Call for Proposals

September 9, 2015 - In response to several suggestions to provide a platform for session proposers to share ideas and find co-presenters, the 2016 Program Committee created a Google spreadsheet for anyone to use.
This spreadsheet is provided as an informal tool to connect individuals who are seeking ideas and/or collaboration on session proposals for ARCHIVES*RECORDS 2016. It is not monitored by CoSA, SAA, or the 2016 Program Committee and is not part of the official submission process.

Call for Program Proposals


Joint Annual Meeting of the

Council of State Archivists and the Society of American Archivists

July 31 - August 6, 2016 * Hilton Atlanta * Atlanta, Georgia

ARCHIVES*RECORDS 2016, the Joint Annual Meeting of the Council of State Archivists and the Society of American Archivists, will take place from July 31 to August 6, 2016, at the Hilton Atlanta in Atlanta, Georgia. The 2016 Program Committee invites submissions for 60- or 75-minute live sessions or poster presentations that reflect current issues in the archives profession.

Proposal Evaluation: Session proposals are welcome on any aspect of archives and records management practices—local, national, and international—as well as their intersections with other professions and domains. Proposals will be evaluated on the strength of the 150-word abstract, the diversity of the speakers and their experience, and the completeness of the proposal. Session proposals should incorporate one or more of the following:

  • Inclusion of diverse or international perspectives and initiatives.
  • Statement of potential impact on archival practice.
  • Relevance of the topic for CoSA and SAA members and other interested attendees.
  • Interaction and engagement with session participants.

Session Formats: The Program Committee encourages submission of proposals that may include, but are not limited to, the following formats:

Incubator Session. 60-minute session consisting of two presentations of 10 minutes each that describe project, research, or collaboration initiatives in their developing or formative stages, and including at least 40 minutes of interactive discussion with feedback from the audience.

Special Focus Session. 60-minute session designed to highlight innovative archives or records management programs, new techniques, and research projects. Audience participation is encouraged.

Lightning Talks. Eight to eleven lively and informative 5-minute talks in a 60-minute session. The session chair secures commitments from speakers and compiles all presentation slides to ensure timely speaker transitions. Proposals in this category may suggest recommended presenters, and commitments should be secured soon after the proposal is accepted.

Panel Discussion. 60- or 75-minute session consisting of a panel of three to five individuals discussing theories or perspectives on a given topic. The goal of a panel discussion is to have a more informal session with time for audience feedback. Presentation titles are not printed in the program and prepared papers are not required. A moderator is required; a commentator is optional.

Traditional. 60- or 75-minute session consisting of two—or no more than three—fully prepared papers of 15 minutes each and a comment-and-discussion period. A separate chair is optional for this format; chair duties may be performed by one of the speakers. Paper titles are required.

Poster Presentation. Report in which information is summarized using brief written statements and graphic materials, such as photographs, charts, graphs, and/or diagrams mounted on poster board. Presenters will be assigned a specific time at which they must be with their poster to discuss it with attendees.

Alternative Format. Don’t feel confined by the prescribed formats—suggest an alternative or create your own! Alternative format sessions may take a variety of forms. Examples include world café [] and fishbowl discussions []. Propose a moderated debate offering opposing points of view, or an “experiential” format involving simulation, role play, or games to convey key principles and learning objectives. We welcome your creative ideas about how your topic might best be addressed! Proposals in this category must: 1) specify the format and session facilitator and 2) describe briefly how the format will enhance presentation of the material. You may suggest up to four presenters for the session.

As at the 2015 SAA Annual Meeting, we will continue to experiment with Pop-Up sessions, which might occur as a result of a lively blog discussion, an idea that came up in an earlier session, or an inspiration at lunch. Proposals may be submitted in advance or may be proposed on site at the conference. Do not use the session proposal form for Pop-Ups. A separate call for Pop-Up proposals will be issued in early 2016.

Your format choice will not affect the decision of the Program Committee. The Program Committee may, however, recommend that the proposed format be changed if it believes that a different format may better serve the session’s learning objectives or desired audience.

NEW!  The deadline for submission of proposals is Friday, November 13, 2015. We are experimenting with a later submission deadline than in past years – and a later Program Committee meeting – to allow plenty of time for discussion, collaboration, and preparation of proposals. In addition, we are retooling the submission process to streamline communication with proposers and to aid in proposal evaluation. (Gone are the Excel spreadsheets for submission!)

Reminder for Proposal Submitters and Session Participants: Archivists and records managers who participate in the program (including in Pop-Up sessions) must register and secure institutional or personal funding. Participants who are not archivists or records managers, or who are from outside the United States and Canada, may be eligible for complimentary registration upon request. CoSA and SAA cannot provide funding for speakers, whether they are international, non-archivists, non-records managers, members, or nonmembers.

Proposals for the 2016 Joint Annual Meeting are due on November 13, 2015.

The Program Committee will not consider proposals received after the deadline.


The session proposal form is now closed.

For additional information, watch the conference website at or contact 2016 Program Committee Co-Chairs Barbara Teague (CoSA) and Cheryl Oestreicher (SAA) at

Program Proposal FAQs 




Call for SAA Continuing Education Proposals

The SAA Committee on Education invites proposals for half-day, one-day, or two-day DAS courses or other continuing education workshops and seminars. Proposals that are accepted may be offered at various locations around the country, including preconference offerings at the SAA Annual Meeting.

Proposals submitted by November 13, 2015, will be reviewed specifically for the preconference programs that will be held in conjunction with the Joint Annual Meeting in Atlanta, Georgia, July 31–August 6, 2016. Proposals should build on SAA’s current continuing education curriculum at

Proposals may be developed with a specific group in mind or for the broader audience of all SAA members.

The Proposal Forms (DAS and/or CE) can be found at Questions? Contact

Annual Meeting referenced: 


CoSA and SAA thank the following Sponsors for their Generous Support!