easa

Rules

No panel may run for more than three sessions of 90 minutes (maximum 12 papers).

Panel convenors and presenters may be students. Convenors may also present a paper during the conference, either in their own panel or another. Due to the 'competition for time' within such a conference, colleagues are allowed to convene no more than one panel and present only one paper during the conference. This does not prevent you from making multiple proposals, but in the case of multiple acceptances we will ask you to make a choice.

MAGic2015 requires all accepted panels to be open to paper proposals through the website; you may of course propose a panel with specific contributors in mind, but when the call for papers opens, you should be open to the possibility of other contributions arriving via the open call.

Panels convenors and paper presenters need not be members of EASA or the RAI. However, both associations welcome new members (see membership page). Members of EASA, RAI and of WCAA sister-associations can register for the conference at a discounted fee.

Useful information for later in this process

Letters of acceptance
If you need a letter of acceptance of your panel/paper for visa or funding purposes, you can download a signed pdf by logging in to Cocoa via the login link above. Just go through to your panel/paper details, and click on the "A" at the end of the row

Convenor responsibilities
It is the convenors' responsibility to ensure that all panel participants are well briefed and that the panel continues to meet MAGic's requirements. To that end, convenors should not only communicate their decisions over proposals as detailed below, but also later in the process, email the panelists to: inform them of the speaking order (albeit this is displayed on the public panel page), inform them as to how much time they have been allocated, remind them to register (the registration status can be seen in the login environment), inform them of any late changes or additional chairs/discussants, and give any other information related to the panel. If panelists withdraw convenors should mark these withdrawals in the login environment to inform the organisers.

At the close of the call for papers convenors are asked to indicate their decisions over whether to accept/reject proposals through the login environment. If an author later emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment.

Presenter responsibility
We'd ask that all presenters with accepted papers inform the convenors (copying the conference administration) if they subsequently decide to withdraw.

Controlling/editing your panel
Panel convenors can use the login link in the menu above to edit their proposals. Later, when panels have been accepted/rejected, convenors are requested to administer their panels via this login environment. Convenors should log in to state any specific timing requests for their panel (when directed to so by the conference administrator), to add the names of chairs/discussants, and to manage the paper proposals. Co-convenors cannot be added/removed nor can panels be withdrawn through this environment - please email magic2015(at)nomadit.co.uk to do this.

When papers are proposed via the website, they will be proposed to specific panels. Convenors will receive a summary email of the proposal. Convenors are welcome to acknowledge proposals by email, and even to ask contributors to edit their abstracts by logging in themselves. When the call for papers is over, convenors must indicate their decisions about whether to accept/reject/transfer proposals through the login environment. If an author later emails to withdraw their paper, the convenors should mark the paper as 'Withdrawn' in the login environment, otherwise the conference administrator may not know of the withdrawal. The papers can be placed in order via the login environment, and this should be done once decisions about all papers have been made.

Length of panels
Panels may not last for more than a single day. Each day will have a maximum of three 90-minute panel sessions, each of which may hold up to four papers. So convenors should accept no more than twelve papers. When the call for papers closes the Scientific Committee will work on rehousing the proposals marked 'transfer', and we will get in touch if this affects your panel. This should be completed by the time registration opens.

Pre-circulation of papers
EASA has no rule about this but many convenors are keen to pre-circulate completed papers. To facilitate this and save on loads of email traffic, authors can upload a PDF of their paper within Cocoa, and it will then show as a downloadable file beneath their abstract on the public panel page on this site. It is your choice whether you instruct your presenters to make use of this.

Timing of presentations
How you allocate the time in your sessions is largely your decision. The EASA norm is to allot each presenter a maximum of 20 minutes (for presentation and questions/discussion). The key is to respect the fact that many presenters have travelled a long way in order to be able to contribute and clearly need time to set out their argument.  We are unable to represent specific intra-panel timings in our programme. Delegates reading the conference book will have to work on the assumption that papers will be evenly distributed through the panel. Clearly you may wish to amalgamate discussion time, but where possible please try to stick to this even distribution.

Communication between authors/convenors
Convenor/author email addresses are not shown on the panel pages for anti-spam and privacy reasons. However, there is an in-built secure email messaging system. If you cannot work that, please email magic2015(at)nomadit.co.uk to obtain the relevant email addresses.

If you have any queries about any of the above please email magic2015(at)nomadit.co.uk