Online submission instructions

Please read the following instructions on how to prepare your proposal and use the X-CD Submission System to submit, edit or withdraw a proposal for the conference.

On this page:

How to create a speaker profile as a first-time user in the X-CD system

Before you can submit a proposal, you must create a profile in the X-CD System:

  1. Go to the ‘call for proposals’ page on the AIEC website, and click on Submit or edit proposal to go to the X-CD submission system login page.
  2. Select ‘Click here to create a profile’ and create a new profile as a first-time user.
  3. Fill out all fields marked with a red asterisk (*).
  4. Enter any other personal information such as address, phone number, biography, photo, etc.
  5. You will be sent an email confirming your password to access the proposal submission system. You can remain logged in to the system, or you can log out if you want to come back at a later date to submit the proposal.

Please note:

  • Please remember that creating a profile or submitting a proposal does NOT automatically register you as a conference delegate. Conference registration must be done online at a later date, when registration opens.
  • You may update your own profile at any time during the submission process.
Back to Top ↑

How to submit a new proposal

Submitting a proposal is a multi-step process where you will be required to enter the information regarding your proposal. Once you have submitted the information, you will then be able to add co-speakers.

Please note:

  • All communications about your proposal submission will be sent to the email address you submitted when you created your profile.
  • Upon submitting a proposal, you confirm that you and all your co-speakers have read and understood the terms and conditions.
  • You will always remain the ‘primary contact’ for the proposals you submit, and therefore will need to communicate any conference information to your co-speakers if required.

Step 1: Login

  1. Go to call for proposals and click on ‘Submit/edit a proposal’ to go to the X-CD submission system login page.
  2. Enter your email address and the password you received in the confirmation email and click on ‘login’ to go to the page from which the submission process starts.
  3. Click on ‘Click here to start’ to go to the submission form.
  4. Fill out the summary page.
  5. Agree to and accept the terms and conditions.

Step 2: Fill out the submission form

  1. Fill out the summary page.
  2. Agree to and accept the terms and conditions.
Submission policy (*)
Privacy and speaker policy (*)
Non-commercial policy (*)
  1. Before you submit, check that you have answered and entered all the information correctly and then click ‘Submit proposal’ to confirm the submission and go to the ‘Add/edit speakers’ page.

Step 3: Add speakers

Once you have completed the first part of the proposal submission you will then be able to add a co-speaker.

By selecting from an existing contact:
Select them from the list of individuals already registered in the system. They will receive a notification email that they have been added as co-speaker.

 OR

By creating a new speaker profile:
If your co-presenter is not in the system, enter their details in the form provided and submit. They will receive a notification email that they have been added as co-presenter, with instructions to update their profile and view the submission (read only access).

Step 4: Edit speakers

Once you have entered speakers, you may wish to:

Change the status of the ‘primary presenter’:
When you submit a new proposal, the system will automatically assign you as a ‘primary contact’ and ‘primary presenter’. If you do not want to remain the ‘primary presenter’, change the status of your co-presenter to ‘primary presenter’.
 
Change the order of presenters:
You can change the order or presenters by dragging and dropping the names above or below the other names.
 
Delete yourself from the list of presenters:
If you are submitting the proposal on behalf of someone else, i.e. you are not attending the conference and/or will not be a presenter:
1. Add a ‘co-presenter’ first and then submit.
2. Change the status of the ‘co-presenter’ to ‘primary presenter’.
3. Delete yourself as a ‘co-presenter’. Note you will still be the ‘primary contact’ for this proposal and receive all the email notifications.


Back to Top ↑

How to edit or amend a proposal

You may change your answers to some of the questions on the submission form, or add/edit the list of speakers at any time before 2 March 2018.

  • ‘Primary contacts’ and ‘primary presenters’ have read and write access (i.e. they can edit the proposal).
  • ‘Co-presenters’ have read only access (i.e. they can only read what you have submitted).

Please follow these steps:

  1. Log back into the X-CD submission system.
  2. You will see the list of proposals that you have submitted so far. Click on the proposal that you wish to change. You can:
    1. Edit the proposal information
      and/or
    2. Add/edit co-presenters’ information, order and status
  3. Edit the fields you want to change. The process of amending a proposal is the same as the original submission process, except that the fields will already be populated with your previous entries – you don’t have to change an answer if you don’t want to.
  4. Click ‘Submit’.
  5. You will be sent an email confirming that your proposal has been amended – provided you have answered all the mandatory questions.

Back to Top ↑

How to submit more than one proposal

If you are submitting more than one proposal:

  1. Go to the Call for Papers website and click ‘Submit/edit a proposal’.
  2. Log back into the X-CD submission system (please use the same email address and password for each proposal).
  3. Please follow the same steps as in the ‘Submit a new proposal’ (above).

Back to Top ↑

How to add a co-speaker profile

If your co-speakers are not already in the system, you will be required to create their speaker profile on their behalf by filling out mandatory fields of the online form.

Please note that once you fill out the profile, and hit ‘Submit’ you will no longer be able to log back into the profile and edit the information. Instead, the person you have entered will receive a notification email with instructions on how to check/edit the information you have entered on their behalf.

They can log back into their profiles at any time to update the information before 1 July 2018.

Biography

Speaker bios will be published on the website, conference app and provided to the session chairs. Speaker bios should:

  • be no longer than 200 words written:
  • be written in paragraph form (long paragraphs)
  • be written in the third person
  • avoid use of bulleted and numbered lists
  • avoid the curriculum vitae (CV) style

To see samples of previous bios, please see AIEC 2014 Speaker Bios Booklet.

Photo

Speakers are encouraged to provide a recent photo (portrait), which will be used on the conference website, conference app and other promotional collateral.

Speaker photos can be submitted in JPEG, TIF or PNG and uploaded directly to the speaker profile.

Confirmation email

Once submitted, all co-speakers will receive an email confirming they have been added as a speaker, and further instructions on how to confirm their contact information, upload photo and bio. This information is required in order for the proposal to be successfully submitted and ready for review and consideration into the conference program.

Back to Top ↑