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Guidelines for participation
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Guidelines for participation

Prospective session organisers and delegates are asked to read and follow these guidelines when submitting a session or paper/poster proposal to the conference organisers.

Contributions to the programme

By individuals

An individual participant may not normally make more than two substantive contributions to the conference programme (paper presenter, panel member, discussant, etc.).

For timetabling purposes, a substantive contribution is defined as one where the individual concerned needs to be present in the session room, and so can include session organiser if attendance is necessary. For individuals proposing multiple co-authored papers, an alternative presenter must be clearly nominated at the time of submitting the session/paper.

No official limit is placed on the number of times an individual can be chair of a session, but the conference organisers may not always be able to schedule sessions to prevent timetable conflicts.

We welcome attendance and participation from all members of the geographical and related communities/disciplines and other interested parties. Given the content and nature of the annual conference, most student attendees are ordinarily at postgraduate level. If you are a student who is under 18 and are interested in participating in the conference, please contact the conference organisers at ac2018@rgs.org to discuss this before submitting a proposal or registering.


A session may not normally occupy more than two timeslots in the conference programme. Any session organiser who thinks they will need more than two timeslots is encouraged to contact the conference organisers early on to discuss this.

Session organisers are encouraged to consider more varied formats to allow for more discussion, such as interactive short papers, panel presentations, roundtable discussions, walking tours, gallery visits and so on. More information about innovative formats is available hereSession organisers should ensure that they have sufficient confirmed contributors to allow the session to go ahead if one or two withdraw. For paper sessions, we will consider those with four papers provided there are contingencies for replacing papers should any of the papers be withdrawn. For sessions with fewer than five papers, all presenters must register by the early-bird registration deadline so that the session can be confirmed as going ahead for the programme.

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

Virtual elements and distance participation

We have very restricted capacity for distance participation at AC2018. Presenters and session organisers who are considering a virtual element and distance participation are encouraged to contact the conference organisers at ac2018@rgs.org as early as possible, and ahead of submitting a session proposal. Please note that session proposals including a virtual element and/or distance participation will need to present a clear rationale for including this element. A registration fee still applies for distance participation; please contact the organisers for more information.

Session scheduling

Every effort is made to prevent timetable clashes for individuals in the conference programme and 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, and to then also check the final programme for any changes.

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.

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