Guidelines for participation

The conference organisers have prepared a short set of guidelines for participation in the Annual International Conference 2013. Prospective session organisers and delegates are asked to read and follow these guidelines when submitting a session or paper proposal to the conference organisers.

Contributions to the programme

Contributions by individuals

An individual may not normally make more than two substantive contributions to the conference programme. A substantive contribution includes:

• Paper or poster presentation (of any length)
• Panel member
• Discussant or any session contribution of another kind

Contributions to sessions which are not included in this limit are:

• Session organiser, chair or facilitator
• Non-presenting co-author

The conference organisers will do their best, but may not always be able to schedule sessions to prevent clashes in these 'other' cases.

Sessions

A session may not normally occupy more than two timeslots in the conference programme.

Innovative session formats are strongly encouraged in order to maximise the time and space available, for example interactive short papers, panel presentations, roundtable discussions, walking tours, gallery visits and so on.

Session organisers are especially encouraged to consider off-site activities that do not require the use of a room at the conference. 

Distance presentations

Skype or other video/audio-conferencing can be offered in a limited number of sessions at AC2013. 

The organisers undertake to provide both the equipment and technical assistance needed to offer successful video/audio-conferencing for conference presenters. The level of technical support usually needed for these sessions is high, because the organisers do their very best to ensure that the experience is good for both the presenter and the audience.

Presenters who cannot attend in person may either request Skype/video-conferencing access or send their session chair/organiser a pre-recorded video to play during the session. 

Special reduced registration fees apply for video presentations - please contact the organisers for more information, AC2013@rgs.org.

Session scheduling

The conference organisers make every effort to prevent timetable clashes for individuals in the conference programme. In addition, they attempt to minimise clashes for sessions sponsored by the same Research Group, or on a similar topic. In some cases, clashes cannot be avoided. All conference participants are asked to check the provisional programme carefully and advise the organisers of any potential problems.

Session organisers are asked to be as flexible as possible about scheduling arrangements, and to advise the conference organisers as early as possible about potential conflicts or challenges and special requirements (including AV/IT and room setups) that may affect the timetable.