Information for convenors and authors

Rules

• All panels should have at least two convenors.
• IUAES encourages (but does not insist on) the practice of the two convenors being from two different institutions and/or countries so as to facilitate exchange and cross-fertilization.
• With the exception of IUAES Commission panels that can be proposed with a full set of papers, all panels should be open to paper proposals through the website: panels should not be organised as 'closed' sessions.
• Adherence to the inter-congress theme is not a criteria for panel selection, but we encourage panel conveners to make an effort to address issues outlined in the theme description.
• Session length will be 90 minutes with four papers per session. Each panel may accept from four to twelve papers, which will then run over one to three sessions. No panel may run for more than three sessions of 90 minutes.
• Delegates may convene only 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.
• All convenors and presenters are obliged to be members of both CASCA and IUAES for 2017 and have paid their subscription before the inter-congress. You need not conform to this rule when making your proposal, but must address it after your proposal is accepted. Membership of both associations for 2017 will be included as part of the registration process/fee. A delegate who has already paid for one or both of these memberships for 2017 will be credited with an additional year's subscription for the respective association(s) for 2018.
• Proposals must be made via the online form only.

The criteria for decisions on panel proposals

• We are aiming for ~900 delegates and ~110 panels.
• IUAES Commissions are encouraged to propose Commission field-related panels (in which case the affiliated commission needs to be added in square brackets after the title of the proposed panels). Each commission will be guaranteed at least one panel.
• The Scientific committee of CASCA/IUAES2017 will decide on which panel proposals are accepted, and their decision will be based on a) compliance with 'the rules' and
  b) on clarity, cohesion and academic rigour (quality)

Convenor responsibilities

It is the convenors' responsibility to ensure that all panel participants are well briefed and that the panel continues to meet CASCA/IUAES2017 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.

Administering your panel

Panel convenors can administer their panels via the login link in the toolbar above. Convenors should login to state any specific timing requests to do with their panel; to add the names of chairs/discussants; and to manage the paper proposals. Co-convenors cannot be added/removed nor can panels be withdrawn through this environment - please email cascaiuaes2017(at)nomadit.co.uk to do this. Convenors must 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. The papers can be placed in order via the login environment.

Editing your paper

Paper authors can use the login link in the toolbar above to edit their proposals.

Presenters

A delegate may present only one paper, but presenters may, within the constraints of the timetable, play additional roles in the inter-congress, for example, as co-author (if not presenting!), convenor, chair or discussant of a panel, or contributor to the workshop programme.

Timing of presentations

How you allocate the time of your sessions is largely your decision, but it probably should remain between 15 to 20 minutes per presenter if you have a full set (4 papers) per session. The key is to respect the fact that many presenters have travelled a long way in order to be able to contribute and clearly need time to set out their argument.
Later in the process, the administrators will ask convenors to indicate the split of papers across panels, using the login environment.

Pre-circulation of papers

CASCA/IUAES2017 has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on loads of email traffic, authors can upload PDFs of their papers within the login environment, which will then show as a downloadable file beneath their abstract on the public panel page on this site. It is your choice whether you instruct your presenters to make use of this.

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 cascaiuaes2017(at)nomadit.co.uk to obtain relevant email addresses.

Any queries with the above please email cascaiuaes2017(at)nomadit.co.uk