Annual Conference Frequently Asked Questions
I'm a presenter/invited speaker/organizer/session chair/etc., not simply an attendee. Do I have to pay registration fees?
Yes. Conference fees help to pay for the venue and all related services as well as fund IAIA's operating expenses throughout the year, since member dues do not cover the per-member cost of products and services such as the journal, website, online member services, special publications, and more. IAIA seeks to keep costs to a minimum and affordable to as many people as possible; although conference costs are rising substantially, fees have been raised only minimally. We appreciate everyone's professional contributions, and IAIA conferences are highly participatory: since more than 60% of all delegates are also presenters, session chairs or otherwise actively participating in the technical program, so in order to keep IAIA operational, the dollars of each and every participant are needed, too.
I have a role in IAIA as a Committee chair, Section Coordinator, etc. Can I get reduced or waived conference fees?
No. As a unique, but relatively small, volunteer non-profit association, every member's personal and professional contributions to the association are appreciated and valued. However, as much as we would like to reduce or waive conference fees, especially to very active members, we simply cannot. Conference fees help to pay for the venue and all related services as well as fund IAIA's operating expenses throughout the year, since member dues do not cover the per-member cost of products and services such as the journal, website, online member services, special publications, and more. If we reduced or waived fees for the more than 60% of conference attendees who are presenters, session chairs, etc., as well as all members who have roles in IAIA's highly-participatory membership, neither the conference nor the organization itself would remain financially viable.
I'm a student/from a developing country/my company doesn't support me. Is financial assistance available, or can you waive my fees?
Generally, no. IAIA is a non-profit association that relies on conference fees and member dues to pay for conference expenses and to provide services. However, IAIA actively seeks funding throughout the year, and publishes announcements if and when any funding to underwrite delegate expenses becomes available.
Why doesn't IAIA provide more audio-visual equipment and/or business services, such as a computer bank or a speaker preparation room?
Because the conference rate for every delegate would need to be raised by at least US$110 to cover rental and other fees. IAIA has considered a number of alternatives, but has yet to find a fair and viable option other than seeking sponsors to cover the cost of audio-visual equipment.
What is the process for placement of my presentation on the program?
For convenience and consistency from year to year, to ensure that every abstract is accounted for, and to decrease the workload on the volunteer organizing committee, all abstracts are submitted online. The program committee and/or your session leader screens your abstract for compliance with submission instructions and overall suitability for the conference according to program committee instructions. The program committee or your session leader then sends you either a rejection notice or a preliminary acceptance, as quickly as possible, so that you can begin to make your travel and financial plans. Next, your session leader tentatively slots your presentation on the program. HQ notifies the program committee when your registration and fees have been received. The session leader then confirms your paper in his/her session and contacts you to notify you of your place on the program, provide further information and instructions about your session, and work with you, if necessary, to fine-tune your presentation. This information as well as the general timeline, is provided in the information you receive when you submit your abstract and in messages from your session chair.
Why is pre-registration and payment required for presenters?
The requirement of registration fees helps to guarantee the presence of presenters listed in the final program. This policy reduced the number of last-minute drops and no-show presenters by over 50%, thus greatly increasing the quality of the program for all delegates.
When will the papers/proceedings be published?
Submission of a paper (5 pages maximum) and presentation slides is optional for presenters. For those who choose to participate, draft papers are generally published online approximately one month before the conference, to inform preparations for on-site discussions. Final papers are posted approximately 2 months after the conference, so that authors can make modifications based on feedback during the conference if they so choose. All presenters are invited to publish their presentation slides online approximately one month after the conference.
Note: Summaries of all presentations are provided online prior to the conference and in the final program.