Call for Submissions: Overview and Instructions

Read the 2019 Call for Papers on the theme "New Tools, Techniques, and Tactics in Conservation and Collection Care."

Abstract submissions should be no more than 500 words with an additional 300-word speaker biography and are due on or before September 15, 2018.

How to Submit Materials in the Online Portal

When you visit the online portal, you need to either log in or enter your information.

  • If you have an email address in our system (i.e., you are an AIC member or have logged into the AIC site before), you will be asked to enter your password (the same password you use to log in to the site).
  • If you do not have an account in our system, you will be asked to create one before you begin your application. 

As you add content to your submission, use the “Save” function as you work. Only use the “Save and Finalize” option when you are completely finished with your abstract. Once you have finalized your work, you should receive an automated email confirming your submission. If you do not receive this email within 24 hours, review your abstract and make sure you are no longer seeing an option to edit your work. You can track your submitted abstract(s) under the “My Submissions” option in the left menu. 

If you have any technical issues or if you have questions about the abstract selection process, please contact us at

Selecting Sessions in the Online Portal:

  • You may submit an abstract for a combination of the three session types: Concurrent General Sessions, Specialty Sessions, or the Poster Session. If you feel that your presentation would only be applicable to certain sessions, you may submit your presentation to only those sessions. You may select the same session for all three choices if you are only interested in presenting in one session. If you are only submitting the abstract for consideration in two sessions, indicate one of the two sessions twice.
  • To be considered for the Poster session, you must indicate "Poster" as either your 1st, 2nd, or 3rd choice. If you mark "Poster" for all three choices, you are indicating you would only like your abstract to be considered for the poster session.

Abstracts are due by 11:59 EDT on September 15, 2018. Abstracts are not to exceed 500 words, not including title or biographical information. All abstracts should be submitted in English. 

Click the submission type below to enter the online portal:
Opening General Session
Concurrent, Specialty, or Poster Session
Pre-meeting Session
Workshop Proposal (guide)

Engage with 'New Tools, Techniques, and Tactics in Conservation and Collection Care' in four ways:

1. Submit an Opening General Session Abstract

Opening General Session – Advance and Inspire

Opening General Session: For 2019, we have a special call for presentations in the opening session. These talks should be short, idea-focused presentations that address the opening session’s theme of “Advance and Inspire.” Talk format should be 15 minutes in length or less, and presentations can include a few slides, in a style similar to TED talks. The program committee is seeking a diversity of voices and perspectives in the opening session, as well as talks that will foster learning or inspire conversation.

  • Speakers interested in contributing to the opening session must submit directly to this session through the Opening General Session Online Abstract Portal.
  • Please note that submitting a short, idea-focused talk to the opening session does not preclude submission of a separate abstract to the concurrent general sessions or the specialty group sessions.

2. Concurrent Session and Specialty Session Submissions

Main Conference and Poster Submissions: A topic submitted as an abstract for the main conference for either a concurrent, specialty/network, or joint specialty session should conform to either: AIC's standard arrangement of no more than 2 speakers presenting in a 30-minute time slot; or a panel presentation for 3 to 6 panelists in a 90-minute time slot. If you want your abstract to be considered for a poster presentation, you must select poster as one of your choices in the abstract form. You may also select poster as all three choices if you do not want to give an oral presentation (aside from a poster Q&A session). A poster topic should lend itself to being easily understood without additional materials or interpretation when on display. You may submit multiple abstracts; however, please only submit one abstract for consideration on a topic. Use this link to submit for any of these sessions. See below descriptions for additional details on concurrent, specialty, and joint sessions.

3. Annual Meeting Workshop Proposals

Workshops: Workshops at the Annual Meeting are an opportunity to provide hands-on training and education for conservators and allied professionals. Workshops may focus on new techniques or skills useful to AIC members, or act as a refresher course on processes useful to the care of cultural materials. Workshops are almost always ticketed and have a cost for participants beyond the base meeting registration. Workshops will take place on the two pre-conference days of May 13-14, and may also take place (in 2019 only) after the meeting on May 18-19. Please read the instructions here!

4. Pre-meeting Sessions

Pre-meeting sessions: Pre-session abstracts should relate to the pre-session theme or another topic of interest to attendees. Talks of 30 minutes or panels of 60 to 90 minutes are the standard format. However the program committee is open to considering other formats. Pre-sessions will take place on the two pre-conference days of May 13-14. See also the call for submissions on Global Relevance / Local Action. You should visit the portal to submit pre-meeting session proposals.

How are the concurrent and specialty sessions different?

Abstracts will be considered for the following session types. You can submit your abstract for up to three of the four sessions types below; please note your first choice of session type. These will all be submitted through the meeting's presentation and poster submission portal.

Concurrent Sessions - Concurrent Session papers must specifically address the meeting theme. You may submit for one of the four described sessions or to the open call session. Please note that any abstract submitted to any concurrent topic will be reviewed for all four topics. Selecting Concurrent Session as a first choice will not reduce your chances of being selected by a specialty session should your abstract not be selected for a concurrent session. 

Specialty Sessions - Specialty Session papers are encouraged to address the meeting theme but may also explore other topics relevant to that specialty. Specialty sessions will include: Architecture, Book and Paper, Collection Care, Electronic Media, Objects, Photographic Materials, Paintings, Research and Technical Studies, Textiles, and Wooden Artifacts. For more information on topics in the Specialty Sessions, see the Specialty Session calls for papers (to be added when announced).

Joint Sessions - Joint Sessions create opportunities to explore the intersection of specialty topics. While they may address the meeting theme, they will also contain discussion of both specialty topics involved. Joint sessions will be planned based on the abstract submissions this year; select two different specialties if your paper will appeal to both.

Poster Session - Posters may address the meeting theme, but presenters can also address their current research interests. Posters are available during the main meeting days, with an author Q&A scheduled on the second day of the full meeting. If you are submitting an abstract for consideration in a session, but would also like to be considered for a poster presentation if not selected, please select "Poster" as your final session choice.

Who evaluates abstracts and how are abstracts selected?

Learn more about the program committees who help make the Annual Meeting possible and our evaluation rubric here.
In This Page:
  • How to Submit via Online Portal
  • Submission Portal Links
  • What are general, concurrent, specialty, pre-meeting sessions?

Other Call Information:

Other sessions will be added as calls are finalized.