Proposal Steps and Review

The goal of the AMIA Conference is to present a broad-based program that speaks to a wide range of attendees with a balance of theory and practice, inviting new ideas and concepts that stimulate additional interest, involvement, and educational benefit. In keeping with ongoing membership discussions about diversity and inclusion, we urge proposers to use AMIA Conference sessions as an opportunity to include new voices and offer diverse viewpoints.

 

Proposal Steps

Session Formats

It is important that your session type match the description of your panel.  When the description and type do not match it’s difficult for the peer reviewers to know what is intended.

  • Paper Presentation (25 minutes). Fully prepared papers/reports of 20 minutes each with 5 minutes of Q&A. Two 25 minute sessions are scheduled in each 60 minute time slot so it is critical that each presentation is fully contained within the 25 minutes allocated.
  • Panel (60 minutes). A session consisting of a panel of three to four individuals who discuss a variety of theories or perspectives on the given topic. Panels are up to 40 minutes of presentation with 10 minutes of Q&A.
  • Forum/Conversation (60 minutes). A session of informal presentations on a general subject area, where participants share what they know. Proposals in this category must include a facilitator who will coordinate the session and any discussion.
  • Project Report (10 minutes). A single presenter presentation. This may be a report on a completed, current, or future project.  Four Project Reports will be scheduled in each 60 minute time slot.  A facilitator will be assigned to coordinate presentations introduce speakers, and ensure the session runs smoothly and on time.
  • Screening Session (60 minutes).  The session may include speakers/discussion but the screening portion should be minimum 40 minutes. Screening Sessions are done in meeting rooms during regular session slots.
  • Workshop. Workshops are a half day (3-4 hours) or full day (6-8 hours) training designed to teach or refine skills.
  • Poster Presentation. Poster sessions occur during the lunch break in the Pavilion.
  • Lightning Talk: AI in the Archive(4-5 minutes). A 4-5 minute talk on AI tools & policies in Archives. Lightning talks are informal, focused, and designed to spark conversation. This Lightning Talk session will include 6-8 talks followed by a Q&A with all speakers. More information on each Lightning Talk session is here.
  • Lightning Talk: Preparation, Response, & Recovery in Archives (4-5 minutes). A 4-5 minute talk offering an opportunity to share practical experiences, lessons learned, and evolving strategies for protecting collections and sustaining operations in the face of unexpected emergencies. . Lightning talks are informal, focused, and designed to spark conversation. This Lightning Talk session will include 6-8 talks followed by a Q&A with all speakers.
  • Lightning Talk: Current & Future Projects (4-5 minutes). A 4-5 minute talk offering an  an opportunity to share what you’re working on, talk about early thinking, and connect with others who may have similar interests or complementary expertise.. Lightning talks are informal, focused, and designed to spark conversation. This Lightning Talk session will include 6-8 talks followed by a Q&A with all speakers.

 

Session Topics

The goal of the conference is to present a broad-based program that speaks to a wide range of attendees with a balance of theory and practice, inviting new ideas and concepts that stimulate additional interest, involvement, and educational benefit. Session categories include, but are not limited to:

  • Preservation, Restoration & Technical Practice. The day-to-day work of preserving media, including film, video, and audio digitization, playback, quality control, restoration workflows, storage, and collection care.
  • Access & Exhibition. How media is restored, presented, and experienced, exhibition formats, and curatorial approaches.
  • Metadata, Cataloging & Description. How media  is described, organized, and made discoverable, including metadata standards, cataloging practices, and access systems.
  • Technology, AI & Automation. How emerging technologies are being used in the field, including artificial intelligence, machine learning, and automated workflows.
  • Rights, Ethics & Policy. How legal and ethical frameworks shape the work, including copyright, licensing, fair use, and questions of responsible stewardship.
  • Trust, Authenticity & Provenance. How we establish and communicate the authenticity of audiovisual materials, including provenance, verification, and trust in a digital environment.
  • Community Archives & Inclusive Practice. How archives work with and support communities, including community-based collecting, equitable access, and collaborative models of stewardship.
  • Broadcast, News & Regional Media. The preservation and use of broadcast and regional media, including local television, news archives, and other time-based media collections.
  • Infrastructure, Systems & Standards. Covers the systems and workflows that support av collections, including DAMS/MAM, storage, and managing materials at scale.
  • Sustainability, Funding & Organizational Strategy. How organizations sustain this work over time, including funding models, partnerships, and long-term planning.
  • Learning, Training & Career Pathways. How people learn the work—through schools, fellowships, on-the-job training, and community-based programs—and how the field can better support entry and growth.
  • Research, Scholarship & Professional Practice. How the field develops and evolves, including research, scholarship, and shared practices that shape the work.
  • Collection Spotlight. Highlighting specific collections – e.g.  their unique content, significance, preservation challenges, and access strategies.

 

Proposal Review

All proposals are peer-reviewed by a panel chosen from the AMIA membership, including representatives from each AMIA Committee, who possess a broad range of expertise. Peer Reviewers comment on the overall quality of the proposal and consider these things:

  • Is the topic timely? Does it reflect current discussions in the field?
  • Is there new information being presented?
  • Is there an effort to bring in new voices on the subject?
  • How broad an audience does this topic speak to?
  • Has the topic been discussed already or been repeated frequently?
  • Is there a speaker outlined that is crucial to the success of the panel?
  • If a single presenter, does the proposal outline a clear perspective?
  • If a panel presentation, is a balanced point of view presented or are there other areas to be considered?

 

Proposal Checklist

  • I have downloaded a copy of the proposal form so I can review the information I will need to submit online.
  • I have selected a program category, goal, and session format.

  • My proposal includes speakers and/or facilitators with diverse points of view and experiences.

  • I have confirmed the participation of my speakers.

  • I have looked over the evaluation criteria to make sure my proposal hits all the points.

  • I have checked  to make sure I’ve answered all questions as fully as possible.

  • I have reviewed the AMIA Community Agreement and Code of Conduct.

  • I am ready to submit my online proposal here.
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