Call for Program Proposals


Joint Annual Meeting of CoSA, NAGARA, and SAA
August 12–18, 2018
Marriott Wardman Park * Washington, DC


ARCHIVES*RECORDS 2018, the 2018 Joint Annual Meeting of the Council of State Archivists, the National Association of Government Archives and Records Administrators, and the Society of American Archivists, will take place August 12–18 at the Marriott Wardman Park in Washington, DC. The Program Committee invites submissions for 60- or 75-minute live sessions or poster presentations that reflect current issues in archives and records management.

The 2018 Program Committee seeks proposals for sessions that broaden our perspectives and address the commonalities among archivists in all specializations and records administrators in various settings to ensure that the record is available to all who will benefit from it. 

The conference theme—Promoting Transparency—acknowledges that archivists and records administrators embrace principles that foster the transparency of our actions and inspire confidence in both the record and our professions. We value transparency in the record and records processes, the responsibility it gives to our work and actions, and how it allows us to be held accountable by our constituencies. The programming offered at ARCHIVES*RECORDS 2018 will use that recognition to clearly and openly address why and how we do our work.

To submit a proposal for inclusion on the ARCHIVES*RECORDS 2018 education program, please note the following.

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. Each proposal will be evaluated on the strength of the 150-word abstract, the diversity of the speakers and their experience, the proposal’s relationship to the program theme, and the completeness of the proposal. Session proposals should incorporate one or more of the following:

  • A strong connection to the program’s theme: Promoting Transparency.
  • Inclusion of diverse or international perspectives and initiatives.
  • Statement of potential impact on archives/records management practice.
  • Relevance of the topic for CoSA, NAGARA, and/or 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 led by an individual or group, 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; 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 should be provided and will be printed in the program, but prepared papers are not required. A moderator is required; a commentator is optional.

Traditional. 60- or 75-minute session consisting of two or three (and 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.

Your format choice will not affect the Program Committee’s decision. The 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.

Note: The Program Committee is considering options for inviting Pop-Up session proposals at a later date. Do not use the session proposal form for Pop-Ups; a separate call will be issued in early 2018.

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, NAGARA, and SAA cannot provide funding for speakers, whether they are international, non-archivists, non-records managers, members, or nonmembers.

Proposals for the 2018 Joint Annual Meeting are due on
Wednesday, November 15, 2017.

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


Frequently Asked Questions about Submitting a Session Proposal


The 2018 Program Committee has created a Google spreadsheet to be used as an informal tool to connect individuals who are seeking ideas and/or collaboration on session proposals for the 2018 Joint Annual Meeting. It is not monitored by CoSA, NAGARA, SAA, or the Program Committee and is not part of the official submission process.

Annual Meeting referenced: 

CoSA, NAGARA, and SAA thank the following Conference Sponsors for their support!

Let them know you're going!

Share this image on social media to let people know you're coming to ARCHIVES*RECORDS 2018!