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Annual Meeting Policies

Participant Disclaimer, Release and Indemnification of RSA

By registering to attend the conference, you agree to the Participant Disclaimer, Release and Indemnification and to abide by the RSA Professional Conduct Policy.


Professional conduct

As an international, multidisciplinary organization, the RSA seeks to provide an inclusive and productive environment for its diverse conference participants. Refer to the RSA Professional Conduct Policy for more information and the procedure for filing a complaint.


Conference collegiality and social media

The primary purpose of the RSA's annual conference is to promote interdisciplinary exchange and the study of the period between 1300 and 1700. Recent advances in technology have opened up many new and exciting possibilities that can facilitate this exchange of ideas, and the use of social media like Twitter and Facebook at conferences has sparked a series of dynamic discussions over the best way to incorporate social media into the conference experience. We encourage members to use the new tools of social media to engage with the conference, while at the same time maintaining the basic standards of professional courtesy and collegiality that encourage open and unfettered intellectual exchange.

We thus offer two basic principles for interactions at the conference. First, following the common understanding of intellectual property, attributions and quotations on social media should be as clear as possible, accurately representing presenters' arguments and ideas. Secondly, presenters, audience members, and commentators (whether in-person or online) should maintain a professional tone, avoiding personal comments or other matters one would not typically raise in a published forum.

A list of guidelines for all conference participants is available here.


Audio and video recording policy

Audio recording, video recording, and live broadcasting of sessions are not permitted without the prior express consent of speakers and audience members, in order to protect the privacy and intellectual property rights of conference participants. Violators will be asked to leave the conference, and may be barred from attending future RSA conferences.

In rare circumstances, members of the media may record short pieces designed to convey the conference atmosphere. Such arrangements must be made through the Renaissance Society of America and require the consent of all speakers at a session. When recording is approved, a representative of the Renaissance Society of America will accompany the reporter and crew. The session organizer will announce to the audience that audio or video recording will take place during a part of the session. Only background recording is allowed, not the recording of an entire session.

Requests for exceptions must be made in writing to the Renaissance Society of America and relevant speakers at least thirty (30) days before the conference.

Members of the media may occasionally record short segments at non-session events, such as receptions. Such arrangements must be made through the Renaissance Society of America.


Cancellation policy

Acceptance to the conference is a commitment to attend. To withdraw after the registration deadline, except in cases of emergency, is discourteous to your colleagues and to all those whose papers were not accepted for lack of space. Reading in absentia (whether by video-conferencing or presentation by surrogates) is not permitted. The RSA wants to encourage discussion and dialogue among panelists and attendees, and this is not possible if the author of a paper is not present. Speakers who fail to register and fail to show up at the conference to give their papers will be barred from speaking at the next year’s conference.

If you must cancel your attendance at the RSA Annual Meeting due to an emergency and wish to request a refund, the following rules apply:

There are no refunds on RSA membership dues.

A partial refund of the conference registration fee may be available, under limited circumstances.

If you submit a refund request on or before 31 December 2018, you will be refunded 50 percent of your registration fee, minus a $25 administrative fee.

No refunds will be issued for requests sent on or after 1 January 2019.

Exceptions for serious medical and family emergencies will be considered on a case-by-case basis by the RSA Executive Director, President, and Vice President, upon receipt of an explanation. In such cases, if a refund is granted, a $25 administrative fee will be assessed.


Presentation language

The RSA encourages presenters to submit their abstracts and give their talks in English when possible, in order to ensure the broadest potential audience for the work being presented. Papers may be given in other languages as appropriate. We expect that papers will be delivered in the language in which the abstract is submitted.


Graduate student guidelines

The RSA welcomes graduate student speakers who are within one or two years of defending their dissertations. However, all sessions must include at least one speaker who has received the PhD or other terminal degree. Sessions composed entirely of predoctoral speakers and sessions that include precandidates or MA students will not be considered. Predoctoral speakers should present dissertation research, not term papers. Their CVs must include the dissertation title and expected date of completion to make their eligibility clear to the Program Committee. Find more eligibility information on the Submission Guidelines page.

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