Tips for Organizing a Session Series
Take control of your session experience and create opportunities for colleagues in your field
(Note: All of the same information found under “Organize Your Own Session(s)” section of the conference website applies. The following are suggestions from organizers who’ve successfully put together their own workshop-style session series over the years on topics including defense, crime, sports, health, etc.)
WEAI conferences welcome proposals for session series held in a workshop style scheduled across one or more days. Below is a rough outline of steps you might consider taking if you are interested in organizing:
- Identify a topic and perhaps related topics that would create robust cross pollination of ideas and research.
- Create a form to collect potential submission information (such as Google forms, like this sample). Or invite individuals to email their paper details directly to you if that sounds more your speed.
- Collect email addresses from colleagues in your chosen field, and in related fields for added dimension and perspective. Encourage people you contact to forward your message along to anyone they think might be interested.
- Set a deadline for submission that gives you enough time to assemble your sessions in time to communicate your sessions to WEAI by the deadline (December 1 for the International Conference; February 15 for the Annual Conference).
- Go through all the responses and put together sessions. Consider balancing sessions with some graduate students and some faculty for a good mix.
- Send a group e-mail to all submitters to make sure people are still able to participate.
- Prepare and submit to WEAI (sessions@weai.org) a simple spreadsheet of your sessions including session titles, JEL topic area codes, presenter names, emails, affiliations, and paper title, and a designated chair for each. No need to include coauthor information as presenters will be able to add that information when they submit their paper abstract info to the WEAI system.
- Include your scheduling preferences with your session details, as organized sessions, especially session series, have priority scheduling.
- After review by the program committee, you will receive information for next steps to share with your session participants regarding registration and submission of paper information to the WEAI conference system.
- As papers are submitted by presenters and added to the program by WEAI, you will see them on the online program. Send regular reminders to those not appearing encouraging them to register and submit. It may take a few nudges to get everyone through the chute.
Changes are always expected so keep your session spreadsheet up to date highlighting changes along the way. Share your updates with WEAI (sessions@weai.org) at regular intervals up to and during the conference.
Should any challenges arise as you move forward, please reach out and we are happy to help resolve any issues.