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FAQ - Call for proposals

2019 Ecsite Conference

Pushing boundaries
Copenhagen, Denmark 6 June 2019 - 8 June 2019
#Ecsite2019

Here you will find a compilation of everything you need to know in detail about speaking and/or convening at the upcoming Ecsite Conference

Speakers & Convenors

Sessions

Presentations

What is the role of the convenor?

The convenor of a session is the person who makes sure that the session actually takes place on the given time and day and that all speakers are well briefed, show up on time, etc.

Before the conference, the convenor is responsible for

  • Keeping all session-related details updated in the online programme (abstract, speakers, contributions, outcomes, etc)
  • Making sure there will be no repetition or overlap between presentations
  • Ensuring coherence between the speakers - each speaker should have an idea of what the others are going to talk about
  • Defining in which order speakers are lined up
  • Gathering all session's presentations and uploading them in time onto the conference system at the convention centre. The technicians here will need to know in which order they come.

During the session, the convenor will

  • Act as a presenter or moderator, making sure the audience have a great experience in the session
  • Take charge of everything that will make the session flow smoothly: checking that everything is in place before the session, reminding participants of social media hashtags, keeping an eye on the time, making sure evaluation forms are filled in…

After the conference, the convenor will

  • Collect and upload the session's legacy (= striking ideas, conclusions, surprises or happenings to be recorded for the future. Include links to resources or presentations stored on external platforms, if applicable).

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What is the role of the speaker?

Before the conference, speakers will

  • Ask the convenor for all needed information, if not provided well on time
  • Update their profile information (name, job title, organisation) via the online session form
  • Deliver a detailed description of their individual contribution to the session. This detailed information will not be published in the printed programme but will be available on the website.

After the conference, speakers will

  • Send to the session's convenor all info relevant to build the session's legacy

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Help! I cannot add a speaker (and/or convenor) to my session.

You can find speakers and convenors by typing their first or last name in the dedicated search field. If the person you’re trying to add doesn't show in the users list, it can be one of two possibilities. Either that person isn't registered as a user on our website or that person used a different first or last name that you aren't aware of. Better to contact this person and ask for more details.

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How to add a speaker (or convenor) who isn’t registered yet?

Speakers and convenors need to registered to be added to session proposals. Please urge her or him to do so, by directing them to the sign in page.

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Do speakers and convenors pay the conference fee?

Yes, speakers and convenors pay the conference fee like all conference participants. However, speakers who will contribute novel topics, angles or session formats to the conference are eligible to apply for the 20 free day passes granted by Ecsite. Read more about the "fresh ideas" scheme.

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Can I still speak at the conference?

If you missed the call for proposals, here's what you can still do:

  • Subscribe to receive our news in your inbox, that way you won't miss next year's call.
  • Special cases: touring exhibitions and collaborative project showcase. These are pitch based sessions that are available on a first come, first served basis. There are slots still available, check out more information about the touring exhibitions and more information on the project showcase, right below.

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What is a "travelling exhibition" session format and how can I submit a pitch for my exhibition?

There are two special session slots on the Thursday dedicated to touring exhibitions pitches. In each session, 15 speakers have four minutes each to present their new travelling exhibition(s). Exhibitions should be recent and should not have been presented at a previous Ecsite Conference. One pitch per organisation, they are allocated on a first come, first served basis. To claim your slot, contact Raquel da Cunha with the following information:

  • Title of the touring exhibition (Ideally each presenter only pitches one exhibition, but (if you stay within your 4 minutes slot) you're free to present more. In this case, please write here a general title and below in the description, please write down the titles of the exhibitions you will present)

  • When did the exhibition started touring?

  • Have you presented it at an Ecsite Conference before?

  • Small description of the exhibition(s) (max 100 words)

Username of the presenter (If you don't have an account on Ecsite's website, please create one here)

Browse all travelling exhibitions sessions in Ecsite Conference's sessions archive

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What is a "project showcase" session format and how can I submit a pitch for my project?

This is the second and last case in which you can submit a one-person / one-project pitch. This is a special slot dedicated to non-profit collaborative projects. Each proposal should describe one nonprofit collaborative project involving a minimum of three different institutions, at least one of which is an Ecsite member. Basic information on the project timeline, funder and participating institutions, as well as a summary of the concept should be provided, along with the contact details of the presenter. Results and resources available to share with conference participants are a plus. To claim your slot, contact the session convenor Cristina Paca with the following information:

  • Title of the project
  • Who is your funder?
  • Project partners (This should be a nonprofit collaborative project involving a minimum of three different institutions, at least one of which is an Ecsite member. No need to list all your partners here. List at least three of them, including one Ecsite member)
  • Have you presented it at an Ecsite Conference before?
  • Small description of the project (max 100 words)
  • Project website
  • Username of the presenter (If you don't have an account on Ecsite's website, please create one here)

Browse all project showcase sessions in Ecsite Conference's sessions archive

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How long are the session slots?

All session slots are 75 minutes long. Exceptionally, Friday's last slot is shorter - 45 minutes. The programme committee is responsible for building the programme and assigning about 8 of the selected sessions to this shorter slot.

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What are the technical guidelines for presentations?

Everything you need to know about the technical guidelines for presentations and how to upload them onsite.

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I didn't find my question in this FAQ section…

Don’t worry! Please contact Raquel at rdacunha@ecsite.eu (+32 2 649 73 83) with your question. She will happily answer your question (and perhaps add it as a FAQ!)

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