Panel Submission Rules

Call for panels

Panel proposals submission is a first step in a two-step system. Panel proposals are reviewed by the Scientific Committee. After the decision on accepted panels, Call for paper abstracts will be launched, as a second step. Paper abstracts are submitted based on a panel abstract and are reviewed by panel convenors.

Submitting a panel proposal

While adherence to the conference theme is not a criteria for panel selection, we encourage panel proposers to make an effort to address issues outlined in the theme.

  • Panel proposals are submitted via form on Congress website: title (up to 25 words), abstract (up to 250 words) and keywords (up to 5 key words).
  • Panel proposal can be sponsored by IUAES Scientific Commission or organization associated with IUAES (IUAES / WCAA / WAU). We strongly encourage potential panel convenors to submit a panel on behalf of an IUAES Scientific Commission, or as a joint panel of two Commissions. In the panel submission form, in the line named sponsored by (IUAES Scientific Commission/IUAES/WCAA/WAU), please state the name(s) of Commission(s) or organization(s) you are submitting panel proposal on behalf of.
  • Once you submit a panel proposal you cannot edit it.
  • One participant may submit, convene or co-convene only one panel.
  • All conveners are asked to pay registration fee (including membership) to ensure their participation in the scientific program of the Congress (final program and book of abstracts).
  • Each panel can have only one convenor and one co-convenor (only in case of joining two, similar, panels, according to recommendations of Scientific Committee, the new panel will have one convenor and three co-convenors).
  • Convenor and co-convenor proposing a panel must be affiliated to institutions from different countries.
  • At least one of the convenors must have a PhD degree.
  • Because the official language of the Congress is English and all written materials will be English, all panel proposals should be in English as well.

Evaluation of panels

Once the Call for panels closes, Scientific committee will evaluate submitted panels. Panel convenors will receive final decision on their panel evaluation via e-mail from the Organizing Committee. Decision can be accepted, rejected, recommendations for minor changes or recommendation for merging with another similar panel.

Convenors’ responsibilities

Call for papers – Paper abstracts submission

Paper abstracts are submitted via Congress website, and panel convenors can login at any time to see submitted paper abstracts to their panel. If you, as a panel convenor, plan to have presentation in your own panel, please be aware that you also must submit a paper abstract to your panel via paper abstract submission system on the Congress website, as well.

Evaluation of paper abstracts

Panel convenors are responsible for the selection of the most appropriate papers for their panels.

  • Panel convenors evaluate submitted paper abstracts by clicking on accept or reject based on compliance with the topic of their panel and quality of the proposal.
  • Panel convenors can also click transfer for those paper abstracts they consider valuable but which do not fit in their panel. If they choose to do so, they should propose another panel they think is more appropriate.
  • Paper abstracts submitted to a panel can be oral presentations or posters. Panel convenors should evaluate both forms of presentations, even though poster session will be organized separately as a general poster session.
  • Decision on paper abstract evaluation will not be sent automatically to paper abstract proposer after the evaluation; the decision will be communicated by Organizing Committee once the paper abstract submission is closed.
  • Once the Call for papers closes, panel convenors should login to place oral presentations in order they wish.

Language

Even though the official language of the Congress is English, panel convenors can accept presentations in a different language. In such case, we ask panel convenors to contact the presenters of such presentations to make sure that presentations will be accompanied by extended slide presentation (such as PowerPoint) in English, and to inform them that the discussion will be held in English. It is recommended that convenors make sure that someone in the room can act as an interpreter. Organizers cannot provide simultaneous or consecutive translators.

Communication with panelists

Once the Call for papers closes, panel convenors can communicate with presenters in their panel on any issue via e-mail. We ask panel convenors to keep the participants of their panel informed of:

  • date, time, and location of their presentations
  • order of presentations in the panel
  • the obligation to register
  • any late changes and any other information related to the panel.

Also, panel convenors should immediately inform the Organizing Committee about any withdrawal of panelists.

Canceling or merging panels

A panel will be cancelled only if there is no paper abstracts submitted. Panel convenors of panels with only few paper abstracts submitted and accepted (up to 3) will be contacted by the Organizing Committee with a proposal of merging two similar panels.

Moderating a panel

Each presenter will have a maximum of 15 minutes for presentation and 5 minutes for discussion. We kindly ask all panel convenors to stick to the program and timing. 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. Also, because of many parallel sessions, sticking to schedule is important because of interested audience. Should there be a major change in the program of your panel, please inform the Organizing Committee well in advance and we will post it on the website in the News section.

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