Guidelines for Program Organizers
of the Annual Meetings of the
AAAS, Pacific Division
and its Affiliated Societies and Sections


July 20 By e-mail, inform the Executive Director of the Division and the Chairperson of the Local Committee at the institution hosting the meeting who will be your on-site representative of the society or section.

July — October Arrange your preliminary program for publication in the January Newsletter, which contains the preliminary announcement and Call For Abstracts and Papers for the next annual meeting:

  1. The Division sponsors several activities open to all registrants and their spouses. For the upcoming Pomona meeting, the following should be considered by the affiliated societies and sections when planning their own special events:

    Tuesday during the day — Educational Field Trips
    Tuesday afternoon Registration Center open for registrations and registration materials pick-up
    Tuesday evening Program and reception
    Wednesday during the day Technical sessions
    Wednesday evening — Pacific Division Presidential Address and Cal Poly Pomona President's Welcome Reception

    Thursday during the day
    Technical sessions
    Divisional Banquet and Student awards presentation
    Friday during the day Technical Sessions

    Saturday during the day — Educational Field Trips

  2. Consider special lectures, slide/video shows, socials (mixers, luncheons, dinners), and plenary sessions.

  3. Select symposium topic(s) and contact potential organizer(s) and participants. Click for pdf version of the Call for Symposium and Workshop Proposals. Symposia may be half-day to three-day events. Consider possible co-sponsorship with other affiliated societies and/or sections.

  4. Reserve sessions for contributed papers based upon the average number of papers presented before the society or section at previous meetings. Generally, eight papers can be presented during a half-day session (allowing 20 minutes for each paper and a mid-session break).

  5. Workshops and poster sessions also should be considered. Workshops may be half- or full-day events. If a poster session is to be scheduled, notify the Division’s Executive Director as soon as possible; poster sessions may require special facilities.

  6. Arrange field trip(s), including site(s), duration, and transportation. Click for pdf version of Information for Field Trip Organizers. Establish cost per person. Select date and times for departure and return. Prepare a brief description of the trip and state conditions for participation, who to contact, and where to send fees for reservations. If the society handles its own trip arrangements, designate someone as the contact person, who also should receive reservation requests and fees; if the Division is asked to handle field trip reservations and collect the fees, contact the Division’s Executive Director as soon as possible to make appropriate arrangements. Note: Field trips arranged by and for the benefit of the individual affiliated societies are the responsibility of those societies. If the Division acts as a broker for the affiliate, it will not assume financial responsibility for the trip other than paying out the funds it has collected on behalf of the affiliate. Additional costs are the responsibility of the affiliate.

October 10Transmit to the Division’s Executive Director the preliminary program of the society or section. Be sure to provide names and addresses of the officers of the society or section, the program coordinator(s), and the name of the person who will serve as representative on the local committee (established on the host institution’s campus). Also include titles and synopses of symposia and descriptions of field trips. Place order for the number of postcards desired for distribution to your members and estimate meeting attendance. If you want the Division to mail postcards to your members, you must provide an Excel spreadsheet by December 10. The Division will cover postage as well as the cost of the postcards. It will not pay for late mailings, or for mailings done by the affiliates themselves.

November 15 – Deadline for receipt at the Division’s office of news items submitted by affiliated societies and sections for the Division’s Newsletter.

January 1 – The Newsletter containing the announcement of the annual meeting is posted to the Division's home page by this date.

January 2 – Division mails postcard to Pacific Division members and also members of affiliated societies that have provided membership information. The postcard reminds people that the January Newsletter, which contains, among other things, the preliminary meeting announcement, call for abstracts, etc., is now available for download from the Division's home page ( The Division will, upon request, send additional postcards to members of the Pacific Division and to affiliated societies for distribution.The "Call for Abstracts," as well as forms for pre-registration and housing in the Newsletter, should be used by the affiliate membership.

March 1 – Closing date for program organizers to send to the Executive Office revised program materials for the Spring Newsletter.

March 15 – Division finalizes Spring Newsletter and publishes it on-line.

April 1 Postcards are again mailed to remind people of the availability of this Newsletter. If the Division is provided with mailing addresses, the Division will mail postcards to the affiliate’s membership at no charge.

April 2 – Abstracts for symposium presentations due to symposium planners.

April 9 – Abstracts and schedules for symposium presentations due from symposium planners to Executive Director (

April 18 – Abstracts for contributed presentations (both oral and poster) are due to section chairs and the Meetings Office (

April 25 – Closing date for the program organizers of the affiliated societies and sections to review all abstracts and titles and make sure that Executive Director has received all of the abstracts.

May 20 – Affiliated societies and sections arrange for judges who will attend all student presentations and select those papers to receive awards for excellence. The Division awards prizes for the best and second best student papers presented before each society and section. Each affiliated society and section will select the outstanding papers presented by their student participants. The Pacific Division will present those selected with a certificate of the award and a cash prize of $150 for the best paper and $100 for second place (need at least 3 students in a judging pool to award a first place, 6 to award a second place, and 9 to award a third place). Candidates for these awards are usually undergraduate and graduate students or graduates who have completed an advanced degree within the preceding 12 months. The names of students selected to receive awards are announced at the Division’s annual banquet by the society/selection judges. Affiliates may supplement the award from their own resources. Although the judges of the affiliated societies and sections are solely responsible for selecting the recipients for the awards, the Division will provide prizes only to those students who had registered for the meetings and paid the required fees in advance of their presentations. The Division also awards several division-wide prizes. Affiliated societies and sections are asked to use the Division’s evaluation form to record their evaluations of students and to submit these forms to the Division’s Awards Committee by Noon on the day designated for the committee to meet and decide on Division-wide awards (the forms can be left at the Registration Desk or given to the Division’s Executive Director).  The Division’s Awards Committee meets at the call of the chair on the afternoon of the day that the awards are made to select the recipients of the Division’s general awards.

June Meeting: First day of meeting, 7:30 a.m. – Program coordinator(s) and/or local representative should inspect meeting room(s) and audio-visual equipment to be used during the sessions. The following announcements should precede the session(s) as required:

  1. Remind attendees who have not yet registered to do so.

  2. Review arrangements for special field trips and announce if tickets are still available.

  3. Announce that a few tickets to the Division’s Banquet may still be available and to check at the Registration Center.

  4. Remind students that only those who have already registered for the meeting will be eligible to receive awards from the Pacific Division.

  5. Remind all attendees that they must be registered and are expected to wear their registration badges at all times and to all events.

  6. Other announcements as required.

June Meeting: Division Banquet – The President or other officer of each Society and the Section Coordinators should be present and prepared to announce the recipients of the awards for the best student papers.

June Meeting: Business meeting of the Council of the Pacific Division – The Council of the AAAS, Pacific Division usually holds its annual breakfast business meeting on the meeting of the last day of technical sessions at 7:00 a.m. at a location on campus or close to campus. Each affiliated society and section may have as many as two representatives at this meeting. Only representatives who have been accepted onto the Council by previous vote of the Council and who are members in good standing of AAAS may vote on matters before the Council. The Council is the governing body of the Pacific Division and elects the officers, members of the Executive Committee, selects meeting sites, and deals with other matters as provided in the Bylaws of the Division.



URL this page
Page last modified 12 March 2018.

Copyright © 2014 – 2018 by the Pacific Divison of AAAS.
All rights reserved.