Call for Proposals FAQs

August Update: The peer review period has ended. Session selection will take place in September and all presenters will be notified of their status the first week of October.

If you have questions about the call for proposals that are not addressed below, please contact us.

When can I submit my presentation proposal for the 2019 Aging in America Conference?

The proposal submission process is currently open only for Poster submissions. The deadline to submit is October 31.

When and where is ASA's 2019 Aging in America Conference?

The 2019 Aging in America Conference will be held in New Orleans at the Hyatt Regency New Orleans, April 15–18, 2019.

What is the submission fee?

There is no fee for submitting a proposal. However, there is a limit of two submissions per presenter.

I am not a member of ASA, can I still submit a proposal?

Yes, both ASA members and non-members are invited to submit conference proposals.

I am having trouble signing in—why doesn’t my password work?

If you have an account with ASA but don’t have your login information or have forgotten your password, click the “Forgot your Password” link below the Username/Password boxes on the log-in screen.

Can I be a primary presenter or co-presenter on a proposal if I am not a member of ASA?

ASA membership is not a prerequisite for submitting a proposal. If your proposal is accepted and you aren't currently a member, you will receive one year of membership when you register for the conference as a presenter.

What is the difference between the primary presenter and the co-presenters on a proposal?

ASA assumes that the primary presenter is the “author” who will organize the session if the proposal is accepted. The primary presenter is responsible for ensuring that all co-presenters register for the conference on time at the posted presenter rates. If the proposal is accepted and the primary presenter is not able to attend and present, a co-presenter may take over organizing the session with the permission of the primary presenter.

Please email facultyinfo@asaging.org immediately about any changes to presenters or presenter roles for your session.

What are the registration requirements for presenters for the 2019 Aging in America Conference?

Presenters must register and pay registration fees by December 9, 2018 in order to confirm their session(s). All sessions must meet presenter requirements or they will be placed on the session waitlist. Please note: Once on the waitlist, there is no guarantee of receiving your requested session format, date, and time. Wait-listed sessions will be added to the program as and when presentation times may become available.

Presenter and attendee conference fees allow ASA to offer the largest multi-disciplinary aging conference in the nation. During four days of programming with a multitude of session formats and networking opportunities, professionals in aging and related disciplines come together annually for the purpose of improving the lives of older adults.

2019 AiA Presenter Registration Fees 
Please note: 2019 registration fees are not final until October 1, 2018. We will make every effort to communicate fee changes, if any, as soon as possible.

Full conference registration only
(no single day fees)

Early Rates
10/1/18-10/31/18

Regular Rates
11/1/18-2/28/19

Late Rates
After 2/28/19
Professional ASA Member $460 $520 $585
Retired ASA Member 65+  $300 $340 $385
Student ASA Member (full-time) $230 $265 $300
Non-member $660 $745 $840
Retired Non-member 65+ $430 $485 $550
Student Non-member (full-time) $330 $375 $425

What kind of session formats do you offer during the proposal process?

90-minute Symposium: 90-minute Symposia are intensive panel discussions that focus on broader educational topics, concepts or policies. Presenters come with advanced knowledge of the subject area and contribute different perspectives on big-picture topics such as program trends and innovations, policy and advocacy, changing service models, and technologies having an impact on aging services and experiences.

  • AV included: laptop (does not have internal DVD player), projector, screen, free WiFi, and wired microphone for table use. Podium and alternative microphone arrangement for large panels available upon request.
  • Number of presenters: Minimum of 3 presenters; 4 or more encouraged.

60-minute Workshop: 60-minute Workshops are sessions that focus on educational topics or concepts and emphasize innovative models, promising practices, applied research, or replicable programs. This format involves a formal presentation and may feature case studies and interactive activities.

  • AV included: laptop (does not have internal DVD player), projector, screen, free WiFi, and wired microphone for table use. Podium available upon request.
  • Number of presenters: 2 or more presenters are required.

Peer Group: Peer Groups are 60-minute informal, facilitated discussions on age-related topics. They allow participants an opportunity to network with peers who either share a community of practice or are brought together by common interests in specific issues.

  • No AV included.
  • Number of facilitators: 2 or more facilitators are recommended.

Roundtable: Roundtables take place in a large room, and are consultative, 60-minute discussions for small groups (up to 10 people per table) organized by topics. A brief presentation of the core educational content is followed by guided discussions and dedicated time for questions and answers. Handouts are encouraged, as there is no AV included for Roundtables.

  • No AV included.
  • Number of presenters: 1 or more presenters are required.

Poster: Poster Sessions take place in a large room where presenters stand by their poster, which highlights educational content or a topic related to data, research, evaluation or other themes appropriate for this type of format. There are 120-minutes for attendees to circulate and engage with poster presenters about their topic.  

  • No AV included.
  • Number of presenters: 1 or more presenters are required.

Morning Exercise: Morning Exercises are 60-minute group activities directed by a qualified practitioner, designed to physically and mentally energize conference participants. Sessions can include Tai Chi, Aerobics, Stretching, Yoga and other low-impact exercise. Techniques used should be adaptable for use with older adults.

  • No AV included.
  • Number of presenters: 1 or more presenters are required

Film/Video Session: Film/Video Sessions include the viewing of a film or video* as the main focus of the session, accompanied by an educational component such as a filmmaker-led discussion, expert panel, or small group discussion, and Q & A.

  • AV included: laptop (does not have internal DVD player), projector, screen, free WiFi, and wired microphone for table use. Podium available upon request.
  • Number of presenters: 1 or more presenters are required.

*Both foreign and American short and feature-length narrative, documentary, experimental and animation films are welcome.

 

What topic areas do I select from when submitting my proposal?

You will be asked to select a specific topic category for your proposal, your topic may cross categories so please choose the category that is the best match.

Category

Includes such topics as:

Aging in Community Age-Friendly/Livable Communities Community Planning & Development, Disabilities & Accessibility, Emergency/Disaster Preparedness, Home & Community-Based Services, Housing, Intergenerational Programs, Rural Aging, Senior Centers, Transporation & Mobility, Universal Design and Other Related Topics.
Business & Leadership
50+ Marketplace, Business Best Practices (non-profit/for-profit), Business Development, Careers in Aging, Effective Communication, Financial Literacy, Leadership Development, Marketing/Communications, Mentorship, Older Adult Workforce, Retirement Planning / Finances, Skills Development (Budgeting, Grant Writing), Staff Development, Team Building and Other Related Topics
Caregiving Adult Day Services, Alzheimer’s Disease and Related Dementias; Chronic Care; End of Life and Palliative Care; Family Caregiving; Homecare Services and Products; Long-Term Care; Paid Caregiving Workforce; Supported Living; Training; Other Related Topics
Diversity & Cultures of Aging  Cultural Literacy; Disabilities; Discrimination; Disparities; Diversity & Inclusion; Diversity in the Aging Workforce; Global Aging; Indigenous Aging; LGBTQ Aging in Community & Residential Care; LGBTQ Specific Services and Supports; Multicultural Aging; Policy and Advocacy; Targeted Programs; Other Related Topics  
Health, Wellness & Care Transitions Chronic Disease Prevention and Management; Clinical Issues and Programs; Fall Prevention; Health Promotion; Hearing and Vision Loss; Hospitalization & Recovery; Polypharmacy and Medication Management; Nursing; Nutrition & Supplements; Occupational, Physical, Speech Therapies; Oral Health; Polypharmacy and Medication Management; Readmissions; Sexuality & Sexual Health; Social Determinants of Health; Other Related Topics 
Integrated Care Networks/Business Acumen Contracting; Developing Network Partners; Evidence-Based Outcomes and Results; Market Analysis; Medical and Social Transitional Care; Organizational Culture Shift; Prevention of Readmissions; Rate Determination; Service Delivery; Other Related Topics
Law & Aging Conservatorships and Guardianships; Durable Power of Attorney; Elder Mistreatment; Elder Justice; Estate Planning, Trusts and Wills; Financial Abuse, Fraud, Scams; Legal Statutes; Other Related Topics
Lifelong Learning & Engagement Arts; Brain Fitness and Cognitive Health; Creativity and Humanities; Health Promotion; Lifelong Learning; Longevity; Positive Aging; Recreation and Leisure; Social Connectedness; Volunteerism; Other Related Topics
Mental Health  Behavioral Health Science; Careers in Mental Health; Clinical Programs; Interventions; Interdisciplinary Programs; Loneliness and Isolation; Substance Use and Abuse; Suicidality; Trauma, Trauma-Informed Practice; Veterans; Other Related Topics
Policy, Advocacy & Ethics Advocacy Initiatives; Ageism; Aging Prisoners; Affordable Housing; Discrimination; Disparities; Domestic Violence; Economic Security; Elder Justice; Impacts of Globalization; Healthcare Reform; Legal Remedies; Medicare; Medicaid; Older Americans Act; Politics of Aging; Social Security; State Statutes; Other Related Topics
Religion, Spirituality & Meaning Collaboration with Faith-Based Organizations; Death and Dying; Faith-Based Communities & Programs; Older Adult Ministries; Policy (Church–State Relations); Spirituality; Faith and Coping; Other Related Topics
Technology & Innovation Accessibility and Affordability; Assistive Devices & Hardware; Aging with Technology; Apps, Social Media, Online Programs & Software; Co-Design; Disabilities & Accessibility; Health IT/Telehealth; Research on Innovative Models/Outcomes; Privacy / Data Sharing; Other Related Topics

Can I request a presentation date/time?

Yes, you may request a presentation date and time by emailing Anna Kuvshinova at akuvshinova@asaging.org. Given the complexity of conference scheduling, we cannot promise that every specific presentation schedule request can be met but we will certainly make every effort to accommodate the requests we receive. Your requests for a specific date and time should be made in mid-September when conference scheduling is underway.

Am I automatically registered for Aging in America by submitting a proposal?

No. You must register for the Conference separately, and your session is confirmed only after the required number of presenters are registered. (See “What kind of session formats are offered” above.)

What will I be asked during the proposal process?

These are the fields you will need to complete when submitting a proposal online.*

  1. Select a session format (see list and description of formats, above).
  2. Primary Presenter & Co-Presenter(s) information—answer questions about yourself and add co-presenters. You must agree to register at the faculty rate by December 9, 2018 and only include co-presenters who agree to do the same.
  3. Proposed Title—100 character limit, including spaces. Compelling titles attract attendees, so be creative and accurate.
  4. Brief Session Description—500 character limit, including spaces. Provide a succinct summary of what you will cover in your session.
  5. Full Detailed Description—3000 character limit, including spaces. Provide a fuller, detailed description of your proposal, expanding on the brief description to include such things as background information, method of research or program development, etc.
  6. 3–5 Learning Objectives—Knowledge or skills attendees will gain as a result of your session. Please note to make each objective a concise statement of what you expect the audience to take away from your presentation.
  7. Outcomes and Discussion Questions (optional)—1500 character limit, including spaces. Detail what were the results of your program, project, or research? Please list 3 to 5 outcomes. If there were no specific results, provide a list of 3 to 5 discussion questions (peer groups).
  8. Categorization of Session—choose one from the list of topics.
  9. Additional session information—Learning methods, etc.

Review your Summary Page.

Submit.

How can I get a copy of the session proposals that I submitted?

You may log into the submission site, choose to edit the proposal you want, follow the red link to the Summary Page and then print it.

When will I receive confirmation of receipt of my proposal?

You will receive an email confirmation of your submission within a few moments of its completion online, and all of the co-presenters you entered will receive similar emails.

To check on your submission status, log into the proposal submission site, click on the link for the correct type of presentation, and look at the “Current Submissions” list at the bottom of the screen. Your submission(s) should be shown there with a status of “Draft” (in progress but not yet submitted) or “Submitted.”

Can I edit my proposal after it has been submitted?

Your proposal can be edited up until the July 13 submission deadline, but not after the deadline. To edit your proposal, log into the proposal submission site and click the type of proposal you submitted. On the next screen choose to “Edit” any of the proposals listed under “Current Submissions.” Please note: you MUST resubmit your proposal after making edits in order for the revised version to be considered during the review process.

I am a co-presenter on a session, what do I need to do?

Log into your profile that you received in the email confirmation and review and update all your information. All presenters including co-presenters are required to register for the full conference by December 9, 2018.

Can I withdraw my proposal after the submission deadline?

Yes. To withdraw a proposal submission, please email the ASA Education Department Staff at facultyinfo@asaging.org immediately.

If I am the primary presenter on a proposal and am unable to attend the conference, what should I do?

Although the primary presenter typically organizes the session, a co-presenter may become the primary presenter with permission from the person who submitted the proposal. If no one can attend the conference and present the proposal, the primary presenter must withdraw the proposal in writing by emailing the Education Department Staff at facultyinfo@asaging.org immediately.

I am a co-presenter and I cannot attend—what should I do?

Please immediately notify the ASA Education Department Staff at facultyinfo@asaging.org of your withdrawal and cc: your co-presenters.

When will I be notified about my submission?

Notifications for accepted sessions will be e-mailed to all presenters beginning October 1, along with a link to register at the early discounted presenter rates. To make sure you receive all ASA correspondence, add info@asaging.org and facultyinfo@asaging.org to your email’s "safe senders" list.

 

Important Dates

May 14, 2018 Online Call for Proposals opens
July 13, 2018 Deadline to submit a proposal to present
October 1, 2018 Registration opens
October 1, 2018 Notifications sent to accepted presenters
October 31, 2018  Deadline to receive early rate
December 9, 2018 Presenter confirmation deadline
February 28, 2019 Regular rate registration deadline
February 10, 2019 Deadline to place advertisement in conference program
February 19, 2019 Deadline to reserve hotel room at the special ASA group rate
April 15–18, 2019 ASA Aging in America Conference

 

For any remaining questions, please email ASA’s Education Staff at facultyinfo@asaging.org.