Frequently Asked Questions (FAQ)

Accommodation

Can I book accommodation through the conference registration?

Accommodation bookings can be made via the online registration form from 1 June.

Are there special deals at hotels near the conference venue?

Rates have been negotiated with local accommodation providers and can be booked via the online registration form from 1 June.

How do I book accommodation?

You can book accommodation at the conference hotels at the time of registration, using the online registration form. You will need to provide a credit card guarantee, which is taken by Think Business Events on behalf of the accommodation provider, and supplied to the hotel as a guarantee of the booking.

When can I book accommodation through the conference?

You can book accommodation from 1 June 2018.

Registration

When do registrations open?

Registration will open on 1 June 2018. Please subscribe to our newsletter to receive notification when the online registratoin form becomes available. 

How much is a registration?

Registration costs vary depending on when you register and whether you are a speaker, student, school staff, IDP client or IEAA member. See full list of registration options, rates and inclusions.

How do I register?

Use the AIEC online form to complete a registration. A new form needs to be completed for every person who will hold a registration in their name.

Am I a speaker?

For the purposes of registration, the term ‘speaker’ or ‘co-speaker’ refers and includes any person who is participating in the conference in any of these roles: presenter or co-presenter, poster presenter or poster tour guide, café session facilitator, session chair, panelists or co-panelist, panel moderator, session discussant, and/or pre-conference facilitator or moderator.

Am I eligible for the speaker rate?

If you have been invited to speak at the conference or if your proposal (presentation, poster, cafe session, workshop or panel) has been accepted, and you have written confirmation, you may register at the speaker rate.

Delegates who register at the speaker rate will be checked against the speaker list.

Am I an IDP Education client?

To find out if your organisation is an IDP client, please visit the following websites:

Or please contact IDP Education for other countries:

T: +61 3 9612 4400
W: http://www.idp.com

Delegates who register at the IDP Education client rate will be checked against the client list.

Am I an IEAA member?

To find out if you are a member, please contact the IEAA:

T: +61 3 9925 4579
W: www.ieaa.org.au

Delegates who register at IEAA member rate will be checked against the membership list.

When is the early bird registration deadline?

Early Bird ends at 5pm (AEST) on 1 August 2018 – you must have registered and paid in full for your registration to receive the discounted rate.

What are the methods of payments?

Registration can be paid by credit card only. We do not accept electronic funds transfers (EFT) for registration payments at AIEC 2018. For any questions in regards to this please contact aiec@thinkbusinessevents.com.au

Is catering included in the registration?

Yes, lunch, morning and afternoon teas are provided. To see the list of inclusions for each registration type, please view registration fees and inclusions.

Can a registration be shared with more than one person from the same organisation?

Registration at AIEC is per person, and shared passes are not permitted.

Posters

When and what do I need to provide for the digital version of the poster?

Speakers who submit a proposal for a poster will be notified if their proposal is successful in May 2018. At this time, further information will be provided in an email, such as e-poster specifications and key dates. A presenter e-poster portal will be available in August, and the final e-poster file will need to be uploaded to the portal before the end of September 2018.

Support will be provided to the speakers with webinars, helpdesk and poster templates.

Will there be chairs/tables for poster presenters?

No, we will not provide poster presenters with individual chairs and tables.

Will there be display rack for handouts?

Yes, there will be a display rack in the Poster Lounge where poster presenters can display handouts. Please note this will be a ‘shared’ display, and only a limited number of handouts per presenter will be possible. Poster presenters are responsible to restock their pile as required.

Will there be a place for business cards?

There will no business card holders.

How will people find my poster?

Posters will be displayed electronically. Several interactive terminals will be available throughout the Poster Lounge. Delegates can also browse the posters online, directly from their mobile devices or laptops. They can search posters by title, speaker, session date/time, etc. Please refer to the floor plan to see the location of the Poster Lounge.

What information will be displayed on the poster website?

Each poster will have a title slide with the poster title and presenter name. Delegates will be able to view your poster abstract, or scroll through your poster slides. They will also be able to see the details of when your poster session is scheduled. Your contact details will not be displayed. However, delegates can contact you via email or social media if you have enabled this option via the presenter portal. Delegates can also email a PDF version of your poster to themselves.

What role will the chair play in the poster session?

The chair of the poster session will be there to help you manage the group and help facilitate the discussion. He or she will introduce the presenters in the session, and provide a brief explanation of how the session will run. The object of the 5-minute introduction is to be able to set the scene and provide the main points about your poster and what it’s about. Once all the posters presentations are completed, the presenters and delegates will physically move from the poster presentation area, to the e-poster terminals, and continue the presentation and Q&A there. If there is more than one e-poster in a session, the chair will assist in breaking up the groups into smaller groups.

Please refer see chair guidelines for more details.

What is the format of poster sessions?

The chair of the poster session will be there to help you manage the group and help facilitate the discussion. He or she will introduce the presenters in the session, and provide a brief explanation of how the session will run. The object of the 5-minute introduction is to be able to set the scene and provide the main points about your poster and what it’s about. Once all the posters presentations are completed, the presenters and delegates will physically move from the Poster Presentation area, to the e-poster terminals, and continue the presentation and Q&A there. If there is more than one e-poster in a session, the chair will assist in breaking up the groups into smaller groups.

Speakers

Do speakers have to register for the conference?

Yes, all speakers must register to attend the conference. Submitting a proposal and being accepted as a speaker does not constitute registering for the conference.

Registration will open 1 June and all speakers must register via the online registration form and pay the speaker rate by no later than 1 August 2018.

Failure to register may result in the speaker being removed from the program.

There is a discounted speaker registration. See speaker registration for details.

How can I update my speaker profile?

Speaker bios will be published on the online program and app.

All confirmed chairs and speakers must be registered users in the X-CD system.

Speaker bios will be published on the online program and app. All confirmed chairs and speakers must be registered users in the X-CD system.

Please ensure your speaker profile is submitted and up to date by Friday 13 July 2018.

See 'speaker profile' page for more details on what information is required, and instructions.

Click here to update your speaker profile.

Speaker bios may be edited according to AIEC style guidelines.

Do I have to submit a PowerPoint or Prezi for my session?

Speakers may choose at their own discretion whether or not they want to prepare visuals for their presentation, either in PowerPoint or Prezi, or use any other audiovisual such as video or audio files.

If you are using PowerPoint, Prezi or any other media, please refer to audiovisual equipment and room setup for AIEC 2018.

Why do I have to submit the PowerPoint presentation the day before my presentation?

The Speaker Preparation Room can get busy at peak times of the day, especially on the Wednesday (first day of the conference). Therefore, we encourage speakers to assist us in minimising last minute rushing to get all the files properly networked in time for their session.

If you are not attending the conference the day prior to your presentation, please ensure you visit the Speakers' Preparation Room at least 2 hours before your presentation, or email your file directly to the conference organisers at aiec@thinkbusinessevents.com.au.

Can I use Prezi instead of PowerPoint?

Prezi is an acceptable file format at AIEC. If you are using Prezi, please note the file has to be an executable file designed to work offline.

Will there be audiovisual technical support at the venue during my session?

There will be an AV technician in the Speakers’ Preparation Room and venue staff on call who can assist on the day.

Please visit 'Audiovisual equipment and room setup for AIEC' for details.

We have several co-speakers in our presentation/panel. Can we each submit a separate file?

Yes, each speaker can submit a separate file and visit the Speakers' Preparation Room at their own time.

When can I visit the Speakers' Preparation Room?

The Speakers' Preparation Room will be open during the following times (tentative):

Tuesday 9 October: 7.00am – 5.00pm
Wednesday 10 October: 7.00am – 5.00pm
Thursday 11 October: 8.00am – 5.00pm
Friday 12 October: 8.00am – 1.00pm

Do speakers receive a certificate of presentation?

No, the conference does not issue certificates of presentation. We collect all the PowerPoint presentations at the end of the conference, convert to pdf, and include them as part of the conference proceedings. For more information on previous conferences, please see Past AIECs.

Who retains copyright of the presentations?

Call for Proposals

What is the deadline to submit a proposal for AIEC?

Call for proposals submissions have now closed. Please subscribe for updates for more information about the 2018 AIEC conference program and the opening of the 2019 AIEC call for proposals.

How many words must the abstract contain?

The limit for the abstract description is 150 words.

Can I review my abstract after I have submitted it?

 

The submission portal is now closed. If you need to make any further changes/updates to your submission, please send them directly to the Conference Manager.

Key dates

16 January - Call for proposals opens

28 February - Call for proposals closes

22 May - Call for proposals notifications

1 June - Registration opens

1 August - Early bird registration closes

9 October 2018 - Conference starts