Will accept/decline notices for the in-person conference be released before the Virtual Symposium?
We hope to release accept/declines by the end of the first week of December.
When will Caucus/SIGs be asked to submit panel sponsorships?
Our goal is to have conference acceptance decisions released by the end of the first week of December. The preliminary schedule, including panel line-ups for accepted open-call proposals, will follow in mid-December. At that point, the SCMS Office will prompt Caucuses and SIGs to begin panel sponsorship discussions. You will then have about one month to make your selections. We recognize that mid-December can be a difficult time given the winter holidays. Unfortunately, the tight planning calendar leading into the Annual Conference leaves little flexibility to shift these steps outside that window. We hope that providing advance notice will help groups plan ahead for these conversations, and perhaps prepare a Call for Panel sponsorships to be released immediately upon distribution of the preliminary schedule.
Why is the Virtual Symposium scheduled for early December? That time of year can be challenging.
We understand that some would prefer the Virtual Symposium to be closer to the in-person conference. However, given the intensive planning required for the conference itself, this timing helps make both events run more smoothly. While other options have been considered, early December has generally worked best for most participants. We appreciate your flexibility and understanding as we work to keep both events accessible and manageable.
The timing of the old Pre-Conference, two weeks before the Annual Conference, worked much better for Caucus/SIG business meetings. What does SCMS recommend for Caucus/SIG meetings held during the Virtual Symposium in December?
We understand that the timing of the old Pre-Conference felt more natural for hosting Caucus and SIG business meetings. Moving those meetings into December as part of the Virtual Symposium may feel less connected to conference preparations.
We encourage groups to use the Virtual Symposium as an opportunity. It provides a flexible and accessible space, without competing against the crowded in-person schedule, so that business meetings, planning sessions, and community events can take place without distraction. Many former Caucus/SIG leaders specifically asked for more “breathing room” at the Annual Conference, and shifting these activities online helps make that possible.
We also recognize that for some groups, the Virtual Symposium may be the only realistic time to hold a business meeting before the conference. Announcing acceptances shortly before the Symposium should help make these meetings more purposeful, giving groups concrete items to discuss in relation to the Annual Conference.
Some ways groups might use their Symposium time include:
- Hold a business meeting focused on current Caucus/SIG matters.
- Host an informal presentation, roundtable, or book talk on topics relevant to the group.
- Organize themed discussions on media or new scholarship.
- Create social or mentoring opportunities through breakout rooms, trivia, or low-stakes community-building activities.
- Run collaborative planning sessions for future initiatives such as writing groups, mentoring programs, or in-person conference social events.
- Offer virtual mentoring or Q&A sessions on pre-announced topics, including constructive feedback on short writing.
Whatever you choose, announcing your events clearly in advance will be key to strong attendance and engagement.
Why is U.S. Central Time being used?
For synchronous events, there is not a single time that works for everyone. We use U.S. Central Time because it offers the best overlap for most of our membership (North America, much of Latin America, and Western Europe) and maximizes inclusivity and accessibility for the highest number of attendees. This choice reflects past attendance patterns and member feedback, a pragmatic compromise to support broad participation and reliable operations. Where possible, we’ll list times in both CT and UTC.
Tools for time zone conversion:
Use a search engine: Simply type "time zone converter" or the time conversion you need.
Who can attend the meetings during the Virtual Symposium?
All active SCMS members will have access. Chairs may signal parts of the agenda that are primarily for their group, but attendance is not restricted beyond active membership. Some organizational meetings, such as Standing Committee, the Institutional Chairs Meeting, and the JCMS Editorial Board Meeting will be closed to only members of those groups.
Where will sessions be listed, and how do members get links?
Sessions will appear in the Virtual Symposium Zoom platform. All active SCMS members will have access. Zoom links will be posted there.
If our group needs more than one hour at the Virtual Symposium, can we request it?
Yes. If your group needs more than one hour at the Virtual Symposium, please email office@scmstudies.org and we’ll work with you to find the best option. We set one hour as the default to keep the schedule clear and manageable across five concurrent rooms each hour, and to give groups fair access to time and space, as best we can. We’ve found that virtual participants often have less stamina for longer meetings, so the shorter time helps keep sessions focused with high engagement.
Who is hosting the Virtual Symposium’s Zoom rooms, and what features are available?
Chairs will be made co-hosts with screen share, breakout rooms, polls, and chat enabled.
Will sessions be recorded?
Recording is optional and at the discretion of the co-hosts and presenters. If you plan to record, make sure to obtain speaker consent.
What accessibility supports are available?
Auto-captions will be enabled. For ASL or other accommodations, please contact the SCMS Office at least three weeks in advance so we can coordinate.
Will there be day-of tech support?
Yes. There will be instructions on how to access support in the Virtual Symposium materials sent out on December 3.
How do we change or cancel our timeslot after signing up?
Email the SCMS Office (office@scmstudies.org) at least 72 hours before your timeslot so we can update the listing.
Can we meet outside the Virtual Symposium window?
Caucus/SIGs are welcome to hold additional meetings at other times. The Virtual Symposium window is the shared, supported slot with staffed support and centralized promotion.
Will Board feedback on Caucus/SIG Annual Reports be available before the Virtual Symposium?
The Board will review Caucus/SIG Annual Reports shortly before the Virtual Symposium, but feedback (if requested) likely will not reach you until after your Symposium meeting.
