Creating Conference Session Proposals
contributed
by Janice Klein
Small Museum Administrators Board member
& Executive Director, Museum Association of Arizona
jkhm@mindspring.com
Small Museum Administrators Board member
& Executive Director, Museum Association of Arizona
jkhm@mindspring.com
Over
the last 30 years I’ve organized, chaired and participated in more conference sessions
than I can remember. Here are some of the things I’ve learned. These suggestions primarily apply to the American Alliance of Museums
Annual Meeting and MuseumExpo, but can be used for any conference.
CREATING A CONFERENCE SESSION
Where do you get session
topics?
As
they say, “talk about what you know”. One of the best places to start is with your
own accomplishments, challenges and on-going projects. Alternatively, organizing
a session about topics you want to learn more about is a great way of hearing
from your very own panel of experts. Your colleagues’ work is also a good source
for session topics. Giving your friends a chance to shine makes you look good,
too.
One
of my main sources for session topics are conversations on museum listservs. If
there are more than three responses in a thread, it’s likely that plenty of
people are interested. I keep folder on my Desktop for “Future Session Ideas”
made up of these e-mails and contact the authors when it’s time to start
proposing sessions.
Presentations
at other conferences or workshops can be re-purposed for a larger or smaller
audience or even adapted for a different type of museum. A session I organized
at one AAM Meeting on how small museums can be green was adapted from a
previous conference discussion for much larger (and richer) museums.
The
Conference theme and AAM’s various publications about current trends are also
good sources for topics, e.g., Dispatches from the Center for the Future of Museums or TrendsWatch.
Note:
Although AAM ‘s list of formats includes a short (30 minute) Case Study, in
general, a single project/case study does not make as good a session as one
that includes several projects/case studies around the same topic with a moderator
to draw it all together. Alternatively you can pair a theoretical presentation
with an illustrative project/case study.
Where do you find
speakers?
While
people may not volunteer, they are surprisingly willing to say “yes” when asked
directly. Don’t be afraid to ask good speakers you have heard at other
conferences or people whose work you have read. This is another reason to meet
speakers after sessions and get their cards and connect through social media. Again,
contributors to museum listservs are one of my primary sources. You can post
your session idea on one (or more) of those and ask for feedback and speakers. And,
of course, when using your colleagues’ work as the basis for a session topic,
they will probably make the best speakers.
What makes a “good” or
“balanced” panel?
Geographic diversity. It is perhaps unfortunate, but anyone NOT from
the East Coast, Upper Midwest or California is perceived as coming from an
“exotic locale". If your
panel all comes from the same area (or same museum), it will help your proposal
if you explain why you have chosen to do this, perhaps referring to one of the
criteria below.
Kind of museum. Even if your focus is on "smaller" or "mid-sized" institutions,
you can still include different subject matter or governance types.
Museums in the conference city or area. Your colleagues in the host city may have
great things to say, but they may not have travel funds. This gives them an
opportunity to present without leaving home.
Speakers from different museum professions. You may find it useful
to include a collections or security professional in a session about educational
programs in the galleries. Conservators, archivists and subject matter curators
don’t regularly attend AAM, but can add valuable perspectives. Having a volunteer on a panel is particularly
important when focusing on small museums, to show the importance/ability/value
of unpaid staff.
Representatives of all of the stakeholders. For example, if a session
is about community involvement in a project, make sure that a community member
is on the panel. Similarly, if you
are talking about a students or interns project, ask one of them to speak. Note: The different stakeholders
can come from different projects.
Filling out
the form
Title. If the conference theme
doesn't fit, don't try to make it. Colons in the tile are old-fashioned, but we
still use them a lot because....the title should clearly identify the content. Humor
is good to a limited degree, but negative titles can be a hard sell -- despite
the fact that we are encouraged to discuss failures as well as successes.
Description. Be as specific as possible – identify who will talk about what. Because
there are strict limitations on the number of characters in each field, this
information can be included in the presenters’ bios. Include a short discussion
of why this topic is important and, if applicable, how it relates to the
conference theme, current trends, a previously well-received session, or
publication.
Learning Goals. Again, be as specific as possible and don't be afraid of simple
language.
Session format. Over the last five years, the trend has been towards fewer “talking
heads” and more audience interaction. Besides the Case Study format, the other options
are Storytelling, Talk Show and Classroom. In general, the first is for those
who want to use audio-visual, including PowerPoint presentations, the second is
more purely conversational (with no audio-visual) and the last is for hands-on,
interactive presentations.
2016 AAM SESSIONS REVIEW PROCESS
Commenting on Sessions
(and Checking Your Comments)
Even
if you are not submitting a session proposal you can be an important part of
the process. Anyone can go to the AAM Session Proposal site and comment.
You will need to Log-in to start. If you are an AAM member, your Username will be your AAM membership number. If you are not an AAM member you can still comment (and propose sessions) by creating a free User Profile.
Then, click on View Proposals and Comment to see a list of session proposals, listed alphabetically by title. (Every new proposal is added in alphabetical order, not by date, so each time you log on you will need to look through the whole list to find new proposals). Click on the session to read what the organizer has written so far.
Most of the proposals will still be works in progress, but you can usually get a good idea of what the organizer is thinking. At the bottom is a box for Comments. This is the place to make suggestions for speakers, ideas for expanding or modifying the topic, or just saying how useful you think the session would be. If you have a strong concern about a proposal you can contact the organizer directly – their name and e-mail are in the first section on the form.
Note: If you have a proposal In-Progress on the AAM site, you may want to check back regularly to see what Comments may have been made, even if you don’t get a direct notification from AAM.
Questions or Comments? Let us hear from you. If you have questions for Janice, contact her by e-mail:jkhm@mindspring.com
You will need to Log-in to start. If you are an AAM member, your Username will be your AAM membership number. If you are not an AAM member you can still comment (and propose sessions) by creating a free User Profile.
Then, click on View Proposals and Comment to see a list of session proposals, listed alphabetically by title. (Every new proposal is added in alphabetical order, not by date, so each time you log on you will need to look through the whole list to find new proposals). Click on the session to read what the organizer has written so far.
Most of the proposals will still be works in progress, but you can usually get a good idea of what the organizer is thinking. At the bottom is a box for Comments. This is the place to make suggestions for speakers, ideas for expanding or modifying the topic, or just saying how useful you think the session would be. If you have a strong concern about a proposal you can contact the organizer directly – their name and e-mail are in the first section on the form.
Note: If you have a proposal In-Progress on the AAM site, you may want to check back regularly to see what Comments may have been made, even if you don’t get a direct notification from AAM.
Questions or Comments? Let us hear from you. If you have questions for Janice, contact her by e-mail:jkhm@mindspring.com
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