Information for convenors and authors
All those who convene panels and present must be paid-up EAJS members.
Multiple roles not allowed
EAJS has a rule that no delegate may be on the programme in more than one session. So if presenting in one panel, one cannot act as discussant in another.
EAJS Conference Travel Grants
The EAJS offered a limited number of travel grants for early career scholars who do not have access to conference travel grants at their home university to travel to and participate in the 15th EAJS International Conference. All have been informed of these decisions.
Formal acceptance letters (signed PDFs on headed paper) can be downloaded from the "Cocoa" login environment on the conference website (use the "Login" link in the toolbar at the top of the screen). Log in, proceed past your contact details with the "Proceed" button (located under the contact fields) and then scroll through to your paper and/or panel. There will be an encircled A at the end of the panel/paper title line. Click on this, download the PDF and print your letter. Please note that we do not send such letters by post.
Your details in our system
When logged in, make sure your contact details are the way you'd like them to be presented - especially your title, name, institution, as these are visible on panel pages and will eventually appear in the printed programme. You can also edit the title and abstracts of your paper, but please notify your convenors if you are making substantial changes.
Editing your panel
Panel convenors can use the login link in the toolbar above to edit their proposals. You can add chairs or discussants there - please use the convention of Firstname Lastname (Institution). If these roles are to be taken by convenors, then please do not enter your own names there - as it's implicit that this will be the case where other names are not listed. Co-convenors cannot be added/removed through this environment - please email eajs(at)nomadit.co.uk to do this.
Panel convenors (organisers) can also alter the order of presentation of the papers within their panel. To do this login via the website, drill down into the panel details by clicking on the panel title. Each paper is allocated a sequential number at the end of the line. If you do alter these, be sure to click 'Save changes' to store these changes in the database. This will then immediately show on the public panel page.
Editing your poster/paper
Paper authors can use the login link in the toolbar above to edit their proposals.
Convenors should email the panelists to: inform them of the speaking order (albeit this is displayed on the public panel page), inform them as to how much time they have been allocated, remind them to register (the registration status can be seen in the login environment), inform them of any late changes or additional chairs/discussants, and give any other information related to the panel. If panelists withdraw convenors should mark these withdrawals in the login environment to inform the organisers.
The conference language is English and papers should generally be given in English. However, papers may be given in Japanese if necessary. In such cases, speakers should be encouraged to use a clear and accessible style and the speaker should provide an English summary and whenever possible supply English on slides. If presenting in Japanese, please append [JP] to your paper title, through the login environment.
Pre-circulation of papers
EAJS has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers within the online system, which will then show as a downloadable file beneath their abstract on the public panel page on this site.
Timing of presentations
Sessions will last for 90 minutes. There may be up to three (or occasionally four) individual papers in the 90-minute session. Therefore individual papers should not exceed 15-20 minutes. However each panel may be organised slightly differently, so presenters should check this detail with the panel's convenors.
Communication between authors/convenors
Convenor/author email addresses are not shown on the panel pages for anti-spam reasons. However there is an in-built secure email messaging system. If you cannot work that, please email eajs(at)nomadit.co.uk to obtain relevant email addresses.
Any queries with the above please email eajs(at)nomadit.co.uk