Virtual Conference Events
In light of the tremendous success of the virtual 2021 AWP Conference & Bookfair, AWP will incorporate a virtual component to #AWP22. In addition to offering our full in-person event schedule in Philadelphia from March 23-26, 2022, we will live-stream several in-person events and offer a selection of prerecorded virtual events.
All 2022 virtual AWP events must
- include between two and five participants, including the moderator, who are able to participate in the virtual prerecording of the event
- be sixty minutes in length
- be correctly categorized
- include a title, description, and statement of value
Virtual conference event proposals can be submitted the same way in-person event proposals are submitted, which is through the My Events page of your AWP account. If you are only interested in proposing a virtual event, be sure to select the option that states “I prefer that this session be prerecorded and held virtually” when completing your proposal.
The deadline for event organizers to submit their event proposal is 11:59 p.m. EST on June 8, 2021.
If your event is accepted, you and your panelists will be contacted to schedule a recording session with an AWP staff member. All virtual conference events will be recorded in the fall of 2021 to ensure there is enough time for AWP staff to complete the postrecording process. Once each event is recorded, the postrecording process includes adding title slides, making any necessary edits, adding captions, and preparing the video file to be posted.
#AWP22 Virtual Conference Event Timeline
- June 8, 11:59 p.m. EST: Deadline to submit 2022 conference proposals
- June 16: Deadline for all participants to link to event proposals and add their short biographies
- June–July: Conference subcommittee evaluates proposals
- Fall 2021: AWP announces accepted events
- Fall 2021: Deadline for organizers to confirm accepted events
- Fall 2021: AWP reaches out to organizers of accepted virtual events to schedule recording session
- Fall 2021: Full schedule is announced
- Fall 2021: Virtual conference events are prerecorded
- March 23–26, 2022: Virtual events premiere
Virtual Event Roles & Responsibilities
Organizer: The event organizer is the person who submits the event to AWP. This person will be the main point of contact for AWP staff and acts as the liaison between AWP and the participants. The organizer of the event doesn’t necessarily need to be a participant. Additionally, the event organizer is responsible for scheduling the recording session and ensuring that each presenter, including the moderator, is prepared to participate in the virtual prerecording of the event.
Moderator: The moderator oversees event proceedings during the recording session and must ensure that presentation, discussion, and/or reading time is managed appropriately within the event’s allotted time. The moderator is considered an event participant and is expected to adhere to AWP’s participation guidelines, policies, and limitations. The moderator’s biographical note will be included in the online conference schedule. Please note: While the moderator is responsible for managing the content of the conference event, the event organizer is responsible for submitting all relevant paperwork to AWP and for serving as the liaison between AWP and the event participants.
Participant: Also popularly called presenters, participants in events are those who have been added by the organizer and have linked their AWP user account to the proposal.
All event organizers will be notified of submission results in Fall 2021. AWP will reach out to organizers of virtual events following their acceptance notification to confirm their virtual event and schedule their prerecording session.
Prepare, Prepare, Prepare
Once your event has been accepted and you have scheduled your prerecording session, you and your panelists should begin to prepare to hold your conference event in a virtual manner. For tips on preparing your materials, setting up your space, and practicing for your recording, please check out AWP’s Virtual Presentation Guide. A plain-text version of the Virtual Presentation Guide is also available. If you have any questions about preparing for your virtual event recording or if you foresee any barriers to your group’s participation, please email email@example.com for assistance.
Engage the Audience
All virtual events will be prerecorded. If you would like to answer questions from AWP attendees or other writers as a part of your event, we recommend soliciting or collecting those questions before your scheduled recording. Those questions can then be answered by presenters during the sixty-minute recording.
As we did at #AWP21, we hope to also provide a way for presenters to connect with attendees when their event becomes available online, such as through a chat box alongside the recorded conversation. Specific features are dependent on the virtual platform, and more information will be available later in the conference cycle as that platform is developed.
While we wish we could hold these virtual conference events live and include live Q&As over the days of the conference, we do not have the staff or resources to make that happen this year alongside the in-person conference.
Event Outline Upload
In the case that your event is accepted, you will be asked to upload an event outline to your event by January 28, 2022. An event outline can include any written remarks you have prepared, reading material you plan to share, or a list of moderator questions. This document can be uploaded only by the organizer or the moderator.
This event outline will be available for attendees to download from the online schedule when it goes live in the fall. You may replace this document with a more updated version at any time as your plans come into better focus closer to the recording. You can also update your event outline once you have completed your event recording.
For the 2022 conference cycle, event outlines will be mandatory, and events not including this upload by January 28 will be removed from the schedule.
This feature was added to the proposal system to encourage event participants to start preparing for the event well beforehand. Additionally, these copies are essential for holding an accessible event. Consider members of your audience who have disabilities and may wish or need to follow along to a written text. It is also helpful for ASL and CART interpreters to see event information beforehand.
AWP is committed to making all reasonable arrangements that will allow conference attendees to participate in conference events. All virtual conference events will be prerecorded in order to allow for captioning to be included.
Many accessibility services require advanced planning and reservations for a conference as large as AWP’s. In order to help us better prepare, all requests for accessibility services, equipment, or accommodations, should be submitted in advance. AWP can best meet accessibility needs when requests are sent to firstname.lastname@example.org by Wednesday, March 9, 2022. AWP will make every effort to accommodate requests that arrive after March 9.
If you or one of your presenters requires accessibility services to take part in the recording of your virtual conference event, please email email@example.com the scheduled recording session to request any accessibility services.
Please see the Accessibility Services page of our website for more information.
All presenters must register for the conference and can do so at our reduced presenter rate. The rate will be made available to all presenters, who will be notified via email about how and when to register.
Virtual-only presenters who do not plan to attend the in-person conference will be able to register at a virtual-only rate when events are accepted.
Attendee Terms & Conditions
Please visit the Attendee Terms & Conditions page for an explanation of these policies, which are automatically agreed upon by anyone who attends the conference.