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Frequently-Asked Questions
Abstract Submission and Review
Language
Funding
Deadlines
Publications and Proceedings
Abstract Submission and Review
Why can’t I submit an abstract on someone else’s behalf?
The information submitted for the presenting author is the information IAIA uses to contact the presenter. If IAIA does not have that
information, the presenter will not receive important conference communications, which may affect his/her acceptance status and/or final
place on the program.
Can I submit more than one session proposal or abstract?
You may submit two session proposals and two paper or poster abstracts.
The trend for individuals to be involved in multiple sessions has made scheduling increasingly difficult in the past few years, and in some cases scheduling someone in two places at once has been impossible to avoid. Additionally, as the conferences get bigger, the number of submissions has been growing, but the number of presentation slots remains the same, and feedback from previous conferences has indicated that delegates prefer more Q&A following presentations. Therefore, the Program Committee reserves the right to limit the number of presentations one person may deliver, both to allow more discussion time and to involve more presenters. Your submissions will be ranked with others (your own and other authors), and if you submit more than one abstract, it is less likely that both of yours will be included in the final program.
For similar reasons, IAIA also asks you limit your session involvement to one or two other sessions if you are also chairing or co-chairing a session.
What does the “Publication Notice” mean?
IAIA reserves first publication rights on all conference materials. A release from IAIA must be obtained by conference participants
who wish to publish elsewhere. This policy is in place to ensure that large numbers of papers or other intellectual property resulting
from IAIA conferences are not “pirated” and used without credit to IAIA, the contributors, and the conference.
How do I know if my abstract was successfully submitted?
Upon successful submission of your proposal, you will receive an immediate online confirmation notice followed by an e-mail notice. If you do not receive these messages, do not assume your proposal has been submitted. Please try again, or contact webmaster@iaia.org for assistance if you are having difficulty. The deadline for IAIA14 submissions is 6 December, and it is your responsibility to address questions about submissions before the deadline of 6 December so that if there is a problem, we can still help you make the submission on time. Be sure to print and/or save the confirmation of submission notices for reference in case of a problem or question.
How can I make a change to my submission?
Please follow the instructions provided in the confirmation of submission notice you received, and note the date by which changes must
be made. Changes to submissions will not be accepted during or after your submission is being reviewed unless requested by the reviewer.
I can’t attend the conference after all. Can my colleague be the presenting author?
Substitutions for presenting authors may be made online until the noted deadline. The substitute must be registered for the conference
at the time of the substitution, must be an original co-author, must not be giving more than 2 presentations already, and will be listed
as the presenting author in conference documents.
When will I be notified if my abstract was accepted?
You will receive an e-mail from IAIA14 program committee member or your session chair regarding your abstract's acceptance status by 17 January. Be sure to print and/or save your acceptance notification for reference in case of a problem or question. If you have not received an e-mail by 17 January, please notify jen@iaia.org with your name and submission ID number.
When will I be notified of my presentation date and time?
Your session chair will be contacting you between 3-7 March to provide you with the schedule, including the date and time of your presentation and final instructions. Be sure to print and/or save this message for reference in case of a problem or question. If you have not received an e-mail from your session chair with this information by 8 March, please notify jen@iaia.org with your name and submission ID number.
Why are presenting authors/speakers required to register early?
Since its implementation, IAIA's policy that presenters pre-register and pre-pay fees has greatly improved the content of the program for
all delegates by ensuring that all presenters listed on the program will be in attendance to make their presentations. It also increases
the quality of the face-to-face exchange of information, which is the hallmark of IAIA conferences. The registration date for presenting
authors is carefully scheduled to give presenters the greatest amount of time possible to make their registration arrangements while still
allowing the program committee and session chairs enough time for placement, preparation, and printing of the program. The date is widely
publicized in conference materials, beginning with the first announcement, to allow presenters ample time to make arrangements.
Why is the submission ID number so important?
You submission ID is automatically assigned based on the order in which your abstract is submitted. If you have a problem or question or
about your submission, it is fastest and easiest for staff to locate your record with this ID because it is unique to that abstract. If
you have submitted more than one abstract, for example, and don’t specify which one you are asking about in your message to us, it will
require more time for you and us to identify the proper record.
I haven’t heard from IAIA yet about my submission. Why not?
Please ensure that you have correctly entered your e-mail address, and set your spam filter to accept messages from “IAIAweb.” This is the
address of the server that sends messages from the program committee to you via our online submission and review database, so do not reply
to it. Please contact HQ (jen@iaia.org) if you do not receive a copy of your online confirmation of submission
message in a follow-up e-mail (please allow 72 hours) or notifications from the program committee by the deadline dates.
Language
What language is used at the conference?
Unless otherwise noted, IAIA conferences are held in English. Unless otherwise noted, all submissions and correspondence should be sent in English.
Funding
Is funding available to support my attendance at the conference?
No. IAIA does not have funds available to pay registration or travel expenses. Please submit an abstract only if you have a budget to attend the conference or are very likely to have funding available by the registration deadline. If you have extenuating circumstances which would require you to make the fee payment later than the 31 January deadline, please contact jen@iaia.org to make arrangements prior to 31 January.
Deadlines
Are deadlines firm?
Yes. IAIA conferences are quickly growing larger; one way to ensure efficient, fair, and professional management is to follow planning guidelines
carefully. Therefore, IAIA is making a concerted effort to enforce all conference deadlines. Please mark your calendar with important conference
dates and plan so that your activities take place before deadlines to avoid unforeseen or unavoidable delays in your schedule, as well as technical
overloads or human error caused by last-minute "traffic jams."
Where can I find a list of dates and deadlines?
See the lefthand column of the conference home page important dates and deadlines. Critical dates are also noted in the preliminary program on the page with the activity.
Publications and Proceedings
Will proceedings be available after the conference?
Yes, posted online. The material available will include, as available, keynote speeches, award acceptance speeches, PowerPoint slides, and reviewed
5-page papers. Contribution of this material is optional; IAIA will post what has been sent by presenters for this purpose.
How do I submit my 5-page paper for publication online?
If your submission is accepted, you will be invited to participate in an optional paper review program. If you wish to participate, you would
prepare a 5-page paper, which will be posted online prior to the conference to begin discussion. If you choose to participate in this program,
you will be asked to review two papers as well. You must make the presentation at the conference in order for the paper to be included in the
proceedings. Specific paper preparation and submission instructions are provided directly to you with your acceptance notification.
When is the preliminary program available?
The preliminary program is posted online as information becomes available and the technical program develops.
When is the final program available?
The final program is typically posted online approximately 2-3 weeks prior to the conference and provided in hard copy upon registration/check-in onsite.
If you would like to submit a question to this list, please send it to jen@iaia.org.