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This IAFOR event is held in affiliation with some of the world's leading universities and NGOs. As part of a growing educational and research network, these partnerships confirm the integrity and high academic standing of the organization, particularly with regard to our international and intercultural objectives.

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Presentation Guide

IAFOR Conference Presentation Guide

Whether you are a seasoned professional who has been presenting for many years, or a nervous first-timer, the following tips are intended to act as a simple guide or reminder.

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ACLL2017: FAQs



Frequently Asked Questions

 

Please read through all the FAQs to familiarise yourself with the ACLL2017 Conference and its procedures.

 

What are the key dates to remember for this conference?

  • Submission of abstracts deadline: February 28, 2017
  • Abstract results sent to authors: Usually within two to three weeks of submission
  • Conference registration payment deadline: April 6, 2017
  • Draft Programme published online: April 14, 2017
  • ACLL Conference: Thursday, May 11 - Sunday, May 14 2017
  • Submission of full papers: June 14, 2017
  • Proceedings published online (expected date): July 14, 2017
   

Presenter Rates

What are the presenter registration rates for this conference? Are there any discounts for registering early?

  • Early Bird Registration 40,000 JPY: Before January 31, 2017
  • Advance Registration 50,000 JPY: From January 31, 2017 to March 2, 2017
  • Regular Registration 55,000 JPY: From March 3, 2017 to April 6, 2017
  • Virtual Registration 35,000 JPY: Flat Rate until April 6, 2017
*Dates for registration reflect Kobe, Japan local time.
Register early to benefit from Early Bird or Advance Registration rates

Audience and Student Rates

Do you offer any audience or student registration rates for this conference? Are there any discounts for registering early?

  • Early Bird Audience 30,000 JPY: Before January 31, 2017
  • Regular Audience 40,000 JPY: From January 31, 2017 to April 6, 2017
  • Undergraduate Audience 15,000 JPY 1
*Dates for registration reflect Kobe, Japan local time.
1Please be aware that if you register as an undergraduate audience member, IAFOR will request proof of your current undergraduate status

Register early to benefit from the Early Bird or Advance Registration rate

Basic Submission Questions

How do I submit a proposal for a conference?

To submit a proposal for the a conference, individuals can submit a proposal online. Please remember that authors are limited to two submissions per conference.

If an individual is part of a panel proposal or workshop, the organiser or chair is responsible for submitting all papers or participants within the panel or workshop; it is the individual's responsibility to send all the required information to the panel/organiser for input.

For submission requirements, examples and additional details about submitting a proposal online, please visit the 'Call for Papers' page.

How many papers can I propose? How many times can I present?

You can propose a maximum of two papers for the conference. Delegates wishing to present two papers are eligible for a 50% discount off the registration rate of their second paper. Please contact the conference team at acll@iafor.org for details.

Can I present a paper that has already been, or will be, presented at another conference?

This is considered bad form. It is expected that any paper presented at an IAFOR conference is original and has not been previously presented. Presenting material that has been accepted for publication in a journal or anthology, but which has not gone to print before the conference, is acceptable.

Can I co-present a paper?

Yes. However, co-presented papers are given the same 25-minute time slot (including Q and A) as papers presented by a single individual. Each attending author must register for the conference.

Are the deadlines firm?

Yes – please pay close attention to the dates and deadlines stated.

How can I check the status of my submission?

The status of your submission can be checked through the online submission system.

I’m not sure if I’ll be able to attend the conference or not. Should I submit a proposal anyway?

Please submit proposals only if you plan to attend the conference. If you are unsure about whether you will have the time, be able to finish a paper, or get funding, consider waiting until next year to submit your proposal. A lot of work goes into processing, reading, evaluating and scheduling every paper, panel and workshop, so please be respectful of the time spent by our Conference Organising Committee, as well as by our Admin Office.

If I cannot attend the conference can someone else present my paper?

Yes - a listed co-author may present. If you and your co-authors are unable to attend the conference in person, perhaps consider registering as a Virtual Presenter.

Abstract Acceptance

How are proposals judged?

After your proposal is submitted online it will undergo a double blind peer review. For further details please read our review and grading guidelines.

Why was my proposal rejected?

The proposal may have been considered to contain unoriginal work, or have been irrelevant to the conference in question. Language and comprehension difficulties may render the text difficult to follow, and the reviewers may have not considered the proposal worthy of presentation.

Are the proposals of professors or “senior scholars” given preference over graduate students and independent researchers?

No. All proposals are examined for their merits. IAFOR welcomes valid contributions from many backgrounds and levels of scholarship.

Submission Changes and Schedule Requests

Can I substitute a different paper after my paper has been accepted?

No. Your submission was judged and accepted on the merits of the proposal. You cannot substitute something different after your proposal has been accepted. A different paper requires a new submission.

Can I change the name of my proposal after it is submitted?

Yes. Please contact the admin office. Note that while your title can change, the content of your submission must continue to be consistent with the proposal submitted.

How are presentations scheduled?

The conference organiser is responsible for creating panels from the open call and assigning the panels and workshops to time slots and rooms. Time and room assignments are based in some measure on equipment needs, and efforts are made not to have too many panels or workshops on similar topics competing in a single time slot or bunched together on a single day. Because of the complexity of putting the program together, requests for special times or days cannot usually be honoured.

Can I request a day and time for my presentation?

Requests for times and days for presentations are not usually allowed due to the large number of participants. We ask that you reserve requests for religious reasons or other exceptional and unavoidable circumstances.
We hope that participants attend each day in order to have a rewarding conference experience. If you must put in a scheduling request, you may only request one black-out day — one day to not present at the conference. Requests for specific days or times will not be accepted.
Scheduling requests will not be accepted after the registration deadline.

Oral Presentations

How long are the presentation sessions?

Oral presentations submitted in the open call are normally scheduled as part of a panel of three presentations lasting 90 minutes in total. In sessions with two oral presentations, the session will last 60 minutes, and in the case of four presentations an extended session lasting 120 minutes will be formed.

How long can my presentation be?

The time in the sessions is to be divided equally between presentations. We recommend that an oral presentation should last 15-20 minutes to include time for question and answers, but should last no more than 25 minutes.

What are the responsibilities of the session chair?

The session chair has several primary functions:
  • The session chair introduces the session and the individual presenters, this may include affiliations, country, or main research interests.
  • The session chair is responsible for ensuring that presenters adhere to their time limit and present within their scheduled time slot.
  • The session chair facilitates questions and discussion after all papers have been delivered.
  • The session chair clears the room promptly to make way for the next session.

Poster Presentations

How long can my presentation be?

Poster presentations are held in 90-minute sessions in an open forum format with multiple presenters.

I am a Poster Presenter. What size should my poster be?

The poster display boards are 900mm wide x 1800mm high. We are able to provide tape and pins. It is recommended that poster presenters use thin, lightweight poster paper. Each board will have pushpins and adhesive tape available for presenters to secure their poster.
Presenters are responsible for personally transporting their posters to the venue or mailing their posters to themselves at the hotel where they will be staying. We cannot print your poster for you, so please prepare your poster before the conference.

What makes a good poster presentation?

Here are two excellent tutorials to help you prepare for your poster presentation.
Producing an Academic Poster
Giving an Effective Poster Presentation

Virtual Presentations

What is a virtual presentation?

A virtual presentation is a video presentation uploaded to the official IAFOR Vimeo channel, to remain on the site indefinitely. Videos are created by the author/presenter. IAFOR conferences do not permit live video conferencing.

What are the advantages?

  • No restriction on length
  • No need to travel – this can benefit delegates who may not be able to travel to the conference for either financial or political reasons.
  • Present research to a large, far-reaching international audience.
  • Benefit from the same publishing opportunities as a traditional oral presenter. Final papers will be included in the Conference Proceedings.

Symposium Presentations

What is a Symposium presentation?

Symposia sessions are conceived and organized by individuals who recruit speakers to present papers or participate in panel discussions organized around a special topic. A symposium is a 90-minute session. A symposium presentation includes:
  • An introduction
  • 3 or 4 oral presentations based on submitted abstracts
  • A discussion

What are the responsibilities of the symposium chair?

  • The symposium chair introduces the session and the individual presenters – this may include affiliations, country, or main research interests.
  • The symposium chair is responsible for ensuring that symposium presenters adhere to their time limit.
  • The symposium chair facilitates questions and discussion after all papers have been delivered.
  • At the end of the session the chair clears the room promptly to make way for the next session.
  • The symposium chair is responsible for informing her or his panelists that their panel has been accepted or rejected.

Can I serve as chair on more than one symposium presentation?

No. Please give others the opportunity to chair by proposing only a single panel or workshop in which you act as chair.

How many individuals from a single institution can be part of a symposium?

In proposing symposiums, you are asked to include no more than two individuals from any single institution.

Are symposiums that are sponsored by caucuses or interest groups given special consideration?

All proposals are judged on their individual merits.

Workshop Presentations

What is a workshop presentation?

A workshop is a brief, intensive course, lasting 60 to 90 minutes, which is led by an experienced practitioner, usually with a Ph.D. It facilitates group interaction and the exchange of information amongst a smaller number of participants than is usual at a plenary session.Often a workshop involves problem solving, skills training, or the dissemination of new content or disciplinary approaches. Conference workshops are typically more instructional and interactive in nature than oral presentations and involve participants working with the workshop leader on a particular topical issue.

How many participants can present in a workshop?

Workshop proposals should have a maximum of five presenters.

How long are workshop presentations?

Workshops, brief intensive courses, last 60 to 90 minutes.

Conference Proceedings

How do I submit my full paper for the conference proceedings?

You can submit your final paper via the online submission system. Papers will only be accepted from registered presenters.

When are the conference proceedings published?

The Official Conference Proceedings are published online in a PDF format.
Conference proceedings are published under an ISSN issued by the National Diet Library of Japan.

How can I check if you have received my paper?

If you have submitted a final paper you can check its status via the online submission system.

Does my paper need to be formatted before submitting?

Final papers are only accepted in a Microsoft Word (.doc or .docx) format.
Please download our Final Paper Template and read the Final Paper Submission Guidelines.

Financials and Registration

How can I check the status of my registration payment?

The status of your registration payment can be checked through the online submission system. If you paid by PayPal you will receive an official receipt and confirmation or registration from a member of our admin team within a 72 hours of payment. If you are a PayPal member you may log into your PayPal account to view details of your transaction.

Is there financial assistance available for conference registrants?

We currently offer Early Bird and Advance Registration rates for presenters and an Early Bird rate for audience. We can provide a 10% discount to returnees, and a 50% discount for people wishing to present a 2nd paper. We also offer other discounts to groups and people from our partner institutions.
Our conferences have a limited budget and at this time we are unable to offer further financial assistance. We do hope to be able to change this policy in the future.

I need an invoice

If you require an invoice, please contact invoice@iafor.org, with “ACLL2017 Invoice Request” in the subject, stating the amount, your name, and submission reference number if applicable, and we will provide you with an invoice.

Does the registration fee cover my 2nd accepted submission?

You can propose a maximum of two papers for the conference, however if you wish to present two papers both need to be registered. You are eligible for a 50% discount off the registration rate of your second paper. We do take the additional lunch and general attendance into account for 2nd paper registration and we offer a 50% discount to cover administration costs associated with final paper and conference proceedings. We feel also feel that offering a second presentation for free would deny someone else the opportunity to present (as presentation spots are limited). If you would like to register a 2nd paper our admin team can send you a discount code for use on the registration page.

Can I get a refund?

If you need to cancel your registration for whatever reason, you must do so in writing by March 15, 2017, by mailing acll@iafor.org. Registration cancellation before this time will result in the issuance of a refund, subject to a 10,000 JPY service fee. Requests for refunds for optional extras purchased separately from registration (conference dinner and tours) are subject to a 1,000 JPY service fee. Refunds will not be given after this date.

Paypal does not accept by credit card

All payments are handled directly by PayPal.

If your credit/debit card is being rejected by PayPal with the message "The card you entered cannot be used for this payment. Please enter a different credit or debit card number." it might be due to one of the following reasons:

  • Your card is associated with a specific PayPal account, and you're not logging in with that particular account.
  • Your card was associated with a PayPal account that has since been closed.
  • You've linked the card to a PayPal account, but have not yet confirmed it.
  • You've exceeded your card limit with the PayPal system.
  • Your email address is raising a red flag in PayPal's system.
  • Your browser is not accepting cookies. You should clear any existing cookies and try again or use a different browser.
  • Your billing address doesn’t match the credit card's registered billing address
Further help with a credit card payment you can contact PayPal directly.
https://www.paypal.com/selfhelp/home

If problems continue please let us know.

How I change the Language Settings on PayPal?

The language that you see depends upon your browser settings. If your browser language has not been set you will see the default language - which is Japanese. If you experience further problems please let us know and our admin team can send you a PayPal request for the registration fee and try and set the language on PayPal invoice to English.

How do I receive a receipt?

After your payment has been confirmed and processed by our Finance Section you will receive an official receipt via email (attached as a PDF).

Visas and Letter of Invitation

What is a Letter of Invitation?

A Letter of Invitation is an official document which confirms a registration payment and extends an official invitation to the paid registrant to attend and participate in the upcoming conference.

It provides you with an official reason to come to Japan. It may be required by your university for administrative purposes, and will likely form one of the documents required for visa application if you are from a country that does not have a visa exemption agreement with Japan. For further information see our Letters of Invitation page.

Will IAFOR issue a Letter of Invitation to me?

Providing you have paid your registration fee, correctly completed the Letter of Invitation form, and emailed it to us then IAFOR will issue you with a Letter of Invitation.

What is a Letter of Guarantee?

A Letter of Guarantee is a letter in which an individual or body agrees to be legally and financially responsible for you during your stay in Japan. IAFOR will not provide letters of guarantee.

Who will issue me a Letter of Guarantee?

You may know a willing individual or institution in Japan, who is willing to act as a guarantor, or, if you have no connection with the country, the immigration authorities may find that it is acceptable to have your university act as the guarantor. IAFOR will not provide letters of guarantee.

How will I know which documents the Japanese Embassy will require?

If you are from a country that does not have a visa agreement with Japan, then it is likely that you will need a Letter of Invitation and/or a Letter of Guarantee. Please consult your local Japanese embassy or consulate for details as requirements are often country specific.

The Embassy/Consulate has denied my visa request. Can you intervene?

No. IAFOR will not intervene under any circumstances.
For further information, please see our Letters of Invitation page.

Technical Information for Oral, Workshop & Symposium Presentations

What equipment is available in presentation rooms

All presentation rooms are equipped with:
- MacBook computer
- Digitial display screen or LCD projector & white screen
- Speakers
- Standard 15-Pin VGA Male to VGA Male Cable
- Mac Thunderbolt to VGA Female Cable
- Wireless USB Clicker

Powerpoint & Keynote

The MacBooks are installed with Keynote and Powerpoint for Mac (similar to Office 2011 version).

Your Presentation File

We recommend that you bring with you on a USB Flash Drive. As back-up we suggest sending yourself the presentation by email as a final precaution. MacBooks do not have a CD drive.

Playing Video

You can play videos from inside Powerpoint as long as the full video file is included in the same folder as the Power point file.
The Mac can play videos in .mp4, .avi, .mov and formats. However, Mac cannot play Window's format (.wmv).

Bringing your own laptop

You are welcome to bring your own laptop computer and use it for your presentation. If you require a special cable or mains plug adapter, please bring your own.

Internet

Wireless internet will be available throughout the venue and two or three computers will be available for internet use in the base room.

Printing

For your convenience, there will be an Mac computer (with Microsoft Office installed) and a printer at the conference Registration Desk. We are able to offer a complimentary printing service of up to ten A4 sheets should you need this. Please be advised that printing may not be available at peak times.

Accommodation and Venue

Is accommodation included in the registration fees?

No, accommodation is not included in the registration fee.

How do I get from the airport to the conference venue?

Please take a look at the venue page for access information.

Students

I am an undergraduate student, who wishes to participate in your conference. Can I attend?

All undergraduate students who have interest in the subject matter are welcome to attend as audience members.

I am an undergraduate student, who wishes to present a paper in your conference. Can I submit a proposal?

In short, no. This is not an appropriate venue for undergraduates to present their work. If you are considering postgraduate study and have a passion for your discipline, we encourage your participation as an audience member.

IAFOR Conferences

What is IAFOR?

The International Academic Forum (IAFOR) is a confederation of leaders and opinion formers around the globe who have one thing in common: a desire to make a difference. Through its international, intercultural and interdisciplinary conferences, research and publications, IAFOR has become the network hub for information exchange across Asia and beyond; connecting individuals and institutions across the globe, and the thought leaders of today with those of tomorrow. Read more about our mission and activities.

Who attends an IAFOR conference?

IAFOR conferences are a fantastic opportunity to hear the latest research, network, publish your work and engage in new ideas in an international and interdisciplinary environment. IAFOR conferences are attended by a wide range of people, including: academics, researchers, professionals, education advisors, business leaders, students, and government and public sector representatives.

If you have not been able to find an answer to your question, please contact us at: acll@iafor.org.
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