Planning Guide congress2020.ca #congressh - CONFRONTING COLONIALISM AND ANTI-BLACK RACISM - Congress 2020
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congress2020.ca
#congressh
CONFRONTING COLONIALISM AND ANTI-BLACK RACISM
Planning Guide
THE FEDERATION
SUPPORTS ITS MEMBERS!
These three Federation-administered funds can help boost
your association’s programming at Congress 2020!
** NEW THIS YEAR **
INTERNATIONAL AID FOR CONGRESS
KEYNOTE SPEAKER INTERDISCIPLINARY GRADUATE MERIT
SUPPORT FUND SESSIONS FUND AWARD
International scholars of Dialogue and knowledge With support from the Social
distinction enrich Congress exchange amongst Sciences and Humanities
discussions. If your disciplines is critical. Stage Research Council, the
association is organizing a a joint interdisciplinary Federation is piloting a
high-profile keynote event session with one or more new merit-based fund to
featuring international associations and your recognize and celebrate
scholars, it may be eligible to association may be eligible the academic excellence of
receive funds to help defray to receive funds to support deserving graduate students
the costs. this session. presenting at Congress.
Apply by January 31, 2020! Apply by January 31, 2020! Apply by April 17, 2020!
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Find out more on pages xx-xx Find
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Table of contents
1.0 About Congress and your involvement.......... 2 3.2.2 Tips for creating your conference program........19
1.1 About Congress...............................................................2 3.2.3 Your open events................................................20
1.1.1 About the theme: Bridging Divides: 3.2.4 Submitting your conference program.................20
Confronting Colonialism and Anti-Black Racism...2 3.2.5 Mobile app..........................................................21
1.1.2 About the Federation............................................2 3.2.6 Preparing your conference presenters...............21
1.1.3 About Western University ....................................2 3.3 Funding support available.............................................22
1.2 Land acknowledgement and introduction......................3 3.3.1 International Keynote Speaker Support Fund....22
1.3 PC and LAC roles and responsibilities.............................4
3.3.2 Aid for Interdisciplinary Sessions Fund...............23
1.4 Organizers task checklist.................................................5
3.3.3 Congress Graduate Merit Award........................23
1.5 Organizers tools...............................................................6
3.4 Indigenous guidelines and protocols............................24
1.5.1 Congress 2020 website.........................................6
1.5.2 Organizers Portal...................................................6 4.0 Logistics......................................................... 25
1.5.3 Organizers emails..................................................8 4.1 Requesting meeting rooms and other spaces
1.5.3.1 Other types of emails...............................8 on campus.....................................................................25
1.5.4 Countdown to Congress meetings........................8 4.2 Furnishings and setup...................................................26
4.3 Audio-visual and equipment.........................................27
2.0 Registration and finances................................ 9 4.4 Catering.........................................................................28
2.1 Association conference schedule (Draft)........................9 4.5 Association greeting table.............................................29
2.2 Association accounts and financial information...........11 4.6 Hiring an association assistant......................................30
2.2.1 Association signing authority..............................11 4.7 Making your association meeting accessible...............32
2.2.2 Printing services..................................................11 4.7.1 Supporting attendee requests............................32
2.2.3 Congress invoicing...............................................11 4.7.2 Accessibility tips for association conferences.....32
2.3 Registration...................................................................12 4.8 On site at Congress.......................................................33
2.3.1 Registration fees..................................................12 4.8.1 Information Centre.............................................33
2.3.1.1 Congress fees..........................................12 4.8.2 Shipping materials ..............................................33
2.3.1.2 Association conference fees ..................12 4.8.3 Upon arriving......................................................33
2.3.2 How to register....................................................13
2.3.3 Registration reports............................................13 5.0 Promotion and branding............................... 34
2.3.4 Badge monitoring................................................14 5.1 Association membership mailing lists...........................34
5.2 Visual tool kit and branding guidelines.........................34
2.3.5 Complimentary passes........................................14
5.3 Media outreach.............................................................36
2.3.6 International invitees..........................................15
5.3.1 Media opt-in program..........................................36
2.3.7 Code of Conduct.................................................15
5.4 Social media at Congress..............................................36
3.0 Programming................................................. 16
3.1 Congress programming.................................................16
6.0 Plan your trip................................................. 37
6.1 Accommodations..........................................................37
3.1.1 Big Thinking lecture series..................................16
6.1.1 Off-campus accommodations.............................37
3.1.2 Career Corner......................................................16
6.1.2 On-campus accommodations.............................38
3.1.3 Congress Expo.....................................................16
6.2 Travel and transportation..............................................38
3.1.4 Featured events..................................................17
6.3 Local amenities..............................................................38
3.1.5 Western University programming.......................17
3.1.5.1 Gathering at the Forks – Festival of 7.0 Contacts......................................................... 39
Public Scholarship in the Humanities 7.1 Federation for the Humanities and Social Sciences.....39
and Social Sciences (“The Festival”).......17
7.2 Congress 2020 office at Western University.................39
3.1.5.2 Pedagogy Hub.........................................18
7.3 Association organizers...................................................39
3.1.6 President’s Receptions........................................18
3.1.7 Opening Reception.............................................18 8.0 Appendices.................................................... 40
3.2 Association programming.............................................18 8.1 Catering menu................................................................40
3.2.1 Your association conference details...................18 8.2 AV, equipment and furnishings menu...........................40
89th Congress of the Humanities and Social Sciences
1 www.congress2020.ca l #congressh
1.0 About Congress and your involvement
1.0 About Congress and your involvement
1.1 About Congress
1.1.1 About the Congress 2020 theme: Bridging Divides: Confronting Colonialism
and Anti-Black Racism
A full description will be available online at www.congress2020.ca.
1.1.2 About the Federation 1.1.3 About Western University
The Federation for the Humanities and Social Sciences promotes Western University delivers an academic experience second to
research and teaching for the advancement of an inclusive, none. Western challenges the best and brightest faculty, staff
democratic and prosperous society. With a membership and students to commit to the highest global standards. Our
now comprising over 160 universities, colleges and scholarly research excellence expands knowledge and drives discovery
associations, the Federation represents a diverse community with real-world application. Western attracts individuals with
of 91,000 researchers and graduate students across Canada. a broad worldview, seeking to study, influence and lead in the
The Federation organizes Canada’s largest academic gathering, international community.
the Congress of the Humanities and Social Sciences, bringing
together more than 8,000 participants each year. Since 1878, 'The Western Experience' has combined academic
excellence with life-long opportunities for intellectual, social
The Federation office is located on the traditional, unceded and cultural growth in order to better serve our communities.
Algonquin territory in Ottawa.1
Western University acknowledges that its campus is situated
www.ideas-idees.ca on the traditional lands of the Anishinaabek, Haudenosaunee,
Lūnaapéewak and Attawandaron (Neutral) people, on lands
connected with the London Township and Sombra Treaties of
1796 and with the Dish with One Spoon Convenant Wampum.
This land continues to be home to diverse Indigenous peoples
who are recognized as contemporary stewards of the land and
vital contributors to society.
www.uwo.ca
1. http://www.anishinabenation.ca/en/history; www.tanakiwin.com
89th Congress of the Humanities and Social Sciences
2 www.congress2020.ca l #congressh1.0 About Congress and your involvement
1.2 Land acknowledgement and introduction
Dear colleagues, Through its theme, “Bridging Divides: Confronting Colonialism and
Anti-Black Racism”, this year’s Congress proposes to do all that as
We would like to start by acknowledging that the Western it opens space for dialogue. We hope you will embrace this theme
University campus is situated on the traditional lands of the in your programming, collaborate with other associations, and
Anishinaabek, Haudenosaunee, Lūnaapéewak and Attawandaron make many of your sessions open to all Congress participants and
(Neutral) people, on lands connected with the London Township to the public.
and Sombra Treaties of 1796 and with the Dish with One Spoon
Convenant Wampum. This land continues to be home to diverse In the next eight months, let’s work together to make Congress
Indigenous peoples who are recognized as contemporary 2020 our best yet! Our goal is to assist you in delivering a positive
stewards of the land and vital contributors to society. meeting experience for your association members and attendees.
This Planning Guide is a key tool and a resource. You can refer
We are also keen to convey our sincere thanks to you, as to it for detailed information about every aspect of the planning
Program Chairs (PCs) and Local Arrangement Coordinators process and cycle — from registration, to requesting rooms,
(LACs), for taking on a leadership role in the planning process catering and audio-visual services, to applying for funding and
for your association’s participation in the 2020 Congress of the promoting your association’s program.
Humanities and Social Sciences.
The Federation for the Humanities and Social Sciences and
Your role is essential in this process and to the success of Western University teams are here to support you. We look
Congress. While your individual responsibilities may vary by forward to providing you with all you need to make Congress
association, PCs and LACs collectively build association programs, 2020 a memorable experience for all involved.
handle a range of logistics, and ensure smooth communications
between association members, the Federation and the host Good luck!
university.
2020 marks the 89th meeting of the Congress of the Humanities
and Social Sciences and its return to Western University after
15 years. Throughout the years, Congress has showcased the
invaluable contributions the humanities and social sciences
bring to our societies. We are grateful for the role you play in
spearheading how each discipline engages with this task while
joining our efforts to do so through the largest platform of
scholarship mobilization in Canada.
Gabriel Miller Jeff Tennant
The need for critical engagements within and across disciplines
Executive Director Academic Convenor
is higher than ever. The challenges of tomorrow, related to
Federation for the Humanities for Congress 2020
environmental sustainability and climate change, reconciliation,
and Social Sciences Western University
artificial intelligence, knowledge production and education,
population development, and geopolitics and globalization, require
the humanities and social sciences community to be creative
and to work together to raise awareness, draw connections, ask
questions, cultivate analytical thinking, and be part of collective
solutions.
89th Congress of the Humanities and Social Sciences
3 www.congress2020.ca l #congressh1.0 About Congress and your involvement
1.3 PC and LAC roles and responsibilities
As an association organizer for Congress 2020, you play a very important part in the overall success of Congress by ensuring a smooth
flow of communication between your association, the Federation and the host university. It is essential that your association’s
Local Arrangement Coordinator and Program Chair regularly communicate and closely collaborate throughout the Congress
planning cycle.
Program Chair (PC) — responsible for planning and • Assessing the accessibility needs of your attendees and
promoting an association’s program, such as: ensuring proper equipment is ordered
• Coordinating the association’s call for papers and scheduling Both PCs and LACs will be responsible for:
sessions
• Completing all tasks and meeting all deadlines in the
• Planning the conference program and sharing it with the Congress 2020 planning cycle
Federation and the association’s membership
• Reading the organizers’ emails to ensure you remain current
• Facilitating promotion of the association’s conference and on any updates, and acting on any instructions
providing mailing lists to the Federation
• Attending the Countdown to Congress meetings, in-person
• Applying for funding opportunities to enhance the or virtually
association’s program
• Relaying messages of importance to your association
• Submitting Open Event Listing Forms to identify members regarding registration, travel and campus
programming your association would like to share with amenities
other attendees
• Promoting relevant open events at Congress to association
• Encouraging assocation to explore the main Congress theme attendees (e.g. Big Thinking, Career Corner, university
through its own disciplinary lens programming)
• Verifying that the information posted online about your
Local Arrangement Coordinator (LAC) — responsible association at www.congress2020.ca/associations is
for an association’s logistical arrangements, such as: complete and up to date
• Requesting meeting and event spaces through the online • Reviewing and approving the association’s Congress invoices
Organizers Portal
• Completing the organizers’ survey and providing feedback to
• Requesting audio-visual services, catering and furniture the Federation.
through the Organizers Portal
• Organizing the specifics of the association greeting table
• Requesting the hire of any association assistants, if desired
“ It was helpful to have specific deadlines for different parts of the process to be completed. ”
(Congress 2019 organizers survey)
89th Congress of the Humanities and Social Sciences
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1.4 Organizers task checklist
As a PC or LAC, you are responsible for completing each of the following tasks by submitting the appropriate online form in the
Organizers Portal (www.congress2020.ca/organizers) by the deadline. You will receive your Organizers Portal access details via email
on Monday, September 30, 2019.
3 Activity Start date Deadline Page
Begin conference program planning September 30, 2019 Ongoing 19
Attend or participate by phone in the Countdown to Congress meeting October 10, 2019 8
Submit Association Signing Authority Form September 30, 2019 October 18, 2019 11
Submit Association Conference Fees Form September 30, 2019 October 18, 2019 12
Opt-in to the interactive agenda for the mobile app September 30, 2019 October 18, 2019 21
Upload your association membership mailing list September 30, 2019 November 1, 2019 34
Attend or participate by phone in the Countdown to Congress meeting November 14, 2019 8
Submit Association Conference Details Form September 30, 2019 November 15, 2019 19
Request rooms for conference spaces September 30, 2019 November 29, 2019 25
Attend or participate by phone in the Countdown to Congress meeting January 9, 2020 8
Apply for funding from the International Keynote Speaker Support Fund September 30, 2019 January 31, 2020 22
Apply for funding from the Aid for Interdisciplinary Sessions Fund September 30, 2019 January 31, 2020 23
Verify that the information posted at www.congress2020.ca/associations is correct November 29, 2019 Ongoing 19
Monitor your association’s registration list to ensure all participants are registered
January 2020 Ongoing 12
properly (registration opens in January; early-bird deadline is March 31)
Attend or participate by phone in the Countdown to Congress meeting February 6, 2020 8
Review room allocations / Deadline to request changes February 10, 2020 February 21, 2020 25
Submit Association Greeting Table Form September 30, 2019 February 28, 2020 29
Attend or participate by phone in the Countdown to Congress meeting March 5, 2020 8
Submit Open Event Listing Form (optional) September 30, 2019 March 6, 2020 20
Submit Hire an Association Assistant Form September 30, 2019 March 13, 2020 30
Submit preliminary conference program (web - PDF) September 30, 2019 March 20, 2020 20
Submit preliminary conference program (app - Excel) (optional) September 30, 2019 March 20, 2020 21
Register your complimentary pass recipients January 2020 March 31, 2020 14
Attend or participate by phone in the Countdown to Congress meeting April 2, 2020 8
Request audio-visual equipment February 28, 2020 April 3, 2020 27
Request furnishings and specialized room setup February 28, 2020 April 3, 2020 26
Request catering orders February 28, 2020 April 3, 2020 28
Apply for funding from the Congress Graduate Merit Award September 30, 2019 April 17, 2020 23
Make Open Event Listing Changes online (if applicable). Changes made after April
March 6, 2020 April 17, 2020 20
17 will appear on website and mobile app only.)
Submit final conference program (web - PDF) March 23, 2020 May 1, 2020 21
Update final conference program (app - Excel) March 23, 2020 May 1, 2020 21
Confirm event orders from university for all meeting rooms May 1, 2020 May 8, 2020 27
Attend or participate by phone in the Countdown to Congress meeting May 7, 2020 8
Congress takes place (onsite registration opens May 29) May 30, 2020 June 5, 2020
Participate in the post-Congress association organizers teleconference TBD 8
Respond to the association organizers survey June 5, 2020 June 19, 2020 4
Submit report for International Keynote Speaker Support Fund and Aid for
June 5, 2020 June 19, 2020 22
Interdisciplinary Sessions Fund (if applicable)
Review Congress 2020 account statements Summer 2020 11
89th Congress of the Humanities and Social Sciences
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1.5 Organizers tools
1.5.1 Congress 2020 website 1.5.2 Organizers Portal
The Congress 2020 website holds an abundance of information The Organizers Portal is a web-based software specifically
for attendees of Congress 2020. It is updated in real time designed to provide a secure hub to association organizers for
with details on travel, accommodations, registration, media two important purposes:
outreach, Expo exhibitors, and the multiple streams of
• To share supporting resources and association data that will
programming available to attendees. By becoming familiar
assist you in the planning cycle
with the Congress website, you can more easily share relevant
information with your association. The Congress website is also • To collect your association’s information and requests that
your connection to the Organizers Portal – always linked in the will allow the Congress teams at the Federation and at
top right corner. Western University to support you.
89th Congress of the Humanities and Social Sciences
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In the Organizers Portal, you can:
1 View your association’s account details and demographics 7 Access the organizers email archives to review notices
you’ve missed
2 Track your task deadlines and submit online forms and
requests 8 Review historical data on your association’s past Congresses
to assist with budget projections and logistical needs
3 Get real-time reports on your room allocations, conference
registrations and the completed forms • Total number of registrations per year
4 Find details on each Countdown to Congress meeting (see • Past conference fees per registration category
section 1.5.4)
• Previous registration revenue and logistics expenses
5 Browse a number of guides and resources to help plan your (catering, audio-visual, etc.)
conference
• Number of allocated rooms per size category
• Electronic Planning Guide
• Contact names of past PCs and LACs
• Planning Meeting video recording
The Organizers Portal is updated frequently, so check back
• Tip sheets and guidelines often!
• Catering and audio-visual menus
ff
ACTION
6 Download a variety of Congress-branded templates and
Access
XX the Organizers Portal by visiting www.congress2020.
logos available for use by associations (see section 5.2)
ca/organizers. To log in, use the username/email address
and password emailed to you on September 30, 2019.
For assistance, please contact organizers@ideas-idees.ca.
2 3 4 8
5 6
7
1
89th Congress of the Humanities and Social Sciences
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1.5.3 Organizers emails Discussion topics can include the following:
Starting after the Planning Meeting leading up to Congress, • How to request rooms for conference spaces
all PCs, LACs and other association representatives/organizers
will receive an email from organizers@ideas-idees.ca outlining • Tips for developing your conference program
critical information such as: upcoming deadlines, important • Branding guidelines and visual resources available
updates to the planning cycle, programming news and more. to organizers
It is your responsibility to read these emails and share all • How to submit open events for inclusion on the
relevant information with your members and colleagues. Congress website, in the Congress Essentials guide
If a task or deadline does not apply to you, communicate and in the mobile app
the information to the appropriate person within your
association. • Funding opportunities for special programming
Please make sure you whitelist the address organizers@ideas- • Managing your conference registrations
idees.ca and check your spam folder if you notice that you are
not receiving these emails. If you are still not receiving them, • Indigenous guidelines and protocols
contact your IT department and/or notify organizers@ideas- • Tips to make your conference accessible
idees.ca immediately. All of these emails are available
for reference in the email archives on the Resources tab • How to submit requests for catering, audio-visual
of the Organizers Portal. equipment, and furnishings
Details on agenda, location and teleconference access will be
1.5.3.1 Other types of emails
sent as part of the emails and can be found under the Meetings
You will also be copied on two other types of emails from section of the Organizers Portal.
congress@ideas-idees.ca regarding registration details:
The meeting dates for Congress 2020 are:
• Registration emails: Prospective attendees will receive
a series of emails prompting them to register (this series Date Start time – Eastern
begins in January).
October 10 12:30 ET
• Attendee emails: Registered attendees will receive a series November 14 12:30 ET
of emails providing them with useful information to prepare
January 9 12:30 ET
for Congress (this series begins in April).
February 6 12:30 ET
It is important that you also read these emails so that you
are aware of what is being communicated to your members March 5 12:30 ET
(be they prospective or already registered attendees) so that April 2 12:30 ET
you can reinforce certain messages with them.
May 7 12:30 ET
Please come prepared with your Planning Guide!
1.5.4 Countdown to Congress meetings
Starting in the fall, the Federation and Western University plan A Post-Congress association organizers virtual meeting is
monthly Countdown to Congress meetings for PCs and LACs to also arranged in June to discuss Congress wrap-up tasks and
attend. They offer excellent opportunities for you as association to gather feedback from organizers for future improvements.
organizers to share ideas and ask questions amongst each All association organizers will receive a personal invitation
other and the Congress teams in an open environment. Each via email in the weeks preceding this meeting.
meeting will focus on detailed explanations of the upcoming
task deadlines, as well as offer tips and best practices from
previous years.
89th Congress of the Humanities and Social Sciences
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2.0 Registration and finances
2.1 Association conference schedule (Draft)
The following schedule indicates the meeting dates for each association’s conference, as submitted by you. They will be published at
www.congress2020.ca, in the Congress Essentials guide and shared with all attendees.
President’s Receptions: The “R” in the schedule indicates the President’s Reception date assigned to your association. For more
information on President’s Receptions, which are hosted by Western University, see section 3.1.6 of this guide.
. F S S M T W T F
No Associations (listed by conference start date) 29 30 31 1 2 3 4 5
207 Canadian Association of Chairs of English (CACE) 3
42 Canadian Society for the Study of Names (CSSN)(SCO) 3 3R
43 Canadian Association for the Advancement of Netherlandic Studies (CAANS) 3 3R
6 Canadian Society of Biblical Studies (CSBS) 3 3R 3
7 Association for Canadian and Québec Literatures (ACQL) 3 3R 3
12 Canadian Association for Commonwealth Literature and Language Studies (CACLALS) 3 3R 3
20 Folklore Studies Association of Canada (FSAC) 3 3R 3
23 Canadian Association of University Teachers of German (CAUTG) 3 3R 3
24 Canadian Association of Hispanists (CAH) 3 3R 3
25 Canadian Society for the History and Philosophy of Science (CSHPS) 3 3R 3
37 Canadian Linguistic Association (CLA) 3 3R 3
51 Canadian Society for Renaissance Studies (CSRS) 3 3R 3
70 Canadian Society for the History of Medicine (CSHM) 3 3R 3
215 Canadian Association for the Study of Discourse and Writing (CASDW) 3 3R 3
231 Canadian Society for Aesthetics (CSA) 3 3R 3
293 Canadian Disability Studies Association (CDSA) 3 3R 3
313 Canadian Association for American Studies (CAAS) 3 3R 3
19 Association of Canadian College and University Teachers of English (ACCUTE) 3 3R 3 3
50 Canadian Society for the Study of Religion (CSSR) 3 3R 3 3
53 Canadian Society for the Study of Practical Ethics (CSSPE) 3 3R 3 3
21 Association des professeur.e.s de français des universités et collèges canadiens (APFUCC) 3 3 3R 3
264 Canadian Anthropology Society (CASCA) 3 3 3R 3 3
15 Canadian Society for the Study of Education (CSSE) 3 3 3R 3 3 3
246 Canadian-American Theological Association (CATA) 3R
314 Open/Technology in Education, Society, and Scholarship Association (OTESSA) 3R 3
38 Canadian Comparative Literature Association (CCLA) 3R 3 3
276 Association canadienne d'études francophones du XIXe siècle (ACÉF XIX) 3R 3 3
303 Sexuality Studies Association (SSA) 3R 3 3
16 Canadian Society for the Study of Higher Education (CSSHE) 3 3R 3
45 Canadian Society of Patristic Studies (CSPS) 3 3R 3
96 Women's and Gender Studies et Recherches Féministes (WGSRF) 3 3R 3
F S S M T W T F
N o
Associations (listed by conference start date) 29 30 31 1 2 3 4 5
3 Association conferences held on that date
R President’s Reception (organized by the host university)
89th Congress of the Humanities and Social Sciences
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No Associations (listed by conference start date) F S S M T W T F
29 30 31 1 2 3 4 5
210 Hungarian Studies Association of Canada (HSAC) 3 3R 3
297 Canadian Association for Food Studies (CAFS) 3 3R 3
255 Canadian Society for Digital Humanities (CSDH) 3 3R 3 3
8 Canadian Catholic Historical Association (CCHA) 3R 3
238 Bibliographical Society of Canada (BSC) 3R 3
309 Black Canadian Studies Association (BCSA) 3R 3
26 Canadian Historical Association (CHA) 3R 3 3
36 Canadian Association of Law Teachers (CALT) 3R 3 3
58 Society for Socialist Studies (SSS) 3R 3 3
65 Canadian Theological Society (CTS) 3R 3 3
240 Canadian Association for Translation Studies (CATS) 3R 3 3
256 Canadian Association of Applied Linguistics (CAAL) 3R 3 3
68 Canadian Association for Information Science (CAIS) 3 3 3R
239 Society for Existential and Phenomenological Theory and Culture (EPTC) 3 3 3R
249 Canadian Society of Medievalists (CSM) 3 3 3R
259 Environmental Studies Association of Canada (ESAC) 3 3 3R
47 Canadian Philosophical Association (CPA) 3R 3 3 3
57 Canadian Association for Social Work Education (CASWE) 3 3 3R 3
59 Canadian Sociological Association (CSA) 3 3 3R 3
201 Association for the Advancement of Scandinavian Studies in Canada (AASSC) 3 3 3R 3
48 Canadian Political Science Association (CPSA) 3 3R 3
242 Film Studies Association of Canada (FSAC) 3 3R 3
305 Canadian Association for Work and Labour Studies (CAWLS) 3 3R 3
9 Canadian Society of Church History (CSCH) 3 3 3R
225 Canadian Association for the Study of International Development (CASID) 3 3 3R
304 Canadian Association of Professional Academic Librarians (CAPAL) 3 3 3R
105 Canadian Communication Association (CCA) 3 3R 3 3
49 Canadian Population Society (CPS ) 3 3 3R 3
311 Canadian Society for the Study of Comics (CSSC) 3R 3
92 Canadian Association for Studies in Co-operation (CASC) 3R 3 3
98 Canadian Association of Learned Journals (CALJ) 3R 3 3
229 Canadian Law and Society Association (CLSA) 3R 3 3
300 Association for Nonprofit and Social Economy Research (ANSER) 3R 3 3
41 Canadian University Music Society (MusCan) 3 3R 3
46 Canadian Peace Research Association (CPRA) 3 3R 3
75 Canadian Association of African Studies (CAAS) 3 3R 3
111 RhetCanada/Canadian Society for the Study of Rhetoric (RhetCanada/CSSR) 3 3R 3
299 Canadian Game Studies Association (CGSA) 3 3R 3
103 Canadian Association of Music Libraries, Archives and Documentation Centres (CAML) 3R 3
F S S M T W T F
No Associations (listed by conference start date) 29 30 31 1 2 3 4 5
3 Association conferences held on that date
R President’s Reception (organized by the host university)
89th Congress of the Humanities and Social Sciences
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2.2 Association accounts and 2.2.2 Printing services
financial information Printing expenses for your association conference can be charged
to your Congress account when using the services provided by
Association conference fees are collected by the Federation Western University. The university primarily works with Graphics
on behalf of associations through the Congress Registration Services and liaises with them on your behalf for all your
System, and can help defray costs, including but not limited to: conference programs, posters and session handouts. Those with
audio-visual services, catering, banquets, large printing via the signing authority can email printing.congress2020@uwo.ca with
university print shop, honoraria and travel for special guests. the job requirements and your Congress account number.
To manage this process, a Congress account is set up for each
association. Your Congress account number will be posted on
2.2.3 Congress invoicing
your dashboard in the Organizers Portal (see section 1.5.2).
After Congress, the Federation compiles your revenue and
NOTE: Charges for off-campus services cannot be billed to
expenses once invoices are received from the university, and
association accounts. Associations are responsible for direct
your association’s expenses will be deducted from the revenue
payment to contracted non-university/third party venues and
the Federation collected from your registration fees. The
service providers.
Federation will issue a statement, which you will be required
to review and advise us of any queries within 10 business days
of receipt. After 30 days if no response is received, we will
2.2.1 Association signing authority
determine that the statement of revenue and expenses is correct
Individuals that you identify on the Association Signing Authority and no further adjustments will be accepted. The balance of the
Form in the Organizers Portal will be given signing authority account will be remitted to your association, or in the case where
for the purpose of Congress. Only these individuals can make expenses exceed revenues, an invoice will be issued.
requests and charge expenses against your Congress account,
such as catering costs, bar services, rental of audio-visual
equipment, photocopying and printing, and association assistant
wages. It is recommended to designate your President, PC and
LAC at a minimum, though you can designate as many Congress
signing authorities as you deem appropriate for your association.
Updates can also be made at any time should changes be
required.
ff
ACTIONS
Submit
XX the Association Signing Authority Form in the
Organizers Portal (www.congress2020.ca/organizers) by
October 18, 2019.
At
XX any time, if updates to signing authorities need to be
made, contact us at organizers@ideas-idees.ca.
89th Congress of the Humanities and Social Sciences
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2.3 Registration
2.3.1 Registration fees 2.3.1.2 Association conference fees
The registration fees are broken down into two components: Each association is responsible for setting their association
• The Congress fees conference fees. It is recommended to keep the conference fee
• Your association conference fees structure simple in order to create a user-friendly registration
experience for attendees. The following are the generally
The payment of both fees is mandatory for all attendees, accepted categories: member, non-member, retired member,
including organizers (PCs and LACs), speakers, presenters, retired non-member, student member, student non-member,
panelists, administration, management, and those chairing or unwaged member and unwaged non-member. Fees for banquets
attending a session. or other optional functions or events must also be submitted at
NOTE: The Federation reserves the right to charge associations the same time.
the Congress registration fees for any of their attendees NOTE: Fees cannot be changed — nor functions added —
(including speakers, presenters, panelists, administrators, once registration opens mid-January.
managers, organizers and those chairing or attending a session)
who attend sessions and fail to register. Attendees should only be directed to the official Congress 2020
website to register, as indicated in the Terms and Conditions
2.3.1.1 Congress fees of the Member Update Form your association submitted in
the summer of 2019. Therefore, the use of other commercial/
The Congress fees are set by the Federation and vary depending external registration systems or sign-up programs is
on the category (retired, student, unwaged, or regular attendee). prohibited. The only exception is the use of “call for papers” or
The revenue collected supports the long-term development similar software which associations use in managing program
of Congress and keeps the annual meeting format viable by requirements.
ensuring that infrastructure and services are in place from year
to year. The following are some of the activities covered: NOTE: Your association’s conference fees do not include
your association’s membership fees. The Congress Registration
• Managing the registration process System is not connected to any association’s membership
• Planning and coordinating logistical services for attendees system. It is the association’s responsibility to verify membership
• Supporting the associations through the planning process status.
• Administering funding support to associations
• Managing and coordinating the Congress Expo and related
programming
• Promoting Congress and association activities
There is an early-bird discount for those who register before
March 31, 2020.
Early-bird rate Regular rate On site
Congress fees (prior to March 31) (as of April 1) (as of May 29)
Regular attendee $185 + 13% GST = $209.05 $220 + 13% GST = $248.60 $250 + 13% GST = $282.50
Student, retired and unwaged $75 + 13% GST = $84.75 $95 + 13% GST = $107.35 $125 + 13% GST = $141.25
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TIPS
• For help determining fees, review your association’s • Ensure that all costs are considered in developing the
historical data in the Organizers Portal (see #8 in section association’s conference budget for the current year.
1.5.2) to compare registration numbers against the revenue In addition to food, beverage and audio-visual costs,
and expenses in a given year, as well as the fees charged for also consider costs for bringing in an international
the past three years. speaker, having a special event offsite, printing programs,
etc. and adjust your fees accordingly.
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ACTION ff
ACTIONS
Set
XX your fees by submitting the Association Conference All
XX association organizers (PCs, LACs, administrators,
Fees Form in the Organizers Portal (www.congress2020.ca/ presidents, treasurers, etc.) are all required to register. See
organizers) by October 18, 2019. section 2.3.5 about eligibility for complimentary passes.
Ensure
XX all of the presenters, panelists, chairs and members
2.3.2 How to register at your conference register at www.congress2020.ca/
register.
Online
Log in to the Congress Registration System (www.congress2020. Upon
XX arrival on site, pick up your organizers package at the
ca/register) from early January until June 5, 2020. You can PC/LAC check-in, beside the Solutions Desk at registration.
request a new username or password, if required.
After you have registered, you can return to the Congress
registration system to: 2.3.3 Registration reports
• View/update your personal information
Organizers are able to view real-time reports of all attendees
• Add another association’s conference
who have registered for their association’s conference in the
• Request a refund (see Terms and Conditions at
Organizers Portal (see illustration in section 1.5.2). Registration
www.congress2020.ca/register)
reports will provide organizers with a listing of all attendees’
contact information, the total fees paid per registrant, and
On-site Registration Desk
registration totals per fee category. Organizers are expected to
Everyone who has registered must visit the on-site Registration
regularly download registration reports in order to keep track
Desk located in the Congress Hub in the Western Student
of who has registered for their association conference. If a
Recreation Centre to pick up their registration package and
presenter or panelist’s name is not listed in the reports, then
credentials.
that person has not registered and should be contacted to do
The on-site Registration Desk will be open: so. Reports should also be audited to ensure that appropriate
• Friday, May 29...................................................10:00 to 17:00 registration rates are selected for members and non-members of
• Saturday, May 30 to Thursday, June 4.................7:30 to 17:00 your association.
• Friday, June 5.......................................................7:30 to 12:00
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Payment options
Review
XX the list of attendees who have registered for your
• Credit cards only (Visa, Visa/debit, MasterCard, MasterCard/
association’s conference at Congress 2020 by clicking
debit, American Express) Cash or cheques will not be
the links in the Reports section of the Organizers Portal
accepted on site.
(www.congress2020.ca/organizers).
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2.3.4 Badge monitoring 2.3.5 Complimentary passes
Association organizers are strongly encouraged to monitor Member associations of the Federation receive complimentary
the badges of all attendees participating in your association’s passes for a limited number of attendees. Associations often
conference to ensure that each attendee has registered and allocate these complimentary passes to special guests, invited
paid the fees relevant to your association. Any attendee who attendees from abroad, Program Chairs, Local Arrangement
does not have your association’s acronym listed on their badge Coordinators, Presidents, administrators, and other organizers.
should be directed to the Congress Registration Desk located in Both the Congress fee and the association conference fee
the Congress Hub. By monitoring badges, you are maximizing will be waived. Please inform your complimentary guests
your association’s revenue potential and ensuring that the costs NOT to register for Congress themselves. Your association
associated with delivering your conference remain financially will be provided with a customized link to register your
sustainable. complimentary passes in early January 2020.
On site, all registered attendees are required to wear their The number of complimentary passes granted to each member
official name badge to access Congress activities. association is based on the following:
• Badges are distributed at the Registration Desk in the
Congress Hub # of registered attendees # of complimentary passes
at previous Congress granted for Congress 2020*
• The Association’s acronym will be displayed in the bottom
corner of the badge, indicating what an attendee has 5–50 2
registered and paid for (see Figure 1 below) 51–150 4
• Badges that do NOT display an association's acronym 151–300 6
confirm the attendee has not registered for an association’s
conference and can only attend Open Events (see Figure 2 301+ 8
below)
*The number of complimentary passes granted to your
• Attendees without a badge have either not registered or association for Congress 2020 is posted on your dashboard in the
have lost or forgotten their name badge and should be Organizers Portal (see section 1.5.2).
directed to the Registration desk
NOTE: If your intended recipients have already registered
Figure 1: Figure 2:
and paid their fees, you can email us for a refund. Please
notify your guests about the refund being processed. If your
John Smith Jane Doe association requires more than your allotted number of
complimentary passes, you can purchase additional passes
Western University Western University at the association’s expense during the registration process.
CHA/SHC Open Events/Événements ouverts
To benefit from the early-bird regular attendee rate for each
additional registration, it is important to register your guests
before March 31. Please email organizers@ideas-idees.ca with
any questions.
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ACTION
Monitor
XX name badges on site during Congress, including ff
ACTION
presenters and attendees at your conference, and direct Using
XX the customized registration link provided in January,
non-registrants to register at the Congress Registration register your complimentary pass recipients by March 31,
Desk in the Western Student Recreation Centre. 2020.
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2.3.6 International invitees 2.3.7 Code of Conduct
International attendees can participate at Congress; however, In order to attend on- or off-campus Congress events, all
each international attendee should individually confirm for participants — attendees, speakers, sponsors, staff and
himself/herself whether a visa is required for entry to Canada volunteers included – must register using the online registration
prior to registering. Citizenship and Immigration Canada (CIC) software. As part of the registration process, all are required
provides a list of countries for which visa restrictions apply, as to review and agree with the Congress Code of Conduct.
well as all other pertinent information attendees may require The Federation is dedicated to providing a harassment-free
before making travel plans. The Congress website provides Congress experience for everyone, regardless of gender,
attendees with general information and links to the CIC website gender identity and expression, age, sexual orientation,
at www.congress2020.ca/register/international-attendees. disability, physical appearance, body size, race, ethnicity,
or religion (or lack thereof). We do not tolerate harassment
If you are expecting several international attendees, you can of Congress participants in any form. Harassment includes
register your own association conference with Immigration, offensive verbal comments related to gender, gender identity
Refugees and Citizenship Canada by completing the and expression, age, sexual orientation, disability, physical
online Notice of an International Event or Meeting form. appearance, body size, race, ethnicity, religion, sexual images
https://www.canada.ca/en/immigration-refugees-citizenship/
in public spaces, deliberate intimidation, stalking, following,
services/visit-canada/business/bring-business-guests/organize-
harassing photography or recording, sustained disruption of talks
international-event-canada.html. Once you have registered your
or other events, inappropriate physical contact, and unwelcome
event, CIC’s Special Events Unit will provide you with a group
sexual attention.
code, which attendees are to use on their visa applications, as
well as valuable information and support, free of charge.
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ACTION
Associations are responsible for their own international speakers
Please
XX review the Congress Code of Conduct: http://www.
and must write a letter of invitation when they host business
ideas-idees.ca/about/about-the-federation#reports
visitors from abroad. Details and the requirements for letters
of invitation are available on the Citizenship and Immigration
Canada website at https://www.canada.ca/en/immigration-
refugees-citizenship/services/visit-canada/business/bring-
business-guests/organize-international-event-canada.html and
https://www.canada.ca/en/immigration-refugees-citizenship/
services/visit-canada/business/invite-delegates.html
The Federation cannot issue letters of invitation for your
84.5% of attendees
surveyed in 2019 chose to
association’s conference attendees.
participate in Congress because
of the networking opportunities
in their association.
59.5% of attendees
surveyed in 2019 attendees believe
it is important that their association
co-host more interdisciplinary
sessions.
81.2% of attendees
surveyed in 2019 indicated
their attendance was dependent
on presenting their
research.
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3.0 Programming
“ Ipresentations
really appreciated the high quality of the
Congress is a meeting of meetings with approximately 70
association conferences, as well as programming provided
and panels.
”
(Congress 2019 organizers survey)
by the Federation and the host university. Two types of
programming are offered: Congress programming and
association programming. 3.1.2 Career Corner
Career Corner is a professional development workshop series
3.1 Congress programming where everyone from graduate students to established faculty
members can gain practical advice and insight into how to
The Federation and Western University are organizing a number advance their academic careers, publish and market their
of open events during Congress, including the Big Thinking lecture research, improve their capacity to navigate complex and
series, interdisciplinary panels on issues of relevance to the social pertinent classroom issues, and find out about careers outside
sciences and humanities, Career Corner, Expo and cultural events. of academia. The workshops are free and open to all Congress
Western University will also present a Pedagogy Hub, which was attendees and members of the general public.
first established by The University of British Columbia at Congress
2019, and is a space where focus is put specifically on teaching Career Corner is jointly hosted by University Affairs magazine,
methodologies and curricular design. Western University and the Federation. See www.congress2020.
ca/career-corner for a detailed listing.
These events are open to all registered attendees and to the
general public. We encourage you to promote them in your
conference programs, as they are an excellent opportunity ff
ACTION
to engage in conversations across disciplines and to learn Please
XX include Career Corner workshops in your
together. Federation and university-led events will be published association’s conference program for your members
at www.congress2020.ca/program, in the Congress Essentials to enjoy.
guide and in the Congress mobile app.
3.1.3 Congress Expo
3.1.1 Big Thinking lecture series
The largest showcase of academic books in Canada
Big Thinking is a series of lectures bringing together thought
leaders who address critical questions and issues in their diverse Co-located with Registration and the Information Centre in
work within and outside academia. The series is open to students, the Congress Hub in the Western Student Recreation Centre,
Congress attendees and the general public. Congress Expo gives attendees the opportunity to discover
a wide variety of high quality Canadian scholarly literature
Associations are asked to review the Big Thinking lineup and to
and to connect with research and community partners. All
set aside time during their own programming, so that attendees
attendees will be invited to play the Expo Passport Game, which
can enjoy this opportunity. For up to date information, please
encourages them to visit a certain number of Expo booths for
visit www.congress2020.ca/big-thinking.
a chance to win prizes. Visit www.congress2020.ca/expo for an
The Big Thinking lecture series is made possible by the up-to-date list of exhibitors.
generous support of the host university and series sponsors,
In addition to 50+ scholarly publishers and exhibitors, Expo
not by funds generated through Congress registration fees.
also hosts dynamic programming and events such as book
launches, book signings and panel presentations. These events
ff
ACTION will be featured in the online calendar of open events at www.
Please
XX include the Big Thinking lineup in your association’s congress2020.ca/calendar.
conference program for your members to enjoy.
Many of these exhibitors want to connect with the members
of particular associations. Exhibitors may want to sponsor
programming, offer your members special promotions, or invite
them to events such as book launches. The Federation will be
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encouraging and facilitating connections between exhibitors and 3.1.5 Western University programming
associations. We welcome you to suggest new exhibitors that
may be of particular interest to your members, such as: 3.1.5.1 Gathering at the Forks – Festival of Public
• Publishers Scholarship in the Humanities and Social Sciences
• Academic software/hardware vendors (“The Festival”)
• Research centres and think tanks
Western is excited to offer host institution programming under
• Granting agencies
the rubric of a Festival of Public Scholarship in our disciplines, to
• Service providers
be referred to as “the Festival”. The Festival will bring together
Expo hours: Western’s academic and cultural events, offering engaging multi-
• May 29...................................................................10:00-17:00 disciplinary and interdisciplinary programming to showcase a
• May 30 – June 4.....................................................09:00-17:00 wide range of our university's scholarship and creative activity.
Recognizing the importance of bridging divides not only between
Expo will NOT be open on the final day of Congress, June 5. disciplines but also between the academy and society beyond
the university's gates, the Festival will feature events and
NOTE: Organized book sales are not permitted outside of
exhibitions on a variety of topics with a focus on communicating
the Congress Expo, in respect for the publishers participating
humanities and social sciences scholarship not only to Congress
in Expo and the rights of the university’s bookstore.
delegates, but also to the general public.
ff
ACTIONS The following elements of Festival programming are currently
being planned, with more to be announced in the coming weeks:
Please
XX include Congress Expo in your association’s
conference program and highlight specific exhibitors • A land acknowledgement walk
and their events of specific interest to your members. • Talks and panel discussions on Indigenous issues and
on anti-Black racism
Email
XX your exhibitor suggestions to expo@ideas-idees.ca. • A curated multimedia public scholarship exhibit
• Concerts
• Theatre performances
• And more!
3.1.4 Featured events
The Federation for the Humanities and Social Sciences
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ACTION
encourages collaboration within and across disciplines. We work
with member associations and other sponsors and partners Please
XX include the “Festival” in your association’s
to bring open, interdisciplinary programming to Congress that conference program for your members to enjoy.
focuses on key areas such as anti-Black racism, reconciliation
with Indigenous peoples, colonialism, funding for humanities
and social sciences research, equity, diversity and inclusion, and
other issues of interest to the HSS community. These events
include, but are not limited to, roundtables, consultations, panel
presentations, and workshops.
The Federation welcomes proposals on how we can work
together to make this programming a reality. If you have an idea
or would like more information, please email us no later than
November 15, 2019 at organizers@ideas-idees.ca.
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ACTION
Please
XX monitor the list of featured events at www.
congress2020.ca/featured-events, and consider including
those of interest in your association’s program for your
members to enjoy.
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3.1.5.2 Pedagogy Hub ff
ACTION
Building on the success of Pedagogy Hub at Congress 2019, Please
XX include your assigned President’s Reception date in
Western University proposes a dedicated space for discussions your association’s conference program for your members
about post-secondary teaching. Led by Western’s Centre for to attend.
Teaching and Learning, Pedagogy Hub will include sessions on
the following:
• Scholarship of teaching and learning
3.1.7 Opening Reception
• Use of responses to student questionnaires in professional Designed as the official commencement of Congress, the
development Opening Reception is an invitation-only event for the purpose
• Experiential learning of welcoming key Congress partners and thanking all those
• Teaching large classes who have worked hard towards organizing and planning
• Decolonizing education Congress. The event includes speeches from Congress officials,
• Anti-racist education a formal territorial acknowledgement of the Indigenous lands,
• Welcome to my classroom: sample class and conversation entertainment and networking.
• And more!
The Congress 2020 Opening Reception will take place on
Up-to-date information on Western University programming will Friday, May 29, 2020. All PCs and LACs will be invited, and we
be available at: www.congress2020.ca/program/university. encourage you to attend. Invitations will be distributed to each
association organizer with further details in the spring.
ff
ACTION
Please
XX include the Pedagogy Hub in your association’s
conference program for your members to enjoy.
3.2 Association programming
The Federation creates a page on the Congress website for
each association officially participating in Congress 2020 at
3.1.6 President’s Receptions www.congress2020.ca/associations. These pages are high-traffic
areas (over 20,000 people visit them between January and June
The President’s Receptions, hosted each year by the Congress each year) where your members, as well as members of other
host university, are a long-standing Congress tradition and are associations, look for details about your conference before
an excellent networking opportunity. The evening receptions Congress. Many of them base their decision to attend on what
bring a number of associations together in one location for one they see on these pages, and the Federation is committed to
night so that your members can mingle with academics both ensuring each association makes the most of this space.
inside and outside their own association.
The Congress 2020 President’s Receptions will take place at
the Alumni Hall - located at 1151 Richmond Street, on
3.2.1 Your association conference details
the following dates: The first step in populating your association web page is to
complete the Association Conference Details Form prior to
• Sunday, May 31, 2020...................................... 17:00 to 19:00
November 15, 2019. The purpose of this form is to gather
• Monday, June 1, 2020...................................... 17:00 to 19:00
an overview of your conference that will invite interest from
• Wednesday, June 3, 2020................................. 17:00 to 19:00
potential attendees and prompt them to register. This is your
• Thursday, June 4, 2020..................................... 17:00 to 19:00
opportunity to showcase your conference and tell the world
To determine the date for your association, and which what your association is up to!
associations will join you, consult the Association conference
When writing your conference description or rationale, think
schedule in section 2.1 of this Guide (note the “R” for President’s
long term. Attendees who have a great conference experience
Reception next to your association).
take away a great deal more than information from specific
sessions. Tell them what they can expect to take away from yours
and feature the exceptional by highlighting high-profile speakers
and research stars.
89th Congress of the Humanities and Social Sciences
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