Call for Proposal Submission Instructions

GENERAL INFORMATION

I. Conference Registration Fees

All individuals attending the AAS-in-ASIA conference are required to pay conference registration fees. Individuals accepted to present must pre-register and pay fees by the posted panel participant pre-registration deadline. There are no fees required to submit a proposal for consideration; however, accepted participants (and anyone interested in attending) must pay the registration fees in order to gain access to sessions and other conference events. (See details below)

II. Presentation Types & Prerequisites

The AAS-in-Asia conference does not consider individual paper submissions. All submissions must be in the form of a fully formed session with multiple presenters (see the Submission Types section).

Membership in AAS is not required to submit a proposal, present, or attend the AAS-in-Asia conference. However, members receive discounted conference registration rates.

III. Appearance Limits

No individual is to be on the formal program in more than two (2) sessions. This applies to ALL participation roles: Chairs, Paper Presenters, and Discussants. (See details below)

IV. Confirm Commitment to Participate Prior to Submission

A proposal should be a commitment, in the sense that its original configuration (the original proposal submission) should match its final appearance in the printed program and its delivery at the conference. Please confirm that all individuals listed on proposals are committed to attending the conference and are able to independently support their attendance. The AAS does not currently have any travel-related funding available.

V. Language

The language for conference presentations is English. Non-English-speaking presenters are also welcome, but panel organizers are expected to make arrangements to provide a translation or a summary in English for the audience.

PLEASE READ BEFORE SUBMITTING

· The AAS-in-Asia conference and call for proposals DO NOT post pre-arranged topics to which individual paper authors submit abstracts for consideration.

· Your proposal must be in the format of a fully formed organized panel session (panels presenting 3-5 papers) or a roundtable (discussion) session.

· We do not accept individual paper proposals. Individual paper proposals submitted using the organized panel or roundtable proposal application will be automatically withdrawn and not reviewed.

· All sessions are 90 minutes in length.

SUBMISSION TYPES & REQUIREMENTS

Organized Panels

This proposal type consists of formal paper presentations followed by a structured discussion of those papers and a chair (moderator).

Organized panels are submitted by the session organizer as one completely organized session in its final state. The session chair briefly introduces the paper presenters, ensures that panelists adhere to their allotted presentation time, and moderates the Q&A when necessary. The role of the discussant is to facilitate a discussion among the paper presenters and attendees.

Panels must have: 1 chair; a minimum of 3 to a maximum of 5 papers; and preferably at least 1 discussant, with a maximum of 2. The proposal should include one (1) abstract that describes the overall session, and each paper presentation will also include a title and an abstract. All abstracts may include a maximum of 250 words.

Co-Authors: Co-authors are allowed for paper presentations. A co-author may not be added AFTER the session or paper has been accepted; all names should appear on the original proposal submission.

The abstracts provided for each prospective paper presentation are very important, but the overall panel abstract is of the greatest importance.

Still have questions about this format? View samples from the 2025 AAS-in-Asia Program

This proposal type and session consists of formal paper presenters (3-5 papers maximum) with 15-20 minute presentations, a chair, and a moderator (discussant).

The exact configuration of paper presenters and discussants is left to your discretion. (See the Innovative Format section for more information.) It is the preference of the Program Committee to receive proposals that comply with posted participation limits and still allow a reasonable amount of time for discussion.

Roundtables

A roundtable is a session format in which no formal papers are presented, but engages speakers and the audience in interaction and exchange. This format provides participants with specific expertise to discuss issues or themes concerning a discipline, a relevant topic, or an Asian regional area with each other and with members of the audience. It would be an appropriate format for proposals to discuss important books that have been recently published. Roundtables must have: 1 chair; a minimum of 3 discussants and a maximum of 5 discussants. Roundtable proposal applications should include a maximum of a 350-word abstract that includes each discussant’s position on the topic being discussed.

Serving as a roundtable discussant does NOT count as a paper presentation in the Two Session/One Paper Rule.

Individual Papers

The AAS-in-Asia conference does not accept Individual Paper proposal submissions. All submissions must be in the form of a fully organized session, as listed above.

If you need help organizing a panel session, visit the Community forum to connect with colleagues and post your interest in joining a session in progress.

Please do not submit an individual paper via the organized panel or roundtable session proposal application. Any single paper submissions will be withdrawn and not reviewed by the committee.

Community Forum for Paper Authors Seeking Sessions

Connect with colleagues to share your research topics and if you are interested in organizing a session or in joining a session being organized by another individual. Learn More

ROLES

Session Organizer: 
The organizer is the individual who has worked to organize the session by contacting colleagues and scholars regarding forming a proposal for submission. Session organizers are responsible for compiling all of the required information (participant contact information, abstracts, etc.). The organizer typically submits the electronic proposal application. If the proposal is accepted, official notices are sent to organizers, and this person is responsible for notifying participants of important details regarding the session. The AAS considers the organizer the official contact for the panel session. Typically, the organizer does not have a speaking role at the session unless that person also serves in another role, such as Chair, Paper Presenter, or Discussant.

Session Chair:
The session chair briefly introduces the panelists, ensures panelists keep to their allotted presentation time, and moderates the Q&A when needed.  Most importantly, the chair of the session keeps time at the session to ensure speakers adhere to agreed-upon presentation times and that the session does not run over the one-hour-and-thirty-minute (90 minutes) time limit. In most cases, the chair is also the organizer of the session. Ensuring equal time for all presenters is essential.

Paper Presenters: 
Organized panels should include a minimum of three (3) paper presentations and a maximum of five (5) paper presentations. Each paper presenter will have approximately 15-20 minutes to present a paper. The AAS does not accept individual paper submissions; all papers are submitted as a part of a fully organized session. The AAS also does not post session topics for individuals to submit an individual paper. Individual authors should coordinate with colleagues to join or organized an organized panel session proposal.

Discussant: The discussant usually serves in a moderator role. As determined by the organizer of the session, the discussant will help facilitate discussion among presenters and those in attendance or discuss in detail the content of the paper presentations.

TRAVEL FUNDING

Unfortunately, at this time, due to lack of funding resources, we are unable to offer travel subsidies to the conference in Lahore, Pakistan. We encourage all participants to seek funding from their institution or other resources and funding organizations.

GUIDELINES & RULES

Two Sessions/One Paper Participation Rule

A participant may appear on the program in no more than two (2) sessions (organized panels and roundtables) in any role (presenter, chair, discussant, speaker) but may present only one (1) paper during the entire conference.

The two-appearance rule is based on the number of sessions, not the total number of roles. For example, a participant may present a paper in one session and serve as the chair and discussant in a second session. This is a total of three roles, but only within two sessions.

The role of the organizer does not count toward the appearance rule, as organizers are not active participants.

Proposal Selection Criteria

Proposals are welcomed from scholars throughout the field of Asian Studies, wherever they may be based academically, and are especially encouraged by scholars representing academic communities that are relatively underrepresented in international meetings. One of the goals of this AAS-in-Asia conference is to foster lines of dialogue and scholarly communication that cross the ordinary (often nation-specific) boundaries of academic networks. The Program Committee will strongly favor and give preference to proposals that include participants from two or more countries, whether the panel focuses on a single nation or culture or focuses on some comparative dimension. The program discourages panel proposals from a group of scholars all based at the same institution. Generally speaking, panels with diverse (gender, academic rank, national origin, disciplinary approach) participation will be favored over narrowly constructed panels. Panels that address topics of broad relevance will also be preferred.

The criteria on which the committee focuses are:

Relevance of panel topic to conference theme

Intellectual quality of the research (originality of material or interpretations, soundness of methodology, knowledge of the field, etc.).

Coherence of the papers proposed for a given panel.

The quality of the written abstracts and the overall panel abstract are of greatest importance (clear, jargon-free prose is especially valued).

Indication of a commitment to stimulating active discussion at panel sessions.

Gender, ethnic, and institutional balance and a combination of junior and senior scholars.

Attention to the conference submission guidelines (deadline, prohibition on more than one appearance, limits on the number of presenters, etc.).

Two-Part Panels

Organizers may submit “two-part” or “back-to-back” session proposals on related themes or topics. Each proposal should be submitted separately. However, each proposal will be reviewed on its own merits.

Preferably, the abstract for each session proposal details how the sessions are different and the abstracts are not simply a copy of the other. The concept of two-part panels is to expand on a topic; but should not be used as a way to simply add more paper presenters to a session.

The Program Committee cannot guarantee acceptance of a series of sessions or specific scheduling requests for accepted “two-part” or “back-to-back” panels. If both parts are accepted, part 1 will be scheduled before part 2, but we cannot guarantee part 2 will be scheduled in the same room or the next time slot.

When submitting a two-part panel, please reference these format examples:

Politics of Food in Global Asias-Part I: Gastronomic Grounding and Culinary Mobility
Politics of Food in Global Asias-Part II: Gastrodiplomacy and the Health of Nations

Bodies in Crisis: Imagining the Otherwise in Asia, Part 1
Bodies in Crisis: Imagining the Otherwise in Asia, Part 2

Diversity Requirements

Diversity and inclusion are core AAS values. Diversity encourages innovation and creativity and strengthens the community by harnessing a variety of skills, perspectives, talents, and resources to meet new challenges. We ask that session organizers keep these values in mind as they assemble session participants so that our conference will reflect the diversity of our membership. 

In particular, we expect panel submissions to demonstrate:
• Institutional Diversity: A session should not consist of presenters from a single institution. A session comprising participants from only one institution will likely be rejected.
• Gender Diversity: Gender diversity on panels/roundtables is strongly encouraged. Organizers should make a good-faith effort to create sessions that contain members of more than a single gender.
• Diversity of Rank:  A mix of professional roles (graduate students, junior and senior scholars, adjunct faculty, and other professionals working in areas connected to Asian Studies)

Overall, we would expect to see diversity in gender, ethnicity, and institutional balance with a combination of junior and senior scholars among paper presenters.

Sessions that do not reflect AAS’s commitment to diversity and inclusion will be at a significant disadvantage in the review process and risk being automatically rejected by the program committee for not meeting these expectations.

Innovative Session Format

The Program Committee supports innovative approaches that will encourage bold thinking, lively dialogue, and audience involvement. We urge session organizers to explore ways in which ideas can be communicated most effectively and ways in which the audience can contribute to the liveliness of the dialogue. We encourage a variety of presentation formats. The following list of potential models for organizing your panel illustrates a range of styles but is not meant to confine your options:

Sessions that highlight through their structure a clash of perspectives, interpretations, or methodologies.

Sessions involving the discussion of primary sources.

Sessions in which commentators begin by summarizing and commenting on the papers, to which the authors then respond.

Workshop-style sessions on works-in-progress.

Sessions that allow sharply focused commentary from the audience at an early point in the panel.

Sessions in which a single major paper, film, or book is the subject of attention. The commentary and other papers would focus on the work in question.

Roundtables that examine teaching in the field or that explore innovative approaches to teaching a particular subject.

Sessions involving a performance, presentation, or reading of a creative work, followed by a discussion.

Sessions that involve pre-circulating papers are available to all attendees.* In these panels, members of the audience would be expected to have read the papers in advance, and presenters would give only brief introductory remarks (for example, for five minutes) before comments and discussion.

Session organizers submitting innovative panels should check the appropriate box on the application form and make a case for the innovative character of the panel’s format in their proposals. If you are submitting an Innovative Panel proposal that includes paper presentations, select the Organized Panel proposal type. Select either the Roundtable or Workshop proposal type if your innovative panel does not include papers.  Select “Yes” on the application to the question “Would you like this proposal to be considered an Innovative Panel proposal?” Be sure to indicate what makes your roundtable or workshop innovative in your proposal (that is, indicate why these panels go beyond the usual expectations of a roundtable or a workshop). Organized Panels proposing the use of pre-circulating papers should clearly indicate this format in the proposal (please use the words “pre-circulating papers” at some point).

Organizers of sessions with innovative formats need to keep in regular communication with participants about the special expectations of their panels (in terms of time limits, papers circulated among participants well in advance, presentation form, etc.).

Registration, Scheduling and Audio-Visual Equipment

Session Scheduling

Proposed sessions accepted to the 2026 AAS-in-Asia Conference held in Lahore, Pakistan will be scheduled to begin at 8am and end by 6:30pm (tentatively). We reserve the right to alter the schedule as needed to accommodate more sessions.

With approximately 20-30 sessions generally scheduled in a given time slot, it is impossible not to have some overlap in sessions on similar topics.

The Program Committee completes panel scheduling at the time of proposal acceptance. The committee will attempt to accommodate conflicts, but cannot guarantee a particular time slot. Scheduling changes will not be permitted once the schedule has been determined.

Additionally, the Program Committee very carefully and conscientiously schedules panels to avoid conflicts within disciplines and subject matters; however it may be impossible to avoid all potential conflicts.

You can help the Program Committee try its best to avoid scheduling issues by doing the following in your proposal:

Time Periods and Keywords: The categories are used for scheduling purposes only. Your selection of a time period and keyword(s) has no bearing on whether or not a proposal is accepted. Select a category that best fits your proposal.

Additionally, those submitting proposals (organizers of sessions or individuals) should indicate any potential scheduling conflicts—along with a specific reason—on the proposal. You may indicate work, travel, personal religious conflicts, etc. on the proposal application.

If you agree to participate in the AAS-in-Asia Conference, you are agreeing to be scheduled during any of the time slots. The Program Committee will attempt to accommodate conflicts, but cannot guarantee a particular time slot. The AAS DOES NOT allow scheduling changes once the schedule has been determined. 

Participant Pre-Registration

PRE-REGISTRATION is required of ALL PARTICIPANTS in accepted sessions.

The names of participants accepted to appear in the formal program WILL NOT appear in the printed program unless participants are pre-registered by the posted participant registration deadline. The AAS does not require participants to join the AAS to participate in a formal panel session and offers non-member rates. However, pre-registration is required by the posted deadline to ensure your name appears in the formal program.

After pre-registration, if participants cannot attend the conference, they must request a refund no later than the posted participant registration deadline. We suggest all participants needing financial assistance from their institutions or other sources and/or those needing to complete a visa application begin the process immediately after notice of acceptance. The AAS cannot make exceptions for refund requests, including those submitted on the basis of denied funding and/or visa applications. Pre-registration information will be sent to all participants at the time they are notified of their acceptance to the program.

THERE ARE NO EXCEPTIONS REGARDING THE PRE-REGISTRATION REQUIREMENT FOR PARTICIPANTS.

Audio Visual (A/V) Equipment for Panel Sessions

The AAS and LUMS will supply all session rooms in Lahore with a basic A/V package, which includes an LCD projector, screen, microphone, speakers, and cabling for laptop and sound (additional microphones will be added for roundtable discussions).

It is the responsibility of panel participants to bring their own LAPTOP COMPUTERS (and, in the case of Apple laptops, a dongle to connect with the projector cord) and/or arrange and pay for additional equipment and services needed from the venue. The AAS cannot assist in these preparations.

The AAS and LUMS WILL NOT PROVIDE laptop computers, TV/DVD equipment, overhead projectors, slide projectors, or any other equipment or supplies potentially needed for presentations. 

Professional Commitment, Courtesy, and No-Shows

Commitment to Participate

A proposal is a commitment, in the sense that its original configuration (the original proposal submission) should match its final appearance in the printed program and its presentation at the conference. A formal panel must include at least three (3) paper presenters. In the event of a cancellation by one of the panel participants, the AAS may consider admitting a replacement presenter. If a panelist cancels, please contact the AAS. After the Program Committee has accepted the proposal, it is not possible to add further participants to a panel. 

Professional Courtesy

Habits of collegiality and professional courtesy are both the pattern and the continued expectation at AAS conferences. Most fundamental are the honoring of commitments to present papers and the provision of papers to discussants in a timely fashion. The Program Committee assumes and celebrates an interactive style and effective communication in the evolution and delivery of a well-coordinated session.

No Shows

The Program Committee has noted a growing number of “no-shows” among session participants.  This is disrespectful toward fellow panelists and audiences and unfair to those applicants who were not selected for inclusion in the program. Therefore, sessions will be closely monitored at the conference to note all no-shows. Participants who fail to notify the Conference staff in advance that they will not be able to attend the conference and participate in their session will not be allowed to submit a proposal for the following year’s conference. 

Anti-Harassment Policy

The Association for Asian Studies strives to provide a safe and welcoming conference environment free from bias and intimidation for all participants. The Association has a zero-tolerance policy toward discrimination and all forms of harassment, including but not limited to sexual harassment. No form of discriminatory or harassing conduct by or towards any employee, member, vendor, or other person in our workplace or at AAS conferences or workshops will be tolerated. The Association is committed to enforcing its policy at all levels within the Association. Anyone who engages in prohibited discrimination or harassment will be subject to discipline, up to and including expulsion from the conference site and revocation of membership in the association. Instances of harassment should be brought to the attention of the AAS Executive Director, who will then consult with the executive officers regarding a course of action.

AAS Forum: Organizers Seeking Participants/Paper Authors Seeking Sessions

Session organizers seeking participants to join their proposed panel or roundtable may list their proposed session topics on the AAS website, along with their contact information. Additionally, individuals interested in participating but without the means or necessary contacts or network to build an organized (paper) or roundtable session proposal may post their interest and paper topics on this forum. Those interested in joining one of the sessions may contact the organizer directly to further inquire about joining their panel proposal. For more information, go to the AAS-in-Asia proposal forum. The page includes instructions on how to submit a proposed topic and contact a session organizer/paper author.