Session Chair Timeline / Deadlines

Add these dates to your personal calendar so that you can help authors in your session stay on track with their deadlines, and also plan and prepare for your own participation in the meeting.

In the timeline below, * indicates specific deadline dates to meet during the specified week.

WEEK of
Weeks before Meeting
 Action
13 Sept 2024
13
 Acceptance/rejection letters sent to authors.
13 Sept 2024
13
 Authors begin preparing presentation (and writing paper if applicable). Factor at least 3 weeks and up to 6 weeks for internal and/or customer review into author's personal timeline in order to meet presentation (and paper, if providing one) due dates.
16 Sept 2024
12
 Make sure your JANNAF Portal account is active and you can log in. Don't have one? Apply now. A Portal account is required to view Preliminary and Final Programs and is a pre-requisite to registering for and attending the meeting. Review the Registration process and requirements HERE.
14 Oct 2024
8
 Estimated Timeframe for Meeting Invitation, Preliminary Program, and registration instructions to be posted online and for Registration and Hotel Reservations to open.
21 Oct 2024
7
 Recommended to make initial contact with authors in session during this week. Encourage authors to begin work on presentations.
21 Oct 2024 *
7
 Workshop and Specialist Session Chairs: Final detailed agendas and all Invited Presentation details for Specialist Sessions and Workshops due 25 October.
21 Oct 2024 *
7
 25 October is the deadline for submission of changes to the Final Program.
28 Oct 2024
6
 Make second contact with authors in session. Urge authors to begin registration process and complete presentations soon if they need to submit for review/approval.
4 Nov 2024
5
 Make third contact with authors in session by this date regarding pending deadlines for presentation and publication clearance form and registration.
8 Nov 2024 *
4
 Papers and Publication Clearance Forms due 8 November. Author must have an active JANNAF Portal account to upload.
8 Nov 2024 *
4
 8 November is the last day for the Early Registration Fee (all attendees).
18 Nov 2024
3
 Make fourth contact with authors in session this week to get author status update re: presentation and publication clearance form and registration.
22 Nov 2024 *
2
 Presentation files due 22 November. Author must have an active JANNAF Portal account to upload.
22 Nov 2024 *
2
 22 November is last day to pre-register (all attendees). Must have an active JANNAF Portal account to register.
25 Nov 2024 *
2
 27 November is the last day to make reservations at the Hilton Charlotte University Place (may sell out sooner).
8 Dec 2024 *
0
 8 December is the start of the on-site registration period. Use of own device required; higher fee applies.
9 Dec 2024 *
0
 Start date of SMBS/PEDCS/SEPS/HTMAS/PIB Joint Subcommittee Meeting.
20 Dec 2024 *
-1
 Last day to submit Session Chair Evaluation and Best Paper recommendation.

Session Chair Reminders

Session Chairs should make early and frequent contact with authors in their session to help minimize missed deadlines and withdrawn papers. Dates are indicated in the Session Chair Timeline.