Frequently Asked Questions

Changes and cancellations

Can I present remotely?

Given the extra costs and labour involved in setting up the AV equipment and the subsequent unreliability of the technology on both ends, at present all EAIE speakers are required to be present at the conference venue. This is something we are investing in for the future but at the moment we cannot offer remote participation.

Can I postpone my session to next year?

As the field of international education is continually evolving and each conference centres around a different theme each year, those proposals accepted for the 2020 EAIE Conference cannot automatically be included in the 2021 programme. There will be a fresh call for proposals in September where you may propose your content again and indicate that is was accepted for the 2020 conference for the reviewers’ information. All proposals will be reviewed by the 2021 review criteria.

Can I request a certain date?

We can make a note of a request and try to accommodate it where possible, but please be aware that the programme scheduling is based on many factors and is designed to accommodate the delivery as a whole in the most appropriate manner. In May, you will receive information about which time slot your session has been assigned. Until that time, we kindly ask you to inform the Chair and speakers to please keep all of the following dates available as the session can be scheduled anytime during this period: from the morning of Wednesday 14 October until midday on Friday 16 October.

Can I confirm a new speaker after 14 April?

We understand that the new conference date may mean you have to find a replacement Chair or speaker and this can take time. It is acceptable to submit a speaker change form after 14 April, provided that you confirm that the proposal will go ahead and keep the EAIE Office informed on the replacement progress.

My Chair and co-speaker cannot attend. Can I present alone?

When accepting the proposal, the Conference Programme Committee (CPC) accepted it on the basis of the speakers proposed. In many cases this was due to the diverse perspectives the proposed speakers could bring from their regions or countries. Any change to this must be discussed further on a case-by-case basis.

Neither the proposed Chair nor speakers can attend. Can I change the whole panel?

When accepting the proposal, the Conference Programme Committee (CPC) accepted it on the basis of the speakers proposed. We understand that in some cases a speaker may need to be changed but in a case of all speakers being changed, the session quality cannot be guaranteed and therefore the session must be cancelled.

Can I give my session slot to another proposer?

All conference proposals are subject to a rigorous and multi-layered review process lasting four months, involving more than 100 reviewers. All accepted proposals have been subject to this review procedure for both quality assurance purposes and to create a delicately balanced programme of topics, case studies, perspectives and delivery formats. Any changes to the programme would compromise this process, and for this reason, we cannot accept any new or substitute proposals. The call for proposals for the 2021 conference will open in October 2020. For more opportunities to get involved in the EAIE, please see the Community page on our website.

How do I cancel my participation?

We’re very sorry to hear that you won’t be able to present at the conference but can completely understand the situation. You need not do anything more other than confirm with your co-speakers. We will update our system accordingly. Thank you for all of the work you put in so far with this proposal. We hope to receive future proposals from you and see you at future events.

Registration

Do speakers need to register and pay to attend the conference?

Yes, all speakers must pay the participation fee and register for the conference. As a thank you for sharing their time and expertise, speakers receive a discount on the regular participation fee.

We offer a one-day reduced fee option to session speakers and poster speakers who will only be attending the day of their session. Those contributing as workshop facilitators can request a one-day fee waiver if they will only be attending the day of their workshop. Please contact the EAIE Office to request this if your proposal is accepted and if you will only be in attendance the day of your session.

What constitutes an EAIE speaker?

EAIE ‘Speakers’ can be defined as:

  • Session chairs and speakers
  • Ignite© session speakers
  • Poster session presenters
  • Workshop facilitators

Please note that proposal ‘Submitters’ are not included as ‘Speakers’ unless holding one of the aforementioned roles.

Call for proposals

Who can submit a proposal?

All professionals active in the field of international higher education, regardless of experience level, were able to submit a proposal. They could choose from a variety of learning activities best suited to their expertise, such as sessions, workshops, poster sessions and the Ignite© sessions.

Do I need to be an EAIE member to submit a proposal?

No, you do not need to be an EAIE member. 

What does a proposal usually include?

Submitted proposals must be complete. Depending on the type of proposal selected, the proposal form will request a selection of the following information at each step:

  • Step 1: Basic information
    • Title
    • Duration
    • Short description
  • Step 2: Proposal history
  • Step 3: Delivery
    • Long description
    • Audience engagement
    • Structure/itinerary
    • Learning outcomes
    • Target audience
    • Level
    • Topic area
    • Primary Expert Community
  • Step 4: Speakers
    • Indication of speakers
    • Suitability of speakers
  • Step 5: Preparation
    • Room setup
    • Additional information
  • Step 6: Save and submit

Please download a copy of the 2020 proposal agreements.

What is the EAIE's policy on promotion in sessions, posters and workshops?

The EAIE Conference programme is a forum for learning and networking and is therefore non-commercial. Content presented at the EAIE Conference is offered to help professionals in the field to further internationalise their institution and develop new ideas.

Under no circumstances should content presented be used for any direct or indirect promotion of a product, service, programme, university or other self-interest. Any mention of products, programmes, services, etc should only be referred to briefly and presented as examples of best practice rather than options or solutions. The inclusion of these best practice examples must clearly support the learning outcomes and also offer transferrable information which can be practically applied by the audience in their respective roles.

The distribution of promotional literature and material (pens, notepads, pamphlets, etc) is also strictly prohibited. Contact us for sponsorship and promotional opportunities at the EAIE Conference.

Can the EAIE help me to find a speaker for my session proposal?

Due to the large volume of proposals, the EAIE is unfortunately not able to assist in individual cases. If you are experiencing problems finding speakers, you could try reaching out to the EAIE’s network of professionals via the EAIE’s LinkedIn pages. Please note that EAIE speakers are permitted to have the dual role of Chair and Speaker.

When was the deadline for submitting a proposal?

The deadline for submitting proposals for workshops, sessions, posters and Ignite sessions© was 04 November (17:00 CET). It will not be possible to submit proposals after this date. By logging into your EAIE account, you can return to your saved proposal and make changes up until the submission deadline, or until you submit it for review.

What happens to my proposal once submitted?

The EAIE’s Conference Programme Committee (CPC), together with the Professional Development Committee (PDC) and the EAIE Expert Communities, play an active role in the final conference programme. Expert Community members review all submitted proposals relevant to their field of expertise and then give recommendations on sessions and workshops to the CPC or PDC.

The CPC reviews the conference programme as a whole, ensuring the overall content offered is balanced, and makes the final decisions on which sessions and posters to accept onto the programme. The PDC does the same for the workshop programme. After the CPC and PDC have made their decisions, the EAIE Office will inform the  submitters of the outcome. The EAIE reserves the right to recommend changes, edit the final title of the session, workshop or poster session, and to edit abstracts for use in publicity materials.

Can I make changes to my proposal once it has been submitted?

No, once you have clicked the ‘Submit as final’ button, you can no longer make any changes to your proposal. If you wish to return to your proposal and edit anything before the deadline, please make use of the ‘Save’ button at the bottom of the form. You can then edit and update your proposal multiple times up until the deadline. Please remember to click the ‘Submit as final’ button when the proposal is complete.

When will I find out the outcome of my submitted proposal?

In early March, submitters were notified by e-mail of the outcome (acceptance or rejection) of their proposal. It is the responsibility of the submitter to inform speakers of the outcome.

What happens if my proposal is accepted?

Submitters of accepted proposals will be asked to confirm via e-mail that they accept the Conference Programme Committee’s invitation to be a part of the conference programme. Please note that, in some cases, amendments must be made as a condition of acceptance.

Do contributors get a fee payment?

As the EAIE is a non-profit organisation, no subsidy is paid to session, speakers. However, they will receive a discount on the conference fee as a thank you for sharing their time and expertise.

How many sessions/workshops/posters can I participate in?

Each speaker or workshop facilitator can participate in a maximum of two events at the conference, only one of which may be a workshop.

How many contributors can I add to my proposal?

• Workshops: two facilitators
• Sessions: one to two speakers
• Posters: up to two speakers
• Ignite© sessions: one speaker

Why is there a maximum number of speakers allowed?

The Conference Programme Committee has introduced this cap on speakers in order to facilitate more time for Question and Answers during sessions. Feedback has shown that participants often seek further engagement with speakers and other participants, and limiting the number of speakers creates a strong foundation for follow-up discussion. 

What costs are associated with presenting?

All speakers are responsible for paying the discounted conference fee that was specially created for them. They are also expected to arrange their own transportation to and from the conference, as well as accommodation.

The EAIE will provide all standard equipment (beamers, computers, microphones, flip charts, etc) and produce the obligatory handouts for the workshop, provided they are submitted within the specified timeframe. A number of refreshments and lunches are provided as part of the conference fee.