Participants encompass all types of people who participate in the Congress: presenters, panelists, workshop leaders or assistants, roundtable coordinators and participants, keynote speakers, listeners, accompanying persons, and the Congress staff.
Participants are expected to meet the deadlines, to be fully available during the Congress, and to organize their schedule in accordance with the Program. If the paper or panel presentation is accepted, participants will be required to formally indicate their willingness to participate in the Congress by means of a form to be communicated together with the acceptance notification.
Maximum number of papers: 3
The Congress official languages are English and Spanish.
Consecutive/ Simultaneous oral translation for these two languages will be available at the opening session.
For the paper presentations, participants are encouraged to prepare a translated PowerPoint and/or Handout. For poster presentations, the authors can prepare translated handouts.
For the workshops and roundtables, participants are expected to self-organize in a manner that will allow everyone’s active participation.
Each panel will have a chair (proposed by the convener) and optionally 1/2 discussants (when proposed by the convener). There are two types of panels that can be submitted:
- Closed panels are panels comprising papers submitted by invitation only. When submitting a closed panel, please be sure that your have a title, a short description and a minimum of three submitted papers. When filling in the form, the panel convener has to include the title, the short description, the name and affiliation of the chair, the name and affiliation of the discussants (if the convener proposes them), the titles of the papers and authors’ name and affiliation. Please note that the panel proposer is responsible for communicating with the authors and accepting the papers submitted.
- Open panels are panels submitted without papers which will eventually comprise the individually submitted papers that are considered relevant for the topic of the panel by the members of the Scientific Committee. When submitting an open panel, please make sure that you have a title, a short description, the name and affiliation of the chair, the name and affiliation of the discussants (if the convener proposes them). The panel convener will receive the abstracts of the relevant papers in due time and can either accept them or reject them. This however will have no effect upon the decision of the Scientific Committee. In the event that one paper is rejected by the panel coordinator, it will be included in a Paper Presentation Session.
The short description of the panel should not exceed 350 words and has to include the aim and the topics included in the session.
The duration of the panel will be established according to the number of papers. In order to be eligible, a panel should comprise at least 3 paper presentations but no more than 6.
Paper Presentation Session
Paper Presentation Sessions are sessions that gather individual papers proposed under a similar sub-topic that were not included in a panel. The papers are evaluated and grouped in a coherent session by the Scientific Committed. In this case, the chair will be nominated by the Scientific Committee taking into account either a seniority criteria or the expertise of the potential chair. The chair will be selected from among the participants and will be notified and receive all the relevant information in due time via email. The nominated chair is expected to notify the organizers in regard to one’s availability or non-availability in this respect.
Poster Sessions will be organized in parallel with the other sessions of the Congress and will bring together the accepted poster presentations. A typical poster session will last between 60 and 180 minutes and will provide the participants in the Congress with the opportunity to freely engage in a discussion with the presenters.
The roundtables facilitate the dialogue among professionals that found themselves in different stages with their research or gather in order to deepen the discussion of a common topic of interest. This type of session is coordinated by a chair responsible for the selection of the participants. Nevertheless, the roundtable sessions are open to all the participants in the Congress. When submitting a roundtable proposal, the convener should fill in the form the title, a short description (no more than 350 words) highlighting the relevance of the topic(s) to the overall aim of the Congress, the proposed length of the session, the name and affiliation of the chair and the names and affiliation of the participants.
The workshops are sessions coordinated by area experts who actively engage with the audience and are submitted via email. This session is open to all the participants in the Congress and the details are to be posted on the official website in due time, in order for the participants to be able to register. When submitting a workshop proposal, presenters are expected to provide the following information: the title, a short description (highlighting the learning outcomes), the requirements for participation, a CV highlighting the facilitators’ qualifications, and the general agenda of the workshop. The workshop facilitators will be notified by email in regard to all the necessary information, including the number of attendees. The organizers encourage the organization of workshops that bring a valuable contribution to the overall aim of the Congress.
When submitting a panel/roundtable/workshop, please make sure that the title:
– Does not exceed 20 words
– Does not contain spelling mistakes
– Is not ALL CAPS, but has capitalized initial letters, according to the capitalization rules in English (e.g. The Importance of Learning)
Roles in the Congress
The panel chair is expected to lead the panel, facilitate the discussion and provide recommendations (if the panel does not have a discussant), and monitor the time during the session. The chairs of closed panels are fully responsible with reviewing and providing feed-back to the authors of the articles. The chairs of the open panels are advised to be available and cooperate with the organizers of the Congress for organizational purposes. The chairs are free to decide how the session will be managed and, at the same time, are responsible for ensuring compliance with the established protocol. If the panel has a discussant (proposed by the panel chair), the panel chair is in charge with the introductory remarks which include the communication of the panels’ protocol and by introducing the panelists.
The panel discussant is expected to read the papers included in the panel prior to the event and prepare feed-back. During the session, the discussant will communicate the feed-back to the authors and will facilitate the dialogue between the audience and the panelists.
The roundtable chair is expected to coordinate the roundtable and to moderate the discussions, while making sure that the session runs in accordance with the agenda. The participants at the roundtable will all engage in the discussions.
The workshop facilitator will provide a training that will be the starting point for the discussions. The participants at the workshop will be trained in the respective area.
The paper presenter is expected to meet the deadlines and to circulate their paper to the chairs, discussants, and participants in advance. Presenters will notify the organizers and the chair in regard to any changes in availability. During the panel/paper presentation session the paper presenter is expected to follow the established protocol.