20/08 by SNCA Web Team