Please read this guidance before circulating your call for papers and submitting your session proposal.
The call for sessions, papers and posters for AC2020 is now open! We welcome contributions from members of the geographical and related communities. Proposals for all contributions must be received by Friday 14 February 2020. Please direct any questions to firstname.lastname@example.org.
The below guidance is for those planning to organise a session at the conference. Please also refer to our guidance for presenters, and our advice on conference session formats. We are also piloting innovative formats for distance participation at AC2020 - if you are interested in taking part please contact us.
There is more information below about:
how to organise a session;
key points to note;
sharing your Call for Papers
arranging session sponsorship by RGS-IBG Research Groups.
If you have any questions please contact us at email@example.com.
The deadline for proposing a session for AC2020 is Friday 14 February 2020. Your completed session proposal should include the full details and running order of papers (including abstracts and full author details) appearing in your session.
DOWNLOAD AC2020 SESSION PROPOSAL FORM (WORD)
Please send your completed session proposal form to firstname.lastname@example.org.
If you do not receive a confirmation of receipt within 48 hours, please re-send your session proposal.
Session organisers are responsible for soliciting and selecting contributions to their session, and returning a completed session proposal form to the organisers containing details of all papers/presentations for the session, by the deadline of Friday 14 February 2020. They are also responsible for ensuring that their contributors register to attend the conference by the early bird deadline of Friday 12 June 2020. More information about registration is available here.
If you have any questions about organising a session for the conference, please contact the organisers at email@example.com.
Sessions may take the form of presented papers, panels, practitioner forums, discussions, workshops, or something else. Innovative sessions and formats are encouraged. More information about innovative formats is available here.
Sessions are scheduled into timeslots of 1 hour 40 minutes long. A session may not normally occupy more than two of these timeslots in the conference programme. Any session organiser who thinks they will need more than two timeslots is encouraged to contact the conference organisers (firstname.lastname@example.org) well in advance of the session proposal deadline to discuss this.
An individual may not normally make more than two substantive contributions to the conference programme. Please remind contributors of this requirement when accepting paper proposals for a session. The conference organisers will also contact individuals making multiple programme contributions once all session proposals have been received.
Session 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 (Friday 12 June 2020) so that the session can be confirmed as going ahead for the programme.
All sessions will be reviewed by the AC2020 Conference Planning Committee before being accepted for the conference. The organisers hope to confirm formal acceptance of sessions by email before the end of March 2020.
Successful proposals, including the names and affiliations of session contributors, will be made public via the Society’s website and the conference programme booklet and will be kept on record as part of the Society's historical archive.
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.
All session organisers are encouraged to share their Call for Papers through the conference website. This enables prospective delegates to find sessions suited to their interests, and helps session organisers to coordinate sessions on related topics.
View Calls for Papers advertised by Research Groups and other session organisers
Send a copy of your Call for Papers to email@example.com. Please include:
The title of the proposed session (please keep session titles to 15 words or fewer where possible)
A short abstract for the session, including the expected format of contributions (please try to keep abstracts to 300 words or fewer)
Names, affiliations and email addresses of the session organisers
Instructions for prospective presenters on submitting their proposal (what information they should send and to whom)
A deadline for receiving abstracts (this should be well in advance of the main deadline of Friday 14 February 2020).
Sessions do not need to be sponsored by a Society Research Group in order to appear in the programme, but session organisers may wish to seek the sponsorship of one of the Society's Research Groups for their session.
Sponsorship normally consists of branding the session in the conference programme with the Research Group's name, and the opportunity to promote the session through the Research Groups communication networks. It does not usually cover the cost of speaker/presenter attendance unless specifically agreed with the Research Group.
Opportunities for sponsorship by Research Groups are limited and may be on a competitive basis. Each Research Group will manage its own sponsorship process; please see the list of Research Group calls for session proposals below. Session organisers should normally apply only to ONE Research Group for sponsorship. Session organisers who feel that their proposed session reflects the interests of one or more of the Society's Research Groups are encouraged to contact them directly. A list of groups and contact information is available here.
Advertised calls for session sponsorship
Each call for session proposals has its own deadline and process for submitting a session for sponsorship by that Research Group - more details available at each link below. Please read the call carefully and direct questions to the Research Group in question. This list of calls is not complete.
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