For the purposes of the AIEC program, the term 'speaker' applies to any presenter or co-presenter, poster presenter, café session facilitator, session chair, panelist or co-panelist, session moderator, session discussant, pre-conference facilitator or moderator that is participating at AIEC.
All 'primary contacts’ for all submitted proposals will be informed of the committee’s decision via email on by 23 May 2016.
If you have not received the notification by this date, please email the Conference Manager and include the reference no. of your submission.
Primary contacts of accepted proposals must confirm in writing that they accept the invitation to present by Friday 30 May 2016. In doing so, they also confirm that all speakers proposed will register for the conference by Friday 19 August 2016.
The committee will select highly rated proposals that contribute to a balanced and comprehensive conference program, and will allocate the accepted proposals to the most appropriate session type. The selection is competitive and decisions of the committee are considered final.
Accepted proposals will be assigned to a presentation type based on the preferences indicated at the time of submission, and further instructions will be provided in the notification email regarding how to update/edit your proposal and/or speaker profile.
Terms and conditions
Please ensure you read and understand speaker terms and conditions related to submitting a proposal, chairing and speaking at AIEC 2016, and ensure that all your co-speakers have also read and understood these terms and conditions.
All confirmed chairs and speakers must be registered users in the X-CD system. Please ensure your speaker profile is submitted and up to date. Speaker bios will be published on the conference website, online program and app.
Submitting a proposal or creating an X-CD profile does not automatically register a chair or speaker for the conference. All speakers must register to attend the conference by 19 August 2016.
Program schedule and changes
The preliminary program schedule will be available in June. The schedule is subject to change in the weeks and months leading up to the conference. Before you book your travel and accommodation, please ensure that you have checked the latest schedule.
Please contact the Conference Manager if you need to advise of changes or withdraw from a session.
Audiovisual and wifi will be available at the conference. Technical support will be available in the session rooms and at the Speakers Preparation Room.
An AIEC PowerPoint template will also be provided. The use of this template is optional, as some speakers may prefer to use their own organisation's branded templates.
Session formats and room setup
If your proposal has been accepted into the program, it has been allocated to one of these session formats.
- Presentation, 75 minutes
- Presentation, 30 minutes (paired with one other 30 minute presentation)
- Panel presentation or discussion
- Cafe session
- Pre-conference workshop
- Poster session (see next section for guidelines)
Information about poster specifications, poster sessions, poster display times and tips on how to design your poster.
Information about key tasks and reponsibilities for chairs who are chairing panels, presentations, thematic sessions, posters or cafe sessions.
Filming and photography
Some sessions will be filmed. The official AIEC camera man and photographer will also enter the poster zone and conference rooms while sessions are in progress. Raw footage will also be taken. Photos or video footage will be used for conference-related communications and future conference promotion. E.g. footage will be used for the AIEC daily news videos.
PowerPoint presentations, posters and/or abstracts will be published on the conference website at the conclusion of the conference. If you do not wish for your presentation or poster to be published, please notify the Conference Manager in writing. In this instance, we strongly encourage modified presentations to be published with sensitive or commercial in confidence information removed.
|23 May||Notification of acceptance/rejection (primary contacts notified)|
|30 May||Acknowledge receipt of notification and confirm response|
|Deadline to submit or update title/abstract and speaker profiles (bios, photos)|
|1 June||Registration opens|
|24 June||Deadline to update your speaker profile|
|19 August||Speaker ‘early bird’ registration ends|
|18 October||Pre-conference workshops|
|19, 20, 21 October||Conference sessions|