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INSTRUCTIONS FOR
AN AEGEAN CONFERENCE PROPOSAL
To download the application click the
hyperlinked text below:
Microsoft Word
PDF
Points to consider
when filling out the application:
Introduction
The
Aegean Conferences invites proposals for Conferences in all fields of
Science, Engineering, Arts, and Humanities. The purpose of the Conferences is to
bring together individuals with common interests to examine the emerging and
most advanced aspects of their particular field.
Duration and size of
meeting
Conferences
are held all year round. A standard Aegean Conferences meeting takes place
over a course of four days and five nights. However, the Executive
Director should be contacted before filling out this proposal if you feel
that your meeting warrants a longer time frame (i.e. 5-days, 6-nights). A
standard conference is comprised of eight sessions (two per day), one in the
morning and one in the afternoon; a daily poster session will follow the
morning or afternoon session.
Each session includes a 45-60 minute keynote lecture by an invited
speaker, who also usually chairs the session, followed by several 15-20
minute presentations selected by submitted abstracts related to the
particular topic of the session.
Organizers should, to the best of their ability, attempt to estimate
the number of potential conferees at the proposed meeting. If extenuating
circumstances warrant a change in the meeting venue, Aegean Conferences will
work with the Organizer and do our best to rectify the situation.
Costs
The
Aegean Conferences is a non-profit organization. Thus, any surplus generated
by our meetings is used for the development of future meetings, to defray
speaker and organizer expenses, and to make our meetings more
accessible. Aegean Conferences will defray a portion of meeting related
expenses for organizers and speakers participating in our meetings. Details
and reimbursable expense information will be sent to all program participants
in advance of the meeting. Speaker expenses are defrayed in large part by
travel grants from industrial, governmental and nonprofit sponsors.
Executive Summary
Your
proposal description is of great importance for the scientific/technical
valuation. Thus, when describing the reason for organizing the
conference in the topic you have chosen, you might want to consider some
points. For example, does a greater scientific/academic community have
interest in this topic? Is the timing of the conference optimal? Are other
similar conferences taking place? How will such a conference benefit the
scientific/academic community?
Certain requirements
must be met under Aegean Conferences' policy on science and journal writers
and on the quotation of information obtained from our meetings. There is an
"off-the -record" policy in order to ensure free and unimpeded
discussion and exchange of ideas. Although participants are free to publish
their own research material, they may not cite material as presented at an Aegean
Conference. If you wish to cite such unpublished data and other
information you must communicate in writing your quotation of such, and must
obtain from each author their permission in
writing for use of same. You are, of course, free to
state your opinions on data and other information without the author(s)
approval as long as written approval to use the data or information is
obtained. If you wish to quote verbal statements attributed to anyone at the
meeting, you must proceed as in above. Statements making reference to
consensus opinions are not permitted if they indirectly or directly cite
unpublished data/information revealed at a meeting unless procedures above
are met. It is prohibited to quote and/or cite any and all unpublished
material, in any form, without an expressed, written consent of the
author(s). All material presented, including informal discussions, are
regarded as privileged information.
The Program
A
draft program should be presented with the breakdown of the sessions and the
persons that will contribute to the event. The Conference program
should emphasize new, unpublished, groundbreaking and cutting edge
research and information. The use of review material should be
primarily for background purposes.
Speakers and
Participants
While
putting together a slate of session chairpersons, organizers, workshop or
discussion conveners and plenary speakers you should be reminded that these
are all included in the speaker counts. Thus, it is to your
benefit to schedule speakers as session chairs or discussion leaders.
This will maximize their participation as well as your budget allocations.
Meeting organizer(s) must approve the attendance of all participants.
Registration by science or other journal writers is also required and they will
attend under the same policies as all other registrants. If a speaker
declines to speak, Aegean Conferences strongly encourages you to seek
alternate speakers with a similar stature in the field as the person who has
declined to speak. In addition, organizers should refrain from making late or
on-site changes in final programs and formats except where circumstances
prevent a listed speaker from attending a meeting.
Your selection of the
formerly mentioned conferees should be of a diverse mix. The Conference
should be an international mix of participants. These shall represent
academia, industry, foundation and governmental laboratories. In
addition, the Conference should be comprised of a mix of male/female,
junior/senior and minority conferees.
Finally, due to the diverse group of people, you might want to ensure that
the location of your conference is optimal for a successful outcome.
Cancellations
Finally,
in regard to the policy of meeting cancellations, Aegean Conferences will
only seriously consider canceling a meeting if the number of conferees is not
double the number of speakers at the registration deadline.
Thank you for your interest in the Aegean Conferences and we look
forward to the exchange of cutting edge knowledge!
For questions regarding
your application, please contact:
Dr. John D. Lambris
Aegean
Conferences
Executive Director
Phone: +1 (610) 527-7630
FAX: +1 (610) 527-7631
E-mail: proposals@aegeanconferences.org
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