Conference and Convention Support

Conference and Convention Basics

Conference versus Convention:

In the Communication Studies discipline, these terms are often interchangeable. End-of-life, death and bereavement scholars frequently present research at the following conferences/conventions:

The National Communication Association (NCA)
https://www.natcom.org/

The International Communication Association (ICA)

https://www.icahdq.org/

Western States Communication Association (WSCA)
https://www.westcomm.org/page/convention

Southern States Communication Association (SSCA)

https://www.ssca.net/convention

Rhetoric Society of America (RSA)
https://rhetoricsociety.org/aws/RSA/pt/sp/conference

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Helpful Articles:

1. Academic conferences 101: What they are, why go, how to present and how to pay for it all
[American Psychological Association]

2. 6 Tips For Giving a Fabulous Academic Presentation

[Wiley Publishing]

Navigating Conference Terms

General Conference/Convention Terms:

CHAIR/SESSION CHAIR = The person responsible for managing and moderating a session, introducing speakers, and keeping time.
PROCEEDINGS = A collection of academic papers presented at a conference, often published as a book or in a special journal issue.
PAPER PANEL = A panel of academics presenting either finished manuscripts or papers-in-progress for audience feedback.
DISCUSSION PANEL = A session where multiple experts discuss a topic, usually with a moderator ("chair") facilitating the conversation. A discussion-based panel, facilitated by a panel chair, that has opening comments from presenters. Audience questions and panelist answers follow.
POSTER SESSION = A presentation format where researchers display their work on posters and engage in discussions with attendees.
SYMPOSIUM = A session or meeting focused on a particular theme, often featuring several presentations and a structured discussion.
PROFESSIONAL DEVELOPMENT WORKSHOP = Sessions aimed at building skills, such as grant writing, publishing, or public speaking, for academic growth.
ABSTRACT = A brief summary of a research paper or presentation, outlining the main points and findings.
KEYNOTE SPEAKER = A featured speaker, often an expert in the field, whose presentation highlights the central theme of the conference.
ROUNDTABLE = A more interactive format where small groups discuss a specific topic, often with each participant contributing actively.
CALL FOR PAPERS (CFP) = An invitation for researchers to submit abstracts or papers for presentation at the conference.
LIGHTNING TALK = A short, typically five-minute presentation to convey key ideas quickly.
EARLY CAREER RESEARCHER (ECR) = A term for researchers at the beginning stages of their academic careers, often used to describe those eligible for certain support or grants.
BEST PRACTICES = Recommended methods or techniques widely accepted as effective within a field.
PEER REVIEW = The evaluation of a research work by one or more people of similar expertise to ensure quality and validity.

NCA

At the National Communication Association (NCA), there may be confusion about what constitutes an interest group. "Interest Group" is the umbrella term for NCA-official divisions, sections, and caucuses:

CAUCUS = Identity-based group
SECTION = Career interest group
DIVISION = Research interest group

More information is available on NCA's website.

Academic Panel Tips

Follow Through

If you propose a panel to a group of scholars, it’s expected that you’ll take charge of writing and submitting the formal proposal on behalf of the group. Typically, the person who initiates the panel idea becomes the Panel Chair (or Co-Chair, if shared with another organizer).

Example: If you suggest a panel on a given topic, you would handle the paperwork, submission, and logistics for the group.

Ask for Help

If you’re unsure of how to submit, check the conference website for contact information and reach out to the submission coordinator for guidance.

Example: If the site doesn’t explain formatting requirements for the proposal, email the coordinator for clarification.

Work Together

Academic panels are collaborative. Ask your panel members to review the proposal draft and provide feedback.

Example: Before submitting, share the draft with your panelists to ensure everyone’s ideas are accurately represented.

Community Mindset

Focus on amplifying your panelists’ ideas and supporting their work. Ask how you can use the panel to highlight their scholarship.

Example: Ask, “Is there a specific area of your work you’d like us to emphasize in the panel discussion?”

Prepare for the Unexpected

Have a backup plan in case of last-minute issues, like panelists dropping out due to funding or travel problems. Ask if the conference allows remote presentations for those who may need it.

Example: If one panelist can’t attend in person, confirm with the event coordinator if they can present virtually.

Academic Intellectual Property Basics

Give Credit Where It’s Due

If your paper or panel builds on someone else’s work or ideas from past panels, always cite those scholars. Scholarship often builds on previous work, but failing to credit others is seen as unprofessional.

Example: If your presentation draws from another researcher’s framework, mention their contribution in your talk and citation list.

Always Cite Photos and Media

Using images and media in your presentation boosts engagement, but uncredited visuals are a form of theft. Always credit your sources unless the image is your own or royalty-free.

Example: If you include a photo from a museum website, list the photographer and source on your slide.

Stay Self-Aware

Claiming others’ work as your own harms the academic community and damages your reputation. Especially for early-career scholars, citing others shows integrity and professionalism, building trust in a tight-knit academic world.

Example: If you use a colleague’s theory, openly acknowledge their work to avoid creating a hostile environment and potential backlash.

Collaborate When Using Others’ Work

If you want to use someone else’s ideas, theories, or visuals, talk to the original creator. Ethical research and relationship-building require you to reach out when using others’ intellectual property.

Example: If you plan to adapt another scholar’s concept in your work, send them an email to discuss and credit their contribution.

Take Responsibility for Mistakes

If someone points out that you’ve used their work without credit:

a. Acknowledge their concern and apologize.

b. Correct the issue by adding proper citations.

c. Notify publishers or conference organizers to ensure they receive credit.

d. Don't repeat the mistake in the future

The responsibility to prove proper use lies with the person who may have misused it, not the original creator.

Example: If a colleague notices you used their research framework without credit, apologize, add citations, and contact relevant editors to update records.

For more on copyright, check out the Association of Research Libraries’ guide: Know Your Copyrights.

Frequently Asked Questions

Question: "I want to create the same or similar conference presentation/panel at another event, but I’m not the original chair or creator. What should I do?"

Answer: Talk to the original chair (or co-chairs) about your idea and invite them to participate. Ask for their permission to use their original concepts. Don’t proceed without their input—it’s considered unprofessional to use others’ work without involving or crediting them. Including them or citing their work isn’t gatekeeping; it’s an ethical way to track scholarly contributions.

Question: "I’m not sure if a similar idea has been presented before. How can I avoid unintentionally copying someone’s work?"

Answer: It’s your responsibility to be familiar with prior research in your field. Review recent conference programs, convention records, and relevant publications to ensure your work is original and not duplicating past presentations.