The following resource was compiled through the process of developing and presenting a panel on demystifying academic conferences in ancient studies fields, held in October 2025.

We are deeply grateful to our panelists Christine Davidson (Assistant Professor, Trent University), Johanna Kaiser (Lecturer, University of Pennsylvania/ Howard University) and Kaitlin Smith (PhD Student, University of North Carolina – Chapel Hill) for their substantial and invaluable contributions to the event and to this resource!

What are some associations and conferences to know about?

Here are a few major ones you’ll likely hear about:

• AAH – Association of Ancient Historians 
• AIA – Archaeological Institute of America
• ASOR – American Society of Overseas Research
• CAC – Classical Association of Canada
• EAA – European Association of Archaeologists (permanently hybrid)
• SAA – Society for American Archaeology
• SCS – Society for Classical Studies

Some regional or topic-specific organizations hold smaller annual conferences:

• CACW – Classical Association of the Canadian West
• CAMWS – Classical Association of the Middle West and South
• CANE – Classical Association of New England
• CAPN – Classical Association of the Pacific Northwest
• International Congress of Papyrology (every three years)
• WCC – Women’s Classical Caucus

 Looking for a list of calls for papers? Check out https://call-for-papers.sas.upenn.edu/ 

Putting Together a Panel

What’s the difference between a panel proposal and an individual abstract?
A panel proposal lays out the theme, structure, and participants for a full session, while an individual abstract focuses on your own paper or project. Both need clear writing and a strong connection to the conference theme.

Note: If you are submitting in response to a CFP for a chaired panel/session in development, your abstract will first be evaluated by the session organizers before submission to the conference program committee. Depending on the number of submissions, organizers may choose to accept or reject proposals before submission of the full session. If you have questions about submissions that are not covered in the CFP, reach out to the session organizers!

Individual abstracts will be submitted to a conference’s program committee and will be assessed once.

How can I increase the chances that my roundtable, workshop, or panel gets accepted?
Make sure it has a clear focus and broad appeal. A strong opening hook helps, as does a short literature review showing how your topic fits into larger conversations. Always check the submission requirements carefully. Note that AIA and SCS usually have different rules and deadlines, so check each website in turn!

What does organizing a panel ACTUALLY involve, and how can I put one together?
Start with a topic that genuinely reflects your interests. You’ll usually be responsible for chairing the session and reviewing submissions, so choose something you find engaging. Carefully read the submission guidelines and examples on the conference’s website, and think about including a mix of voices, perspectives, and career stages.

There are two ways to build a panel:

• Submit your topic idea first. If it’s accepted, you’ll then post a call for papers (CFP).
• Gather your participants first and submit the full panel as a package.

Either way, reach out to your network and use listservs to find participants. There are many field-specific and regional lists, which are great places to connect and share CFPs. Tip: submitting late can sometimes cost money, so plan ahead.

If your panel is accepted, you’ll take on a coordinating role as chair. The responsibilities usually include:

• Keeping panelists updated and confirming presenters.
• Sharing time limits, order of speakers, and any guidelines from the conference.
• Asking participants for draft papers or slides so you can see how the talks fit together.
• Preparing short introductions and a brief framing statement for the session.
• Managing logistics on the day (checking technology, starting on time, moderating Q&A, closing the session).

Good chairs help set the tone for an inclusive, thoughtful discussion that runs smoothly and stays on time. It’s also a great way to build experience and visibility in your field.

You can also co-chair a panel with colleagues, mentors, or other scholars (senior or junior!) with a shared research interest. Co-chairing can help share the logistical load!

Presenting at a Conference

What are the main types of presentations?
Conferences usually include posters, papers, and panels. Each serves a different purpose:

• Posters let you showcase visual or data-driven projects. They can’t be presented virtually, but they’re great for informal conversation.
• Papers are more traditional talks and are much stronger items on your CV.
• Panels (sometimes called workshops or roundtables) are discussion-based and good for exploring ideas or experiences collaboratively.

Don’t default to a poster because you’re nervous about speaking. If you want to present, try submitting a paper first!

What should I expect as an attendee?
Listen, learn, and meet people who share your interests. Conferences can be intense but rewarding! You’ll hear new research, attend receptions, and network with peers and mentors. You can also volunteer, which can offset costs and help you meet people early on in the conference. AIA, SCS, and EAA all circulate calls for volunteers who will receive free or reduced fees in return for their service.

What makes a good conference presentation?

1. Keep it within the time limit specified to you by the organizers. Rooms are usually booked back-to-back for other sessions. Running over time risks not only cutting into the break but also cutting into someone else’s speaking time.
2. Speak at a normal, comfortable pace! You want to make sure people can understand what you are saying and follow your argument.
3. Don’t overload your slides. Visuals should support your argument, not distract from it. If you have a handout, opt for a font that can be read easily by your audience. If you’re presenting a poster, remember to make sure the font size is large enough to be viewed from a moderate distance. 
4. Practice with friends or record yourself once or twice to make sure you sound confident but natural and to make sure your “script” (whether prepared or not) flows well with your slides or handout.

What does “chairing” or “responding” mean?
At the conference itself, the chair keeps the session on time and introduces speakers. A respondent offers brief comments or questions that tie the presentations together. If you hold either role, prepare in advance: read abstracts, plan transitions, and make sure break and discussion time is preserved.

If you are seeking a respondent for a session you have organized, make sure you select someone whose research broadly aligns with the topic. Remember to reach out well in advance of any deadlines and keep back-ups in mind. Finally, your respondent will likely want to read the papers (at least in draft format) before the conference. Make sure to ask your respondent how much time they’d need and request drafts from your speakers early enough to meet that deadline.

Navigating the Experience as a First-Gen or Low-Income Scholar

How do I manage the pressures of attending conferences?
Find someone to connect with before you go, whether a friend, peer, or even FGLIF contact (let us know if you’d like some help!). Make plans to meet early in the conference. Ask around for roommates or shared Airbnbs to cut costs, and don’t hesitate to request departmental travel support or extra funds from your institution.

Reach out to scholars you admire before the conference rather than trying to introduce yourself in a crowd. Senior students in your department can also help you prepare.

Start small if that feels more comfortable. Smaller or regional conferences can be great practice before tackling the larger ones.

Above all, remember that everyone feels awkward at first. You’ll find your footing with time.

Are there FGLIF events at conferences?
Yes! We often co-host informal social events. In January 2026, we will hold a joint reception with the Student Affairs Interest Group (an AIA-affiliated group) on the Thursday night of AIA/SCS. It will be a relaxed space to meet others who share your experiences while enjoying some free snacks and drinks! We are also hosting our regular business meeting and a panel on the experiences of contingent faculty in our fields.

Practical and Professional Considerations

How do I find travel funding if my department doesn’t cover it?
Check every possible source: graduate associations, research offices, local AIA societies, or the conference itself (many have travel bursaries or volunteer positions that waive fees). Even small grants add up, so apply to several, but double check whether they can be held concurrently. Read the fine print!

If your stipend schedule is inconsistent, be mindful about budgeting. Many graduate students do not receive a summer stipend or need to dedicate some funding to fieldwork. Spending a large sum in January could leave you in a financial bind later in the year, so be cautious and seek assistance wherever possible before spending your own funds.

Remember that many institutions operate on a reimbursement basis, meaning you will have to register and book your travel and accommodation ahead of time, and will not receive the funds from your department (if they offer support) until later. Consider the impacts of cash flow. Sometimes you may be able to ask your department for exceptions depending on your personal circumstances.

Specific grants

• AIA Graduate Student Travel Award
• CAC AGM Travel Assistance – listed on the annual conference page
• EAA travel grants – listed on the annual conference page
• American Institute for Southeast European Studies – travel grants for southeast European scholars travelling to international conferences 
• AAH Meeting Subvention Fund
• ASOR Travel Grants

How do I decide which conferences to attend?
Balance cost, visibility, and relevance. Smaller or regional meetings (like CAMWS, CAC, CANE, or CAPN) are more affordable and less overwhelming, while big ones like AIA, SCS, AAH, or EAA look stronger on a CV, but can cost more money to attend. Topical conferences can also be valuable if they fit your focus and can sometimes lead to great opportunities for networking, publishing, and even co-editing a volume, but you should never pay out of pocket or put yourself in a financially difficult position to attend them.

How should I handle feedback from a presentation?
Take notes! You’ll want to look back on them later once the conference is over. Think carefully about what resonates and what doesn’t. You don’t have to respond to or act on every suggestion right away. Often, that feedback can shape your next paper or help you decide what to publish later. 

Feedback might come from someone interested in having a dialogue with you but who adopts a different approach or methodology. Their advice can be very valuable but doesn’t necessarily mean you need to change the way you conduct your own research. Share conference feedback with your mentors, who can offer some advice on how to move forward with it.

Can presenting lead to future collaborations or publications?
Absolutely! Conferences are a great springboard for future partnerships. Keep in touch with people who ask good questions or share similar interests. A casual chat over coffee can lead to co-authored papers, new projects, strong mentorship opportunities, and even friendships!

Conference Culture and Networking

Do I have to stay for an entire panel?
If you’re presenting, yes. However, it is pretty typical to see audience members leave a panel to attend a meeting or another panel. If you know you will need to leave, consider leaving at the time allotted for a break, or between papers. If you know you will need to leave in the middle of a paper, sit at the end of a row or at the back of the room to limit disruption and avoid distracting the speaker.

How do I approach networking?
Start by attending social events or panels related to your interests. When introducing yourself, keep it short: name, institution, and, if in a social setting, what you study. It’s completely fine to follow up politely later by email or on social media.

What happens at business meetings?
They usually cover organizational updates, elections, review of the year’s activities, and gathering feedback for future planning. Unless any are specified as invite-only or closed, you are welcome to attend, even as a student or early-career scholar! It’s a good way to learn how associations work and even volunteer to get involved in interest groups or associated groups. You are very welcome to join our FGLIF business meeting!

What are Interest Groups, Affiliated Groups, and Communities?

These groups bring together association members who have a common interest in particular subjects, typically scholarly interest, regions of study, or shared identities and experiences. These organizations are more self-sufficient than formal committees.

Groups like these often provide a platform for members to collaborate, share resources, and engage in discussions related to their shared interests or experiences. They also offer opportunities for networking, mentorship, solidarity, and professional development.

• AIA Interest Groups
• SCS Affiliated Groups
• EAA Communities