CIES 2019 San Francisco (April 14-18, 2019)

Conference Policies

SUBMISSION AND PRESENTATION POLICIES

By submitting a proposal to CIES 2019 San Francisco, you agree to the submission and presentation policies outlined below.

Membership and Registration
While not required at the time of proposal submission, both (1) CIES membership for the 2019 calendar year and (2) conference registration for CIES 2019 San Francisco are required for participation in the conference program. If your proposal is accepted, you will receive further instructions about becoming a CIES member or renewing your membership for 2019, as well as registering for the CIES 2019 San Francisco conference. All accepted presenters will be required to fulfill both CIES membership and CIES 2019 conference registration requirements by January 31, 2019, in order to appear in the conference program. Please note that payment of registration fees can be delayed until you arrive in San Francisco, but you must complete conference registration by the deadline as confirmation of your attendance.

Proposal Review and Selection Process
CIES 2019 San Francisco will accept proposals for contributions in several session formats. Proposals in certain formats will undergo double blind-peer review via an online submission system, while those in other formats will need to be submitted by email for review by the CIES 2019 Program Committee. Proposal submitters will not only need to select a session format for their contribution to the conference program, but also identify the type of research contribution that their work represents. Details about session formats and types of research contributions are provided in the full Call for Contributions.

At the time of submission, you will be asked to indicate which session format best fits your proposal. In the event that your proposal cannot be accommodated as formal paper presentation or panel session due to space limitations then, based on a common rubric and criteria used by peer reviewers, your contribution may be allocated to a referred-round-table session for inclusion in the conference program. Decision letters will be distributed in December 2018.

Participation Limits
In order to promote wide participation, prospective presenters may submit only one proposal for a Formal Paper Presentation or Formal Panel Session via All Academic. After you have submitted either type of proposal, the online submission system will automatically disable the option to submit additional Formal Papers/Panels. However, submissions in other formats do not count towards the submission limit and may continue to be submitted. Participants may be listed more than once as a co-author (non-presenter), chair, or discussant. If you have questions about submission via the online system, please contact program.cies2019@cies.us.

To avoid duplication of presentation content, individuals with multiple roles in the conference program may not present the same material in different sessions. For example, if your paper is accepted at a New Scholars Dissertation Mentoring Workshop, you will not be able to present the same paper for an individual paper or group panel session. Final decisions on the limits to individual participation will be made at the discretion of the CIES 2019 Program Committee.

Proposal Revisions After Acceptance
CIES allows for minor changes to be made to presentation titles and abstracts after proposal acceptance. We also permit changes to the list of presenting and non-presenting authors. However, in order to maintain the integrity of the blind peer review process, adding new presenters or additional papers to accepted proposals will not be permitted. To request proposal edits after acceptance, please contact program.cies2019@cies.us.

Conference Attendance
All presenters of accepted proposals are expected to attend CIES 2019 San Francisco and be present at their scheduled session. They are also expected to circulate their papers to their co-panelists and any discussants at least one week prior to the conference. If an emergency or other circumstance prevents any authors/presenters from attending the conference, they should immediately contact program.cies2019@cies.us as well as any panel organizers (e.g., SIG representatives).

CIES is unable to accommodate pre-recorded or virtual (online/Skype) presentations and requires at least one author of any accepted proposal to be present on-site. Exceptions for special circumstances may be made at the discretion of the CIES 2019 Program Committee.

Presentation Equipment and Internet Access
Standard presentation equipment (LCD/overhead projectors and PowerPoint-equipped PCs) will be available for all paper and panel sessions. However, presentation equipment will NOT be provided for round-table sessions or for poster sessions. Presentation slides and digital materials should be formatted to be compatible with PC/Microsoft Windows.

Although internet connectivity will be available in the conference venue, dedicated bandwidth will NOT be provided for presentations in individual meeting rooms. Presenters should avoid embedding web links and streaming content within their PowerPoint presentations. It is recommended that presentations as well as any related files be saved to your own personal USB flash drive (“memory stick”), so that they many be uploaded to a shared computer prior to the start of your session.

INCLUSION AND ACCESSIBILITY POLICIES

CIES is committed to offering a welcoming and accessible environment for all. The below procedures and resources will be in place at CIES 2019 San Francisco in order to ensure that the diverse needs of our participants are met.

ADA Accommodations and Special Requests
Please be sure to indicate any special needs when you complete conference registration for CIES 2019 San Francisco, so that we may accommodate you on-site during the conference. If you plan to stay at the conference venue hotel (Hyatt Regency San Francisco) and require an ADA-compliant or -accessible room, please let the hotel know this directly during the booking process. Both registration and hotel reservation information for conference participants will be made available in October 2018.

Transportation and Mobility
CIES 2019 San Francisco events will be held at the Hyatt Regency San Francisco hotel, as well as the Herbst Theater inside the San Francisco War Memorial and Performing Arts Center. All conference venue facilities meet ADA compliance requirements and offer elevator and/or ramp access. Moreover, the San Francisco Municipal Transportation Agency (SFMTA) has implemented system-wide Muni transit improvements that excel beyond ADA standards. For specific questions regarding transportation and mobility in San Francisco, please contact the concierge at the conference hotel.

Gender-Inclusive Restrooms
Between 2019 and 2023, CIES will host its annual conference at Hyatt properties around the United States. According to corporate policy, it is Hyatt’s practice to permit guests to use the restroom of the gender with which they identify.

Nursing Mothers Room
CIES supports the right of women to breastfeed in public spaces and across our conference meeting facility. Additionally, we will provide a private lactation room for nursing mothers to use as they desire.

Prayer, Contemplation and Meditation Room
CIES will make a special, dedicated room available for prayer, meditation and reflection. The Contemplative Inquiry and Holistic Education SIG will offer workshops in Tai Chi and Qigong at various times in this space.

Guidelines for Accessible Presentations
As you prepare your CIES presentation, it will be helpful to keep in mind how you might enhance the accessibility and effectiveness of your communications to reach a variety of audience members. As a presenter, chair, discussant or conference participant, you play a central role in ensuring that sessions and learning opportunities at the conference are accessible, inclusive and engaging.