Terms and conditions

These terms and conditions on this page relate specifically to the submission of proposals and speakers. For the full list of terms and conditions relating to registration and accommodation, please refer to our AIEC terms and conditions.

Submitting a proposal

All persons who submit a new proposal (‘primary contacts’) agree to:

  • receive consent from their co-speakers to submit their personal details such as name, organisation and contact details via the X-CD online submission form and to have their details stored in the X-CD database
  • ensure that all their co-speakers are aware of the terms and conditions, privacy policy and registration fees applicable should their proposal be accepted into the program
  • be the main point of contact in the pre-planning of the conference program if their proposal is accepted and inform all speakers of any communications and information regarding the conference
  • advise the committee in writing of any changes as soon as they are known

Speaker registration fees

The acceptance of a proposal does NOT include registration or any costs associated with attendance at the conference (such as travel and accommodation), or any other costs associated with the preparation or delivery of the presentation or poster.

All speakers agree to:

  • register for the conference by 1 August 2018
  • pay the speaker registration fee
  • be available to present on any of the main three days of the conference

Speakers who fail to notify the committee and/or who do not pay and register to attend by 1 August 2018 may be withdrawn from the program at the discretion of the committee.

If none of the speakers of an accepted proposal have registered by 1 August 2018, the presentation or poster may be completely withdrawn from the program at the discretion of the committee.

Withdrawing a proposal

Withdrawals need to be communicated in writing by the person who originally submitted the proposal (‘primary contact’). In doing so, the committee assumes that all other co-speakers have been informed of the withdrawal. Once a proposal is withdrawn, it will not be reinstated.

Conference proceedings

PowerPoint or Prezi presentations and videos will be collected and made available on the AIEC website after the conference either as PDF documents or in SlideShare.

Speakers who do not want their presentations to be shared must inform the conference organisers (Think Business Events) during the conference or provide an updated/revised version for publication within one week of the conference finish.

Code of conduct

AIEC is dedicated to providing safe, friendly, enjoyable and harassment-free conference experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, nationality, race, age or religion.

We do not tolerate harassment of or offensive behaviour towards conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including talks.

We expect participants to abide by the code of conduct at all conference activities, including related social events and online communications.

Conference participants violating these rules may be sanctioned or expelled from the conference without a refund and/or banned from attending future events. The behaviour may also be reported to their employer and relevant authorities.

Read the full code of conduct

Non-commercial policy

All persons who submit a new proposal (‘primary contacts’) and all speakers understand and agree that AIEC is a forum for learning and networking and as such is non-commercial. Under no circumstances should a programmed session be used for direct promotion of a presenter’s product, service or other self-interest.

Video and photography

Sessions will be photographed, filmed or webcasted (live or on demand) at the conference for publication on the conference website, CD-ROM, in hard copy and/or online or to use to promote future conferences.

Key dates

16 January - Call for proposals opens

28 February - Call for proposals closes

1 June - Registration opens

1 August - Early bird registration closes

9 October 2018 - Conference starts