5th AIBR Conference Submission Guidelines

Please read thoroughly these guidelines for the 5th AIBR Conference as it will facilitate your interaction with the Technical Secretariat and avoid unnecessary delays in your registration process. Thank you for your collaboration.

This Conference is organized in panels. Conference participants send all thematic proposals, and not the Organization.

• The submission of all proposals (full panels, open communications, audiovisuals, posters, workshops, book presentations and other formats) will only be sent through the Conference website application.
• Each participant will be able to sign only TWO communications proposals (as an author or coauthor) and ONE proposal of any one of the other formats admitted in the Conference. In case that there are more than three proposals signed by the same author, the Organization will contact them and request that they select which proposal they prefer to withdraw. If no answer is obtained from the author, the Organization will withdraw the last proposal submitted.
• It will not be possible for an author to sign two communications for the same panel (as an author or a coauthor)
• We won’t request a full paper for the proposal you present at the Conference at the time of registration nor later on.
• Anyone who signs a proposal, and once it has been reviewed and accepted for the Conference, will necessarily have to complete their registration in the 5th AIBR Conference before MARCH 22^nd 2019. Proposals whose authors have not registered prior to this date will be automatically eliminated from the Conference program. Completing the registration implies having paid the corresponding fee and provided the supporting documentation (when required) to the Organization by the set deadline.
• All your admin for this Conference will be process through your Participant personal page. TO ENTER your personal space you will require your USERNAME (a 5 or 6 digit code, note that it is NOT your e-mail address) and PASSWORD. Both will be sent on an automated welcoming email once you register as a user on the Conference website.
• Please take special care of style, spelling, writing, technical vocabulary and content during your user registration and when submitting your proposal. Please, follow the guidelines for the word count of your proposal abstract strictly. The information you submit will be the one the Scientific Committee will take into account when evaluating the proposals, as well as the one that will be included in the Conference Program, Book of Abstracts, certificates, etc. No spelling or style proofreading will be performed prior to the publication of the Program. Please, revise your proposal before sending it through the system.

 CONFERENCE DELEGATE LOGIN

FORMATS

Seven formats will be accepted for proposals:

PANELS

Each panel will consist of a minimum of 4 communications and a maximum of 6 (including that of the panel coordinator) on a common theme. In total, the panel will have a maximum duration of two hours: this is, in a panel of six people, for example, fifteen minutes would be available for each speaker, and 30 minutes for general debate.

The person who coordinates the panel (only one person will be the coordinator for each panel), will be responsible for entering the panel details on the registration form, namely: a title, a summary of a minimum 175 words and a maximum of 250 words, 3 to 5 keywords, and the names of all panelists (please do NOT include all co-authors for each individual communication in the authors section, only the main author presenting, and registering, each communication). Reference to authorship in the fields above will not be accepted. If this occurs, the proposal could be eliminated.

It will also be necessary to select from a list of theme options (drop-down menu in the registration form), the one that is most akin to the panel presented.

Once the panel has been registered, each individual panelist (including the coordinator, if they are also presenting a communication) must register the communications that conform the panel through the registration form, indicating that it is a communication integrated in a panel (read below the guidelines for submitting communications). Panelists must indicate, in addition to their personal details, the theme of the panel (select from drop-down menu), and the name of the panel the communication is part of (select from drop-down menu). Note that it could take several hours for the name of the panel to appear visible on the drop-down menu after it is registered by the coordinator, so please, take some time before sending your communications.

To avoid problems and incongruences, it is very important that all panelists know the title and the theme of the panel, as registered by the coordinator, since each panelist will have to include these details when registering their own communication.

In the event that panels composed of four or five communications are presented, the Organization could request the coordinator to include open communications of the same theme to the panel until completing the limit of six speakers. The inclusion of said communications will only be effective when and if the coordinator of the panel agrees on it. This will always be by a request of the Organization and never by the authors of any free communications.

OPEN COMMUNICATIONS (NOT part of a registered panel) and COMMUNICATIONS INTEGRATED IN A PANEL (registered panels)

The author will submit the proposal through the registration form available on the website. The proposal will include a title and an abstract of a minimum of 175 words and a maximum of 250, as well as 3-5 keywords. References to authorship in these fields will not be accepted, and the proposal could be eliminated if this occurs.

In the case of communications integrated in a panel, they must take special care to write the name of the first author of the communication in the space of the First Author in the form (it must match the author's name which appears on the panel previously registered by the coordinator, for the application to recognize it belongs to it), and then write the names of the coauthor(s), if any (maximum of six).

The coauthors of the communication do not have to register the communication. It will only be registered once by the main author. Coauthors should only make the payment of their conference registration to attend the Conference.

It will also be necessary to select from a list of theme options (select from drop-down menu in submission form) the one that is most akin to the proposal presented. In the case of communications integrated in panels, you should consult with your coordinator what is the topic they registered for the panel, so that they coincide.

The duration of each individual communication will be a maximum of 15 minutes. Exceptionally, and in the case of panels with less than six participants, the duration of each presentation may be somewhat longer, at the discretion of the coordinator. Communications will be presented by one person ONLY (either the author or co-author) and in person. Virtual presentations will not be accepted under any circumstances. By default, the Organization will take the person who has registered it as the presenter of the proposal, any news in this regard must be communicated by email to the Congress Organization.

Authors may use PowerPoint or other audiovisual presentation resources for the delivery of their communication.

The Organization of the Conference will distribute accepted open communications in thematic panels and may request one of the panelists to act as moderator of the panel. This request does not entail any kind of commitment on the part of the people consulted, who may or may not accept to act as moderators according to their interests.

AUDIOVISUALS

The author will register the proposal through the registration form on the website, indicating that it is an audiovisual, and presenting a title and a summary with a minimum of 175 words and a maximum of 250, as well as 3-5 keywords. References to authorship in these fields will not be accepted, and the proposal could be eliminated if this occurs. It will also be necessary to select from a list of theme options (select from drop-down menu) the one that is most akin to the proposal presented. 

The maximum duration of each audiovisual will be of 100 minutes. The authors will need to indicate the exact timing of their proposal. The complete file will be required for its evaluation by the Scientific Committee. Once the deadline for submitting proposals has passed, the Organization will contact you to proceed with the file submission online.

POSTERS

The author will register the proposal through the registration form for individual proposals on the website, indicating that it is a poster, and presenting a title and a summary with a minimum of 175 words and a maximum of 250, as well as 3-5 keywords. You will also be required to submit the poster (PDF format). You can attach this document once the submission form has been sent. From the left menu in your personal site, you will find a section called "Documentation" where you can include your document.

References to authorship in these fields will not be accepted, and the proposal could be eliminated if this occurs. It will also be necessary to select from a list of theme options (drop-down menu in the registration form) the one that is most akin to the proposal presented.

Posters accepted will be exhibited for the whole duration of the 5th AIBR Conference. Besides, there will be specific moments in which the authors should remain close to their work to be able to explain their research to the interested public. These informative times will be delimited by the author of the poster, and they will indicate these in a note or card next to their work to inform the audience.

WORKSHOPS

Workshop proposals will be sent through the individual communications form, indicating that it is a workshop. They have to be presented with a title and a summary with a minimum of 175 words and a maximum of 250, in which the characteristics and objectives of the Workshop will be explained, as well as its duration and the needs to be covered for its realization.

The author will register the proposal in the form of registration of proposals of the website, indicating that it is a workshop, presenting a title and a summary with a minimum of 175 words and a maximum of 250 words, which will explain the characteristics and objectives of the workshop, as well as its duration, maximum number of participants and the needs to be covered for its realization (ex. classroom layout, audio, etc). If the duration of the workshop is intended to be greater than two hours, they must acknowledge it on their abstract, requesting it to be divided into two sessions to fit into the Conference timetable.

BOOK PRESENTATIONS

The author will inscribe their proposal in the submission form of the website, indicating that it is the presentation of a book. Please, enter details of the title, and summary of the book with a minimum of 175 words and a maximum of 250 words. In addition, please upload a file (.jpeg or .pdf) of the cover of the book, so that we can include it as part of the Conference program for promotional use (You can attach this document once the form has been sent, from your personal user page, on the left menu you will find a section called "Documentation" where you can upload the file).

SPECIAL FORMATS

The author will register their proposal in the web through the registration form, indicating the "Other formats" box. Please, include a title and a summary of the activity of a minimum of 175 words and a maximum of 250 words, in which the characteristics and objectives of the proposed format will be explained, as well as its duration of the activity, and any needs to be covered for its realization (maximum and minimum number of attendees, formulas proposed for the control, acquisition or acceptance of said attendees (online forms, etc), place/spaces necessary for the development of the activity, maximum duration, technical requirements, etc).

If you need more information about the special formats, you can consult the "Special Formats" section of our Frequently Asked Questions: http://2019.aibr.org/en/faq

IMPORTANT DATES

• Deadline for submission of proposals (panels and communications that comprise them, open communications, audiovisuals, posters, book presentations, workshops and other formats): December 10th, 2018 - Deadline extended: JANUARY 11th, 2019.
  
• Estimated date for notification of acceptance of proposals: FEBRUARY 1, 2019.
• Deadline for EARLY BIRD (reduced) registration: MARCH 1, 2019. As of MARCH 2, 2019, in all cases the price for the second period (full price) will apply. Review the REGISTRATION FEES here.
• Deadline for REGISTRATION of participants with PROPOSALS APPROVED by the Scientific Committee: MARCH 22, 2019.
• Participants who will not present proposals can register until JULY 5, 2019.

* Authors and coauthors of PROPOSALS ACCEPTED by the Scientific Committee that have not completed their registration - that is, made the payment and sent, when pertinent, the supporting documentation – by the set deadline (MARCH 22, 2019), will not be included in the Conference Program and will not be able to present their proposals in it.

GENERAL GUIDELINES

AUTHORSHIP

There is a maximum of 6 co-authors for each proposal. However, only one person will be able to present the work in the Conference. By default, the Organization grants that role to the person who has registered the proposal. Any change in this respect must be notified by email to the Conference Organization before JUNE 1, 2019.

So that all the co-authors can receive their certificate of participation and appear in the Program and the Book of Abstracts of the Conference (and Aries Journal therefore), they will have to register in the Conference. The Organization does not certify the legal authorship of the work, it will only reflect the names of the people who have submitted them and who have registered for the Conference.

If the main author cannot attend the Conference and defend the work, no one from the Organization or any other member of the panel or the public will be able to present their communication. Only a co-author enrolled in the Conference and listed in the proposal may present the proposal in the absence of the main author, as it would be the only person capable of discussing the results of such work.

The delivery of the certificate of participation in the Conference (whether with panels, oral communications, posters, audiovisuals, workshops or others) is subject to the author or co-author presenting their proposal in person, within the framework of the Conference. No virtual presentations will be accepted in any case, nor will presentations read by other people who are not authors or co-authors of them.

COORDINATORS

Coordinating a panel involves convening 4 to 6 speakers (the coordinator himself/herself may or may not be one of them, but in no case shall the maximum of six panelists be exceeded), devise a panel that has coherence and functions as a whole, register it, serve as a bridge between the panelists and the Organization, inform them of how they should register their communication (its registered theme and name), and also be present during the panel's presentation, giving turn-takings, controlling intervention times and directing the subsequent debate. Only if these requirements are met will the corresponding certification be obtained. In all cases, there will be a single coordinator for each panel.

MODERATORS

Moderating a panel involves briefly presenting the panelists, giving turn-takings and controlling intervention times, as well as directing the subsequent discussion or debate. With the open communications that are received, the Organization will create thematic panels and will propose a panel participant to act as moderator of the panel. There is no commitment on the part of the proposed moderator to accept the request.

LANGUAGES

Proposals may be presented in the official languages ​​of the Conference: Spanish, English or Portuguese. Both the panels that are already registered and the thematic panels that are created by the Organization after gathering the individual communications, may be formed by communications in any of the three languages. AIBR Conference would like to promote the multilingual dialogue that has been taking place for years in the field of Ibero-American Anthropology.

In the panels generated by the Organization, we will always try to include communications in the same language, although exceptionally it could be the case that there would be communications in different languages.

EVALUATION

Each work will be evaluated double blind by a minimum of two people by the Scientific Committee, and in case of clear disparity in the evaluations, a third blind evaluation made by a different member of the Committee will take place.

THEMES

The topics in this Conference are diverse. Participants can send oral communications, panel proposals and others of a diverse audiovisual and interactive kind, based on the study of all the main branches of the anthropological discipline. In the registration form you will find a wide variety of topics to frame your work. Please, choose the one most akin to your work from the drop-down menu available in the submission form.

PROGRAM

• Once the acceptance of a proposal by the Scientific Committee has been notified, participants must register in the Conference before MARCH 22, 2019. After this deadline, those proposals whose authors have not registered and made the payment for the registration fee will be automatically eliminated from the Program. The registration will not be completed in any case until all supporting documentation requested by the Organization is delivered and the payment finished. In the case of accept panels, keep in mind that these will only continue to be included in the Program if at least 4 participants have completed their registration within the stipulated registration period. Otherwise, the panel will be removed from the Conference, and the approved and registered communications will be distributed in other panels, according to the criteria of the Organization and according to the chosen theme.
• No author or co-author will appear in the Program who has not made the payment of the registration fee and provided the documentation required by the Organization in each case, by MARCH 22, 2019.
• The person who registers in the Conference to present a piece of work, in any of its formats, must have availability to present it at any time within the calendar of the Conference. Requests of preferred days or time slots will not be considered.

CONFERENCE REGISTRATION 

SUPPORTING DOCUMENTATION

Essential for the registration of students, those in unemployment or retired, and members of AIBR, APA and any association under the ASAEE (former FAAEE)-

• STUDENTS: A certificate issued by the Secretary of your centre stating that you carry out studies during the year 2019. A scanned document of the tuition payment corresponding to the 2018-2019 academic year can also be accepted. Post-doctoral researchers will need to pay professional registration fees.
• UNEMPLOYED: In Spain: Certificate issued by the official body (INEM). Other countries: certificate issued by the corresponding official body and if there is no such body, an affidavit (before a notary) of unemployment status by the time of registration will be admitted.
  • RETIRED: Certificate issued by the corresponding official body that certifies the applicant's retirement status. An affidavit (before a notary) of the retirement situation at the date of registration will also be admitted
  • MEMBERS OF ASAEE ASSOCIATIONS: Certificate issued by the corresponding Association, including an updated date certifying current membership and up-to-date payment.
  • MEMBERS OF APA: Certificate issued by the Portuguese Association of Anthropology, including an updated date certifying current membership, and up-to-date payment.

REIMBURSMENT OF REGISTRATION FEES

Once registered, if you wish to cancel your registration, you will be reimbursed 60% of the amount paid. This is only applicable if you request this cancellation before 24:00 h (Spanish mainland time) on MARCH 22, 2019. As of MARCH 23, no payment will be refunded.

On the other hand, if you are a participant with an approved proposal, and you do not finish your registration before 24:00 h (Spanish peninsular time) on MARCH 22, 2019, your proposal will be automatically eliminated from the Program.

ARIES JOURNAL

The summaries of all accepted communications included in the program will be published after the Conference conforming a volume of the journal ARIES: ANUARIO DE ESTUDIOS DE ANTROPOLOGÍA IBEROAMERICANA (con ISSN 2530-7843). 

For more information, visit the AIBR website: http://aries.aibr.org/

NOTE: This regulation is subject to modifications by the Organizing Committee of the V Conference and the Board of Directors of AIBR.