|
|
EAA-Guidelines No. 2.1
Last updated: September 2001
Guidelines for the EAA Annual Meeting
14th Annual General Meeting
will be held in Malta
16 - 21 September 2008
I INTRODUCTION
Brief History of the EAA Annual Meetings
The EAA Annual Meetings are held over a 5-6 day period once a year, traditionally at the end of September. The EAA Inaugural Meeting was held at
Aims of the EAA Annual Meetings
· To provide archaeologists (and related groups) with the opportunity to meet and continue the EAA´s effort to achieve a more integrated European archaeology.
· To maintain a similar profile for each EAA Annual Meeting, achieved and assisted with close collaboration with the EAA Board and Secretariat.
· To collaborate and present results, experiences and ideas of archaeological theory and practice, issues of heritage management in
· To expand and develop ideas and projects discussed or initiated at former EAA meetings
· To bring together individuals from different cultural backgrounds to network and strengthen personal and professional links.
· To consolidate and expand on continuing issues highlighted by the working parties and round tables
· To provide a meeting place for other related groups if deemed appropriate.
· To recruit new members to the EAA and to increase awareness of its existence
Aims of the Conference Guidelines
The aims of these guidelines is to assist future organisers of EAA Annual Meetings in their planning and organisation and to ensure that certain criteria are met to maintain various characteristics of the EAA Annual Meetings. Every year the current organisers will amend and develop the guide in its on-going development so that those involved in the future can benefit from their experience. Each country will come across different obstacles but it is hoped that the information in this guide will act a base of fundamental pointers and suggestions with which future organisers can work and refer to.
The Guidelines to session organisers (EAA Guidelines 4.6), Notes for speakers (4.7) and Notes on poster presentations (4.8) are an appendix to this guide. These points set a precedent for all speakers at EAA Annual Meetings and meeting organisers are obliged to circulate them to session organisers and speakers in order to establish good time-tabling and clear presentation of the sessions.
II WORKING AGENDA
Below is a suggested Working Agenda for the 3 years leading up to the conference and the months that follow it:
|
Month |
Action |
|
September (3 years preceding) |
Following study of materials sent by the EAA Secretariat to potential hosts of the AM´s, agreement to hold the EAA Annual Meeting to be verified. |
|
From September (3 years preceding) to April (preceding year) Period up until first meeting with the Board. |
Research into and application for funding, sponsorship and possible special offers for accommodation, travel, catering and excursions. Locations to be sought for sessions, opening ceremony, EAA ABM and social events. Candidates for posts on the Advisory Board and Local Organising Committee to be approached. Staff to be sought for future EAA Meeting Secretariat Draw up a preliminary budget and revised Working Agenda Liaison with the EAA Board and Secretariat regarding these matters |
|
May (preceding year) |
Meeting of the Advisory Board and Local Organising Committee either before or at the same time as: Meeting with EAA Officers (President, Treasurer, Secretary): dates, budget, location, working agenda to be discussed. See Appendix I |
|
June |
Implementation of Meeting Secretariat staff & office Draft 1rst mailing Updating of EAA database Set up conference web site Prepare posters, flyers, promotional information to present at AM |
|
|
|
|
August |
|
|
September |
Meeting with EAA Executive Board to discuss the framework of the scientific content and approve the 1st mailing. Promotion at the current AM. Shadow organisers of current AM. |
|
October |
1st mailing and call for papers Announce meeting in archaeological journals (winter/spring issues) and on web-sites, bulletin-Boards, etc. |
|
November |
Meeting of the Advisory Board and Local Organising Committee Announcement in winter issue of The European Archaeologist Application for grant to Wenner Gren before 1 December |
|
January (current year) |
Pre-registration deadline. Send details of those pre-registered to Secretariat Compile draft of scientific program; preliminary choices in consultation with representative(s) from the EAA-Board Choice of speaker(s) at the opening session |
|
February |
Meeting with EAA Board at Board meeting - progress report |
|
March |
2nd mailing and call for papers - Provisional programme I |
|
April |
Final version of Scientific program in meeting with representative(s) of the EAA-Board Invitations to be sent out (for visum purposes) |
|
May |
Call for papers deadline |
|
June |
30 June: Registration and payment deadline for session organisers and speakers |
|
July |
Send details of paid delegates to Secretariat |
|
August |
3rd mailing - Final programme Last cancellation deadline |
|
September |
EAA Annual Meeting |
|
October |
Compile grant information for Wenner Gren report Return updated list of delegates & general mailing list to the EAA Secretariat Work in collaboration of the following year´s meeting organisers to advise on the content of future sessions |
|
November |
1 November: Deadline for delivering Wenner Gren report |
|
December |
Final financial settlement between EAA and organisers |
III STAFF AND COMMITTEES
Individuals will be required to fill the following positions:
· Patrons of the Annual Meeting
· Meeting Co-ordinator - oversees the work of the Meeting Secretariat and acts as chairperson of the National Advisory Board and Local Organising Committee and secretary of the Scientific Committee. This individual is normally responsible for the finances of the AM and for the administration between the Organisers and the EAA secretariat (see appendix III)
· National Advisory Board - Made up of prominent archaeologists at the national level, from different backgrounds (academic, heritage management, etc.) as circumstances demand. Together with the Co-ordinator and EAA Executive Board, this body should encourage that a wide range of material is included in the academic sessions, round tables and exhibitions; encourage archaeologists in the host country and abroad to attend the meeting and help publicise it; and raise awareness and assist with sponsorship of the meeting. The EAA Executive Board will provide advice as to the desired profile of the conference and a list of potential sessions organisers and chairpersons, which the National Advisory Board can consult.
The Officers of the Board should meet with this body and the Secretary of the EAA is to work in close liaison with them and advise as the official EAA representative.
· Local Organising Committee - to arrange local sponsorship, hire of venues, liaison with hotels and caterers and the excursions. One of the Board members of the EAA is to sit on this Committee and be consulted in all matters arising.
Scientific Committee - usually members from the EAA Board and either one of the National Advisory or Local Committees. Deal with the academic content of the Meeting, assessing papers sent in and appealing to groups/individuals to fill gaps in the academic content. Members of the EAA Board have a special responsibility to provide the committee with information about current trends and ideas for possible sessions. Several past meetings have had a combination of the committee with the National Advisory Board. This arrangement - while seemingly practical - has not worked well as the nature of both is too different: the committee is about selection, the advisory board is about political and practical support, finding prospective participants and contributions etc. and is normally far too large to be responsible for ordening and selection content.
· Conference Secretariat - Administrative body of the Annual Meeting. Work to cover the production of the programmes, promotional material, the web site, subscriptions, social events and excursions. This Secretariat acts as the information centre for the conference and is where all queries are addressed. One member of the Advisory Board should be in the Secretariat.
· Meeting Manager - member of staff appointed to look after the conference office.
· Student Volunteer helpers - a number of volunteers, often students, is essential for the smooth running of the conference to work on the registration and information desk, to assist with technical presentations, to guide delegates around the conference buildings and to answer general questions.
IV BUDGETS AND FUND-RAISING
Security
The EAA is currently not financially secure enough to offer security funding as insurance against any problems with the conference organisation or success. It is therefore important that funding is obtained from, for example, the host institution or national agency to underwrite the major costs for the meeting.
A general model for a budget has been added to these guidelines (Appendix IIA). The model is only intended to help in preparing a budget. In reality, wide variations occur because of the varying contributions in kind, such as facilities which are being offered for free.
Sponsorship
In most countries, this is essential for the conference. Either bodies can be official Major Sponsors for the whole conference or other possibilities should be sought for
· Sponsorship of a day of the conference
· Sponsorship of sessions, round tables or working parties. EAA Board members should be involved in obtaining such sponsorship.
· Sponsorship of refreshments during the breaks and the catering at the social events
· Sponsorship of the excursions
· Sponsorship of the exhibition area and/or bookshop
· Sponsorship of individual publications including the programmes and abstracts books and/or the delegate pack production
· Sponsorship by a national or local paper who will cover the event
Special offers should be sought for block bookings of accommodation and transportation for the delegates.
Sources of Income
Other sources of income should come from:
· Exhibition space
· Bookshop space
· Flyers in the delegate pack
· Sale of T-shirts, posters and other promotional material
· Dinner and lunch tickets
· Excursions
The Organisers are asked to prepare a budget-result according to appendix IIB after the conference in which all sources of income and expenditure are together with comment on digressions. This will be of invaluable help to future Organisers.
EAA Membership Policy
The EAA follows a policy at the Annual Meetings whereby delegates who are already members of the Association for the current year at the time of the final registration receive preferential rates to the Meeting. Those who are not already paid members by this time pay a higher delegate fee, whereby the additional amount equals the cost of membership of the EAA in that year. Such delegates will be offered a free membership for one year (January - December of the current year).
All session organisers should be members and this requirement cannot be waived. However, for non-archaeologists co-organising sessions or attending special meetings, the membership requirements can be waived.
In view of persistent administrative problems in determining the membership status of delegates, it is vital that the EAA membership database is used at all times, both before and during the conference. During the conference, it is vitally important that the Registration Desk and the EAA Secretariat are located in the immediate vicinity of each other.
In order to facilitate the necessary administrative routines between EAA and Organisers, procedures for this are oulined in Appendix III.
The current membership fees are as follows (all fees are indicated in EUR) :
|
Membership Category |
A |
B |
C |
|
Full (professional archaeologists) |
70.00 |
25.00 |
15.00 |
|
Student and retired |
45.00 |
20.00 |
15.00 |
|
Associate (non-archaeologist) |
85.00 |
28.00 |
20.00 |
|
Family members (2 professional archaeologists) |
85.00 |
28.00 |
20.00 |
A:
B:
C: Countries of the former
Since there are many categories, organisers have chosen in the past to opt for three only, namely Full, Student & Retired and Eastern European although if all can be incorporated in the conference fee, this would be helpful to the EAA Secretariat.
Invitations
Depending upon the country where the conference is held, participants from some Eastern or Central European Countries, and in some cases (e.g.
Grants
The EAA currently offers Eastern European delegates reduced conference entrance rates and assistance with accommodation and travel fees. This is made possible by a grant from the Wenner Gren Foundation based in the
If a Wenner Gren grant is obtained, the organisers must make sure to use the Wenner Gren logo on the 3rd announcement, conference website and materials. Grants obtained by the EAA will be converted in EUR immediately upon receipt, to guarantee the exact amount that will be available. Delegates should apply officially for the grants and the EAA - in consultation with the organisers - will allocate them; the criteria for this process are indicated below.
The EAA secretariat will distribute all grants in cash at the meeting and handle all administrative details as required by WG (if other grant money has been obtained by the organisers, this should in principle be distributed by them according to the wishes of the sponsor).
Grants obtained by the EAA will be converted in EUR immediately upon receipt, so that the organisers know the exact amount that is available. Delegates should apply officially for the grants and and it is up to the organisers to allocate them (the EAA will assist in this process, the criteria for which are indicated below).
The Organisers need to provide the EAA secretariat with a complete list of recipients of WG grant money one week before the beginning of the conference and the EAA secretariat will distribute this in cash at the meeting and handle all administrative details as required by WG
(if other grant money has been obtained by the organisers, this should in principle be distributed by them according to the wishes of the sponsor)
After the conference, the organisers need to provide the EAA with some statistics about the meeting so that the EAA secretariat can compile a report for WG in October, immediately after the conference (see Appendix III). This is very important, because this report has to be delivered before an application for the following year can be sent in, and since 2001 the deadline for such applications is 1 December !
In 2000, the following criteria have been established which can be used to allocate all grants (from WG and from other sources):
1 General conditions (obligatory):
- Applicants need to be an EAA-member in good standing before application is considered (this means that organisers should consult the membership list provided by the Secretariat);
- Applicants must come from a country in membership-fee category B or C and have wages that are paid according to that country´s standard;
- Applicants need to have provided all required information and must answer to messages from the local organisers by the time of the deadlines that are set;
- Applicants need to be able to advance the money, as grants will be paid in cash at the meeting.
2 First preference is given to organisers of accepted sessions or round-tables, whose participants are not exclusively coming from eastern European countries.
3 Second preference is given to participants with a special recommendation from the EAA-Board (because of their involvement in a committee or meeting/session of direct importance to the EAA).
4 Third preference is for participants whose papers have been approved and integrated into accepted sessions.
- Participants that have been recommended by their relevant session organisers;
- Recommended participants which are in the beginning of their career
In case of co-authors of a paper, as a rule only one is awarded
5 The following circumstances will be used to further determine the order of preference
- Participants that have not received financial support from the EAA in the previous year;
- Participants applying for small amounts (providing part of the funding by other means);
- Fair division among participants from different countries.
Organisers should also seek grant aid for the running of the conference itself or for sponsorship of local participants.
Acommodation
The way in which hotel accommodation for participants is secured, will depend on local circumstances. However, it is important to secure a substantial number (at least 150 persons) of relatively cheap rooms (student housing, youth hostel, etc.) and/or double rooms which are available only to students and to members in category B and C.
V LIST OF PARTICIPATION CATEGORIES & PRIVILEGES
1. Delegates. These represent the main body of attendees. They pay the agreed conference participation fees and all other costs for accommodation, lunches, optional events and facilities. (NB: Speakers and those presenting Poster Presentations should be registered as delegates unless they fall into one of the categories below).
2. Session organisers. (including Round Table Organisers and Excursion Organisers). The conference participation fee is waived for the principle session organiser in each session, but these individuals must meet all other costs for accommodation, lunches, optional events and facilities. Session and Round Table organisers must be members of the EAA; non-members should join the EAA prior to submission of a proposal for a session at the Annual Conference unless they are non-archaeologists. Additional session organisers must register in the way as delegates (see 1 above).
3. Conference organisers, advisors and helpers (including members of the National Advisory Panel, Local Organising Committee, conference Secretariat and student helpers). The conference participation fee is waived, but these individuals must meet all other costs for accommodation, lunches, optional events and facilities. Non-members are strongly encouraged to join the EAA.
4. Invitees (mainly: Patrons, specially invited speakers for the opening ceremony, and members of the EAA Executive Board and Secretariat). The conference participation fee is waived, accommodation, lunches and the Conference dinner are provided as well as travel expenses for officers of the EAA Executive Board and Secretariat (5 persons). In exceptional cases, a contribution to travel costs may also be made to one or two invitees. Additional events must be paid for personally. Non-member archaeologists are strongly encouraged to join the EAA.
5. Display/Exhibition providers and monitors. Registration is by booking a display space (plus extra facilities as required). Organisers are recommended to set prices for this at around EUR 150 per unit. One display monitor may attend the conference as a delegate (1 above) for each pre-paid display space booked. Other attendees associated with a particular display or exhibition must book in as delegates (1 above).
6. Sponsors. Those individuals or organisations sponsoring the conference with a substantial contribution (for example, between EUR 500 and EUR 5000). In addition to being associated with the conference as a listed sponsor on publicity material and conference documentation, sponsors will be offered use of a standard display space (as 5 above). One display monitor may attend the conference as a delegate representing the sponsor (1 above). Other attendees associated with a particular sponsor, whether associated with the display or not, must book in as delegates (1 above).
7. Major sponsors. Those individuals or organisations sponsoring the conference with a very substantial contribution (more than EUR 5000). In addition to being associated with the conference as a listed sponsor on publicity material and conference documentation, sponsors will be offered use of a dedicated display area larger than the standard display space. (as 5 above). Two individuals representing the major sponsor may attend the conference as delegates (1 above), with the added benefit as major sponsors of attending the annual dinner free of charge. Other attendees from sponsoring organisations must register as delegates (1 above) in the normal way.
It is up to the individual organisers to decide whether a day rate for casual visitors should be introduced. It may be that the normal registration fees are sufficiently low as to be acceptable for single-day attendees too, or that in this case the registration can be transferred from one person to another of the same membership category. In such an instance, only one delegate pack would be given.
VI SPECIAL MEETINGS
EAA Annual Business Meeting
The Annual Business Meeting (ABM) is held on the penultimate afternoon of the meeting. The Meeting is open to all members of the EAA, thus potentially incorporating virtually all delegates. This afternoon should therefore be strictly reserved for the ABM to allow everyone the opportunity to attend.
Matters that are discussed include progress reports on the financial situation and membership of the EAA; election results for the current year; any proposed statute changes; results of the working parties and round tables and any other relevant issues. All members can contribute to items from the floor but only Full members of the Association are eligible to vote. Proceedings of the ABM are recorded and a summary is then published in the November issue of the EAA´s newsletter, The European Archaeologist (TEA).
Other special meetings
The day before the main body of the conference begins, there should be the facility to hold the EAA Executive Board meeting and other specialist meetings. These could be, for example, EAA working parties, committees, or other bodies who wish to hold a meeting under the auspices of the EAA Annual Meeting, such as national associations or international specialist groups. In the latter case, specific arrangements should be made with the individual body with regards to delegates´ access to each others´ meetings. Also on this day, a time should be set for the members of the EAA Board to meet officially with the representatives of such bodies.
VII SESSIONS AND FORMATS
Since 1999, the EAA has adopted a policy to limit the total number of parallel sessions and round tables to a maximum of 10, in order to allow some focus in the meeting and to avoid too many conflicting options for delegates. Also, while some annual meeting facilities offer the opportunity for many more parallel events, others do not and in this respect major differences between annual meetings should be avoided.
This policy implies that the total number of sessions and papers is limited. In principle, therefore, the length of sessions and round tables should be limited to one half-day (2 blocks, see § 15 below), with the time for presentation of individual papers no more than 20 minutes. Only EAA-members are allowed to propose and organise a session and no member shall be allowed to organise more than one session, although members may function as co-organiser or chair in other sessions.
The above-mentioned policy also implies that the scientific committee may be required to make a selection among proposals. There are no fixed rules as to how this should be done, although some factors are important. In any case, regular sessions will normally be preferred above general sessions. While the committee should aim for quality, it should be aware that this is not guaranteed by `big names´ and it is important that archaeologists early in their career be given a chance to organise a session or present a paper. Session-proposals with presenters from only one country are not normally considered to be in the spirit of the EAA Annual Meeting. Innovative proposals - either by theme or by a divergent format - are considered to add flavour to a meeting although they should be carefully evaluated before being approved. The same applies to sessions continuing a theme from a previous annual meeting, which can be very relevant but also may have obvious disadvantages. It is acceptable that the end result of the work of the scientific committee has some bias towards themes, organisers or presenters from the host country.
The EAA Annual meeting currently has the following session formats:
Regular session. A regular session consists of no more than twelve 20-minute presentations, including discussion, introductory and closing comments. These concern a well-defined theme and are preferably submitted together by the organiser.
In cases where sessions are partly open when submitted, additional papers can be proposed between January and June. Proposals by the scientific committee (on the basis of abstracts submitted by members) need the approval of the organiser. Proposals by the organiser need the approval of the scientific committee.
The scientific committee may require to be consulted on appointing a person other than the organiser to chair the meeting.
General session. A general session equally consists of no more than twelve 20-minute presentations. General sessions are created either top
(Mensaje cortado (tiene más de 64K).)
Sin conexión 
Enviar correo