CIES 2020 Miami (March 22-26, 2020)

Conference Policies

SUBMISSION AND PRESENTATION POLICIES

By submitting a proposal to CIES 2020 conference in Miami, 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 2020 calendar year and (2) conference registration for CIES 2020 Miami 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 2020, as well as registering for the CIES 2020 Miami conference. All accepted presenters will be required to fulfill both CIES membership and CIES 2020 conference registration requirements by January 31, 2020, in order to appear in the conference program. Please note that payment of registration fees can be delayed until you arrive in Miami, but you must complete conference registration by the deadline as confirmation of your attendance.

Proposal Review and Selection Process
CIES 2020 Miami 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 2020 Program Committee. Details about session formats 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 mid-November 2019.

Participation Limits
In order to promote wide participation, prospective presenters may submit only one proposal for a Poster Presentation, Formal Paper Presentation, Formal Panel Session, or Roundtable 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.cies2020@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 2020 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.cies2020@cies.us.

Conference Attendance
All presenters of accepted proposals are expected to attend CIES 2020 Miami and be present at their scheduled session unless they are formally participating in the virtual conference. 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.cies2020@cies.us as well as any panel organizers (e.g., SIG representatives).

CIES is unable to accommodate pre-recorded or virtual (online/Skype) presentations for those individual papers and group submissions that were submitted for formal presentations in Miami. CIES 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 2020 Program Committee.

Virtual Conference Participation

CIES 2020 will pilot a virtual extension of the conference in addition to its physical location in Miami, Florida to reduce the environmental costs of attending a conference (i.e., carbon footprint  associated with air travel), as well as alleviate other barriers that hinder participation of CIES members in the annual conference. The goal is to make the conference more accessible and increase the diversity and equity in research among the CIES conference participants. We realize that a virtual extension of conference will not provide the same experience as an onsite conference, but we expect that this will nevertheless lead to new connections and a lively interaction between the participants. CIES 2020 will offer opportunities for two different forms of virtual participation: (1) hybrid group sessions (i.e., where one or more presenters will join the panel in real time via Zoom, AdobeAcrobat or BlueJeans technology while others will present onsite), (2) fully online posters, individual papers, and group submissions. For more information, please see here

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, computers will not be available in all rooms and conference participants are expected to bring their own laptops. Presentation equipment will NOT be provided for round-table sessions or for poster sessions.

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 2020 Miami 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 2020 Miami, so that we may accommodate you on-site during the conference. If you plan to stay at the conference venue hotel (Hyatt Regency Miami) 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 2019.

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.

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.