easa

Call for Papers

The call for papers closed on 22 January at 23:59 and the conference received a record 3800 proposals. Decisions on proposals will be made by panel convenors by mid-February, the selection of films will be announced in April. Due to the conference being oversubscribed, we are unfortunately unable to accept late proposals.

Before proposing a paper, please read the conference theme, the rules below, and then browse the list of panels.

The Call for Laboratories is also open and will end at the same time as the CFP. Please see the CFLabs page for details.

Rules

There is a ‘one role just once, up to four roles altogether’ rule at EASA conferences:

• A delegate may present one paper
• Be a convenor of one panel
• Be a chair in one panel
• Be a discussant in one panel (participation in a roundtable is considered being a discussant)

We cannot stop you from making several proposals, but would urge you to be prudent, as so much time gets lost in the subsequent chasing for withdrawals, and the potential upset to panel convenors. (See some advice below*.)

All authors and panel convenors must be members of the EASA by the time they register for the conference (note that for presenting/convening, being just a member of another WCAA organisation does not count), but one does not have be an EASA member in order to propose a paper and have it accepted.

There is a financial incentive to become an EASA member for all delegates, as non-members pay a higher registration fee.

Roundtables and Lightning panels

Note that there are also roundtables and lightning panels (short format presentation panels) in the panels' list. Not all the roundtables are open (there will be no link for proposing a paper on a closed panel's page), but some do take in contributions for short provocations.

Lightning panels are the only panels that will be allowed to accept more than 10 presenters per panel.

Do pay attention to the format of the panel you are proposing your paper to, and make sure you understand the requirements of alternative panel formats. If in doubt of what is expected of you, email the panel convenors from the panel page.

Session modes

At this stage we envisage holding:

• a face-to-face conference section hosting exclusively face-to-face content, apart from the keynote and plenaries which will be hybrid
• an online conference section consisting of panels submitted by convenors who have opted to run an online-only panel, with all their presenters, discussants, chairs also presenting online (via Zoom). The online conference portion will also include other events apart from panels/labs/roundtables.

Because of our strong commitment to foster a sustainable and accessible conference, we strongly encourage participation in online panels!

This approach allows for a mix of f2f and online engagement within the conference, but not simultaneously. Consequently, convenors have specified f2f/online mode when proposing their panels, and this cannot be changed: you should pay attention to the mode of the session you are proposing to before you submit your proposal.

You can filter the format, as well as the mode, when looking through the programme. Those with the mode “Online” will only take place on zoom, those with mode “face-to-face” will only take place in person.

Online registration fees will be lower than f2f fees.

Call for individual papers (online mode only)

For the online portion of the conference we are this year also running a call for individual papers. This was decided in order to accommodate papers which may be of academic merit, but do not thematically fit into any of the existing online panels.

Once the call has closed, the scientific committee will evaluate the individual papers. After this, they will be grouped into panels of four or five presenters, and scheduled alongside the other online content. We welcome proposals for a range of topics, the deadline is 22 January 2024.

Proposing a paper

Paper proposals must consist of:

• a paper title
• the name/s and email address/es of author/s
• a short abstract of fewer than 300 characters
• a long abstract of fewer than 250 words

All proposals must be made via the online form, not by email. There is a 'Propose paper' button in the title section of each open panel. Navigate to the panel you are interested in and click on this button to propose directly to that panel. If you then decide you’d like to propose to another panel, first click ‘Cancel’ on the proposal form, before returning to the panel explorer (otherwise you’ll remain locked into that panel).

On submission of the proposal, the proposing author (but not the co-authors) will receive an automated email confirming receipt. If you do not receive this email, please first check the login environment via the link in the toolbar above, to see if your proposal is there. If it is, it simply means your confirmation email got spammed/lost; if it is not, you will need to re-submit, as for some reason the process was not completed. Co-authors can be added or removed, but papers cannot be withdrawn by the proposers themselves – for that, please email conference(at)easaonline.org

Proposals will be marked as pending until the end of the Call for Papers (22/01/24). Convenors will then be asked to make their decisions over the papers proposed to their panel by 09/02/2024 and to communicate those to the proposers, marking them up within the login environment.

As well as paying close attention to the mode, as outlined above, you should be mindful of the panel language. Panels should be monolingual: meaning that if the panel is in Spanish, all papers proposed and discussion on the day will be in Spanish. The conference languages are Spanish, Catalan, French and English.

You may notice that alongside the 'Propose paper' button for each panel there is a statement as to how many papers have been proposed to that panel to-date. If you are proposing early, this statement will not be very instructive. However if you are part of the 80% who propose within the last 48hrs of the call, you might factor these statements into your consideration of where best to target your paper. If weighing up between two panels where one is heavily oversubscribed, you may have a higher chance of acceptance within the panel with fewer proposals. Obviously that's not guaranteed, but it's worth considering these statements.

Good proposals not accepted in their original destination may be entered into a transfer process (see below) which affords a second and third attempt to house your paper. 

Transfer process

Papers which are neither accepted nor rejected, but marked for 'transfer' (by the panel convenors), will be given the opportunity to be re-housed into other panels. The conference organisers will contact authors of such proposals asking them to modify their abstracts to fit another panel of their choosing. We will advise as to panels containing fewer than the allowed maximum (10) which are thus able to include a few more.

Authors will be asked to suggest two panels they would like to apply to, in order of preference. We then forward the title, short and long abstracts to the convenors and ask them to consider the proposal. If the first panel rejects the proposal, we contact the second choice. Transfers which get rejected by both panels will then be set to 'rejected'. We aim to resolve all transfers by the end of February.

Useful information for later in this process

Editing your paper

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

Pre-circulation of papers

EASA has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers within the online system, which will then show as downloadable files beneath the abstract on the panel page. Initially the system is set so these PDFs are only visible to other panelists; they can be made publicly visible, if panel convenors request it. There is currently no option to restrict this to panelists/delegates (although this is in the development pipeline).

Timing of presentations

Each session slot will be 105 minutes long, accommodating a maximum of five presenters. Convenors should allot each presenter a maximum of 15+5 mins for panels of five papers but 20+5 mins for panels of four papers.

Communication between authors/convenors

Convenor/author email addresses are not displayed on the panel pages but emails can be sent via the secure form accessed via the panel pages. If you cannot work that, please please email conference(at)easaonline.org to obtain relevant email addresses.

Any queries with the above please email conference(at)easaonline.org