Information for convenors and authors

The Rules

Delegates may only make one presentation.  Delegates may also convene one panel, plenary session, or roundtable; or be discussant in one panel, plenary session, or roundtable.

All convenors and presenters must be members of IUAES (during 2014), and have paid their subscription before the conference.
All other delegates are encouraged but not obliged to become members of IUAES; non-members will pay a higher registration fee.

Convenors: controlling your panel

Panel convenors can use the login link in the menu at the top of the site to edit and administer their panels. Convenors should login to state any specific timing requests to do with their panel; to add the names of chairs/discussants (use the convention of Firstname Lastname (Institution); if these roles are to be taken by convenors, do not enter your own names there - as it's implicit that this will be the case where other names are not listed); and to manage the paper proposals. Co-convenors cannot be added/removed nor can panels be withdrawn through this environment - please email conference(at)iuaes.org to do this.
When papers are proposed via the website, they will be proposed to specific panels. Convenors will receive a summary email of the proposal. Convenors are welcome to acknowledge proposals by email, and even ask contributors to edit their abstracts by logging in themselves. When the call for papers is over, convenors must indicate their decisions over whether to accept/reject proposals through the login environment. If an author later emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment. The papers can be placed in order via the login environment.

Convenor responsibility

Convenors must ensure that not only do they communicate with paper proposers when they make their decisions, but as the conference approaches, they must communicate with panelists to confirm the order and length of presentations, remind them to register if they have not done so, guide them as to their paper content (where appropriate) and request papers in advance (if the convenors so wish).  While most of this information can be gleaned from the panel page of the site, panelists find this convenor communication reassuring and helpful, contributing to a more effective panel.

Pre-circulation of papers

IUAES has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on loads of email traffic, authors can upload PDFs of their papers within Cocoa, which will then show as a downloadable file beneath their abstract on the public panel page on this site. It is your choice whether you instruct your presenters to make use of this.

Length of panels and timing of presentations

Panels will comprise of 90 minute sessions. The organisers will allocate each panel a maximum of three consecutive 90 minute sessions, depending on the number of papers accepted. Each session may accommodate 4 papers, so convenors should allot each presenter a maximum of 20 minutes (for presentation and questions/discussion), allowing 10 minutes at the end for panel discussion. It is important to respect the fact that many presenters have travelled a long way in order to be able to contribute and clearly need time to set out their argument. This means that convenors may accept a maximum of 12 papers.

We are unable to represent specific intra-panel timings in our programme. Delegates reading the conference book will have to work on the assumption that papers will be evenly distributed through the panel. Clearly you may wish to amalgamate discussion time, but where possible please try to stick to this even distribution.

Authors: editing your paper

Paper proposers can use the login link in the toolbar above to edit their proposals. Co-authors cannot be added/removed nor can papers be withdrawn through this environment - please email ecsas2014(at)nomadit.co.uk to do this.

When the call for papers is over, convenors must indicate their decisions over whether to accept/reject proposals through the login environment. If an author later emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment. The papers can be placed in order of presentation via the login environment.

Communication between authors/convenors

Convenor/author email addresses are not shown on the panel pages for anti-spam reasons. However there is an in-built secure email messaging system. If you cannot work that, please email conference(at)iuaes.org to obtain relevant email addresses.
Any queries with the above please email conference(at)iuaes.org.