Frequently Asked Questions

Who can submit a proposal?

All professionals active in the field of international higher education, regardless of experience level, are welcome to submit a proposal. Please review the differences between sessions, workshops, poster sessions and the Ignite© sessions in order to select the option best suited to your expertise and availability.

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

No, you do not need to be an EAIE member. All you need is to create an online accountto start the submission process.

How do I submit a proposal?

Log in to the EAIE submission portal and create a new account. You will need to confirm your registration with a code that will be sent to you by email. Once you are logged in, review and choose the session type you want to submit and follow the instructions. 

After you submit your proposal, you can still change information by editing your submission in the portal. Please download a copy of the 2024 proposal agreements for more information.

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. It is important that content refers to specific policy, implementation or implications at higher education institutions, especially when highlighting products or services

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?

If you are experiencing problems finding a session speaker, we recommend you contact the Expert Community Chair most relevant to your proposal for suggestions.

When is the deadline for submitting a proposal?

The deadline for submitting proposals for workshops, sessions, posters and Ignite sessions© is 02 November. It will not be possible to submit proposals after this date. By logging into the session proposal portal, you can return to your saved proposal and make changes until the deadline, even if it has already been submitted.

Can I submit a proposal by post or e-mail?

No, all conference proposals must be submitted online through the submission portal. There, you can access and update your proposal at any time, even if it has already been submitted, and it allows for more efficient processing of proposals.

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?

You can then edit and update your proposal multiple times up until the submission deadline on 02 November. After the deadline, changes can no longer be made to any submissions.

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

In early March, submitters will be 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.

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.

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

Can all contributors be from the same institution?

Overall diversity of speakers and institutions represented in sessions at the conference is taken into account for the final selection of sessions, therefore it is recommended that the panel consists of speakers from different countries or institutions.

Can I present virtually instead?

Where the EAIE Conference is conducted ‘in-person’, all contributors are expected to be physically present in the room. In cases where a session has been requested by the EAIE to be pre-recorded, all speakers must be available at a mutually agreed set date in the summer to record, and only those in the recording are considered the speakers of that session. No further speaker changes may occur.

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 Questions 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.