The FAQ below addresses some of the most common queries IAFOR receives about The IAFOR International Conference on the City. If you are unable to find an answer to your question, please contact [email protected].
How do I submit a proposal for a conference?
You may submit an abstract for an individual presentation through our online submission system. Authors are limited to two submissions per conference.
If an individual is part of a panel or workshop proposal, the organiser or chair of the panel is responsible for submitting all papers and participant details within the panel or workshop; it is the participants’ responsibility to send all the required information to the organiser for input.
For submission requirements, examples and additional details about submitting an abstract online, please visit the Call for Papers page.
How many papers can I propose? How many times can I present?
You may submit a maximum of two abstracts to the conference. Delegates wishing to present two papers are eligible for a 50% discount off the registration rate for their second paper. Please contact the conference team at [email protected] for details.
Can I present a paper that has already been, or will be, presented at another conference?
Presenting research that has already been presented elsewhere is not acceptable. It is expected that any paper presented at an IAFOR conference is the original work of the presenter and has not been presented or published elsewhere. Presenting material that has been accepted for publication in a journal or other publication, but which has not gone to print before the conference, is permitted, provided it has not already been presented elsewhere. Full details of where the material will be published should be provided on submission.
Can I co-present a paper?
Yes. However, co-presented papers are given the same 25-minute time slot (including time for Q&A) as papers presented by a single individual. Each attending author must register for the conference individually.
Are the deadlines firm?
Yes – please pay close attention to the dates and deadlines stated above and elsewhere on the CITY site.
How can I check the status of my submission?
The status of your submission may be checked through the online submission system.
I’m not sure if I’ll be able to attend the conference. Should I submit a proposal anyway?
Please submit proposals only if you plan to attend the conference. If you think you may not have time to attend, may not be able to finish a paper, or may not be able to 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 on this by the CITY Organising Committee and Review Committee, as well as by the IAFOR administrative office.
If I can’t attend the conference, can someone else present my paper?
Yes – a listed co-author may present without you. If you and your co-authors are unable to attend the conference in person, please consider registering as Virtual Presenters.
How are proposals assessed?
After your abstract is submitted online it will undergo double-blind peer review. For further details please read our review and grading guidelines.
Why was my proposal rejected?
There are a number of reasons why a submission may be rejected. Your submission may:
- be considered to contain unoriginal work;
- not be relevant to the conference in question;
- have language and comprehension difficulties;
- not be considered to meet the standards required for presentation.
Are the proposals of professors or senior academics given preference over those of graduate students and independent researchers?
No. All proposals are examined on their own merits. IAFOR welcomes appropriate contributions from a variety of backgrounds and levels of scholarship.
Can I substitute a different paper after my paper has been accepted?
No. Your proposal was assessed and accepted based on its individual merits, and may not be substituted for a different paper following acceptance. If you would like to present another paper, please submit a separate abstract.
Can I change the title of my proposal after it is submitted?
Yes – for title changes, please contact the IAFOR administrative office at [email protected]. Note that while your title may change, the content of your presentation must remain consistent with your accepted abstract.
How are presentations scheduled?
The conference organisers are responsible for scheduling presentations. Time and room assignments are to some extent based 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 Conference Programme together and the large numbers of participants involved, it is not usually possible to accommodate requests for specific days or times.
Can I request a day and time for my presentation?
Because of the complexity of putting the Conference Programme together and the large numbers of participants involved, it is not usually possible to accommodate requests for specific presentation days or times. We ask that you reserve requests for religious reasons or other exceptional and unavoidable circumstances.
We encourage participants to attend the conference each day in order to benefit fully from the experience. While requests for specific presentation days or times are not accepted other than under exceptional circumstances, you may request one blackout day – a day on which you will not be scheduled to present at the conference.
Scheduling requests will not be accepted after the registration deadline.
What are the presenter registration rates for CITY? Are there any discounts for registering early?
Please visit the Presenter Registration page for full details of presenter rates.
Registration dates reflect Central European Time (UTC + 1 hour).
Register early to take advantage of Early Bird or Advance Registration rates.
Do you offer audience or student registration rates for CITY? Are there any discounts for registering early?
Please visit the Audience Registration page for full details of audience rates1.
Registration dates reflect Central European Time (UTC + 1 hour).
1Please be aware that if you register as an undergraduate audience member, IAFOR will request proof of your current undergraduate status.
Register early to take advantage of Early Bird or Advance Registration rates.
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 72 hours of payment. If you are a PayPal member you may log into your PayPal account to view details of your transaction.
I need an invoice
If you require an invoice, please contact [email protected], with “CITY 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 second accepted submission?
You may propose a maximum of two papers for the conference. If you wish to present two papers both must be accepted and you must register for both of them. You are eligible for a 50% discount on the registration rate of your second paper. This discounted registration fee covers administrative costs associated with registration and submission of your final paper to the Conference Proceedings. If you would like to register a second paper, please contact [email protected] to receive a discount code for use on the registration page.
Can I get a refund?
If you need to cancel your registration for any reason, you must do so in writing by May 15, 2018, by contacting [email protected]. If you cancel your registration before this date you will receive a refund, subject to a 100 EUR service fee. Requests for refunds for optional extras purchased separately from registration (conference dinner and tours) are subject to a 10 EUR service fee. Refunds will not be given after May 15, 2018.
Paypal is not accepting my credit card
All payments are handled directly by PayPal, so the assistance IAFOR can provide is limited.
If your credit or 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.” one of the following reasons may apply:
- Your card is associated with a specific PayPal account, but you’re not logging in with that particular account
- Your card was associated with a PayPal account that has since been closed
- You have linked the card to a PayPal account, but have not yet confirmed it
- You have 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 (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.
Please contact PayPal directly for further assistance with credit card payments. You may also find it useful to view Paypal’s Help pages. If you continue to have problems after doing this, please let us know at [email protected].
How do I change Paypal’s language settings?
The language displayed on the PayPal site depends on 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 contact [email protected]. Our administrative team will then send you a PayPal request for the registration fee and attempt to set the language on the PayPal invoice to English.
How do I receive a receipt?
After your payment has been confirmed and processed by our Finance team you will receive an official receipt via email (attached as a PDF).
Is there financial assistance available for conference registrants?
IAFOR is dedicated to helping young scholars achieve their research and academic goals, while also encouraging them to apply the principles of interdisciplinary study to their work. For more information please see the Grants & Scholarships page.
In addition, we currently offer Early Bird and Advance Registration rates for presenters and an Early Bird rate for audience members. We provide a 10% discount to returnees, and a 50% discount for people wishing to present a second paper. We also offer other discounts to groups and individuals from our partner institutions.
How long are the presentation sessions?
Oral presentations are normally scheduled as part of a panel of three presentations lasting 75 minutes in total. In sessions with two oral presentations, the session will last 50 minutes, and in the case of four presentations an extended session lasting 100 minutes will be formed.
How long can my presentation be?
The time in the sessions is to be divided equally between presentations. You have a 25-minute slot allocated in which to present, but your presentation itself should be no longer than 20 minutes. We would suggest aiming for around 15–18 minutes.
What are the responsibilities of the Session Chair?
The Session Chair has several primary functions:
- Introducing the session and the individual presenters, which may include affiliations, country and main research interests (speaker bios are provided in the rooms as an aid)
- Ensuring that presenters present within their scheduled time slot and stick to their time limit
- Facilitating questions and discussion after all papers have been delivered
- Clearing the room promptly to make way for the next session.
How long can my presentation be?
Poster presentations are held in 90-minute sessions in an open forum format involving multiple presenters.
I am a Poster Presenter. What size should my poster be?
The poster display boards are 900mm wide x 1800mm high. Tape and pins are available from the conference Registration Desk. 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:
What is a Virtual Presentation?
Virtual presentations afford authors the opportunity to present their research to IAFOR’s far-reaching and international online audience, without time restrictions, distractions or the need to travel. Presenters are invited to create a video of their presentation, which is then uploaded to the official IAFOR Vimeo channel and remains online indefinitely. This is a valuable and impactful way of presenting in its own right, but also an alternative means for those delegates who may be unable to travel to the conference due to financial or political restrictions. The same publishing opportunities apply to virtual presenters, with final papers being included in Conference Proceedings.
What are the advantages?
- No restriction on presentation length
- No need to travel, which can benefit delegates who may not be able to attend to the conference for either financial or political reasons
- The opportunity to present research to a large, far-reaching international audience
- Benefit from the same publishing opportunities as presenters attending the conference in person, with final papers included in the Conference Proceedings.
What is a Symposium Presentation?
Symposium Presentations are conceived and organised by individuals who recruit speakers to present papers or participate in panel discussions on a specific topic. A Symposium lasts for 90 minutes, and includes:
- An introduction
- 3 or 4 oral presentations based on submitted abstracts
What are the responsibilities of the Symposium Chair?
- Introducing the session and the individual presenters, which may include affiliations, country, or main research interests;
- Ensuring that symposium presenters adhere to their time limit;
- Facilitating questions and discussion after all papers have been delivered;
- Clearing the room promptly to make way for the next session;
- Informing symposium panelists whether 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?
When proposing a symposium, 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.
What is a Workshop Presentation?
A workshop is a brief, intensive course, lasting 50 minutes, which is led by an experienced researcher or practitioner, usually with a PhD-level qualification. It facilitates group interaction and the exchange of information between 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 presenters can a Workshop Presentation include?
Workshops should have a maximum of five presenters.
How long are Workshop Presentations?
Workshops, which are brief, intensive courses, last 50 minutes.
What equipment is available in presentation rooms?
All presentation rooms are equipped with:
- MacBook computer
- Digital display screen or LCD projector and white screen
- 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 your presentation with you on a USB drive. As a precaution we suggest sending yourself the presentation by email. MacBooks do not have a CD drive.
You can play videos from Powerpoint as long as the full video file is included in the same folder as the Powerpoint file. The Mac can play videos in MP4, AVI and MOV formats. However, Mac cannot play Windows 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.
Wireless internet will be available throughout the venue and there will be access to a computer in the base room.
A Mac computer (with Microsoft Office installed) and a printer will be available 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.
Attending the Conference
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 Spain. 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 Spain.
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 sent it to [email protected] 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 Spain. IAFOR will not provide letters of guarantee.
Who will issue me a Letter of Guarantee?
You may know an individual or institution in Spain willing to act as a guarantor, or, if you have no connection with the country, Spanish immigration authorities may find that it is acceptable to have your university act as the guarantor. IAFOR cannot provide Letters of Guarantee.
How will I know which documents the Spanish Embassy will require?
If you are from a country that does not have a visa agreement with Spain, then it is likely that you will need a Letter of Invitation and/or a Letter of Guarantee. Please consult your local Spanish 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 the Visas & Letters of Invitation page.
Are accommodation and travel included in the registration fee?
No, accommodation and travel are not included in the registration fee.
How do I get from the airport to the conference venue?
Please view the Venue page for access information.
How do I submit my full paper for inclusion in the Conference Proceedings?
Please review the Conference Proceedings paper guidelines and then submit your paper through the online submission system. Conference Proceedings papers will only be accepted from registered presenters.
When are the Conference Proceedings published?
The Conference Proceedings are published online in a PDF format. The expected publication date for the CITY conference proceedings is September 17, 2018.
Conference Proceedings are published under an ISSN issued by the National Diet Library of Japan.
How can I check whether 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 page before preparing and submitting your paper.
I am an undergraduate student. Can I attend CITY
All undergraduate students with an interest in the CITY subject area are welcome to attend as audience members.
I am an undergraduate student and would like to present a paper at CITY. Can I submit a proposal?CITY does not accept presentation proposals from undergraduate students. If you are an undergraduate considering postgraduate study and have a passion for your discipline, we encourage your participation as an audience member.
What is IAFOR?
The International Academic Forum (IAFOR) was founded in Nagoya, Japan, in 2009 as a research organisation, conference organiser and publisher dedicated to encouraging interdisciplinary discussion, facilitating intercultural awareness and promoting international exchange, principally through educational interaction and academic research. By creating opportunities for dialogue between academics and thought leaders, IAFOR has become a pioneer in providing the research avenues and visionary development solutions that are necessary in our rapidly emerging globalised world. Read more about IAFOR.
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’s events are attended by a wide range of people, including academics, researchers, professionals, education advisors, business leaders, students, and government and public sector representatives.