Information for convenors and authors
Rules
SIEF requires all accepted panels to be open to paper proposals through the website: panels should not be organised as 'closed' sessions.
No panel may run for more than three sessions of 90 minutes.
Only one paper per contributor will normally be accepted, but individual paper presenters may, within the constraints of the timetable, also play other roles in the Congress, for example, as convenor, chair or discussant of a panel, or contributor to the workshop programme.
Delegates may only convene one panel, although they may also make one presentation, be a discussant in one panel, and/or present a poster. We ask that convenors only propose one panel.
Convenors of accepted panels are obliged to be members of SIEF for 2015. Paper-givers and other delegates are not obliged to become members of SIEF for 2015, however all are encouraged to support the Society in this way. There will be a financial incentive to do so, in that non-members will pay a higher registration fee.
Congress format, submissions and timetable
Following the opening event (including a keynote) the programme will run over three full days. Each day of the Congress includes an invited keynote speaker and a series of parallel panel sessions that will discuss selected themes. The Congress comprises sessions with different formats, from the panel sessions with paper presentations, to workshops, intended to open to practice-based research, and poster sessions. There will also be open-topic panels, to accommodate papers that may not fit into the proposed panels. There will be a closing plenary roundtable and the Young Scholars Prize lecture.
Workshops
Workshops are conceptualized as practical events, guided discussions and free-format exchanges leading to specific public outputs. They may include elements of performance, exhibition materials, or interactive media displays.
Poster sessions
The poster sessions are meant to provide everyone with the opportunity of presenting their work, without
overburdening the program, and accommodate those who do not wish to present orally. Posters must confirm to the
same basic requirements as outlined for the panel sessions. Sessions will run throughout the Congress, with
dedicated slots when poster presenters will be available at their respective display to discuss their topic with
the colleagues. Junior scholars are especially encouraged to participate with a poster presentation.
Convenor responsibilities
It is the convenors' responsibility to ensure that all panel participants are well briefed and that the panel continues to meet SIEF's requirements. To that end, convenors should not only communicate their decisions over proposals as detailed below, but also later in the process, email the panelists to: inform them of the speaking order (albeit this is displayed on the public panel page), inform them as to how much time they have been allocated, remind them to register (the registration status can be seen in the login environment), inform them of any late changes or additional chairs/discussants, and give any other information related to the panel. If panelists withdraw convenors should mark these withdrawals in the login environment to inform the organisers.
At the close of the call for papers convenors were asked to 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.
Controlling/editing your panel
Panel convenors can use the login link in the menu above to edit their panels, add the names of chairs/discussants, state any specific timing requests to do with their panel (when directed to so by the conference administrator), mark the paper proposals as accepted/rejected/transfer/withdrawn, edit the constituent papers, and place the papers in presentation order. Co-convenors and co-authors cannot be added/removed nor can panels be withdrawn through this environment - please email congress(at)siefhome.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 to ask contributors to edit their abstracts by logging in themselves. When the call for papers is over, convenors must indicate their decisions about whether to accept/reject/transfer proposals through the login environment. If an author later emails to withdraw their paper, the convenors should mark the paper as 'Withdrawn' in the login environment, otherwise the conference administrator may not know of the withdrawal. The papers can be placed in order via the login environment, and this should be done once decisions about all papers have been made.
Editing your paper/workshop contribution/poster
Paper authors can use the login link in the toolbar above to edit their proposals.
Letters of acceptance
If you need a letter of acceptance of your panel/paper for visa or funding purposes, you can download a signed pdf by logging in to Cocoa via the login link above. Just go through to your panel/paper details, and click on the "A" at the end of the row.
Pre-circulation of papers
SIEF has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers within the online system, which will then show as a downloadable file beneath their abstract on the public panel page on this site.
Timing of presentations
Each panel/workshop slot will be 90 minutes long, accommodating a maximum of three presenters; each
panel/workshop may only extend over three slots, i.e. a maximum of 9 presenters and no longer than a day. The
Working Groups of SIEF may organize/sponsor more than one panel each but with different chairs/conveners.
Convenors should allot each presenter a maximum of 30 minutes (20 for presentation and 10 for questions/discussion).
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.
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 congress(at)siefhome.org to obtain relevant email addresses.
Any queries with the above please email congress(at)siefhome.org.
