Information for participants
What do you mean by fully-hybrid?
RE:22 will be a fully-hybrid event:
- Panels will take place in rooms in Reykjavik with face-to-face (f2f) participants but have a centrally organised individual Zoom meeting - hosted by the conference volunteers and overseen by the conference organisers - with the link visible to logged-in, paid-up delegates from the panel page. f2f presentations and any f2f questions/discussion will be captured by an external webcam and wireless lapel mic, while online presentations/questions will be heard in the room across a set of external speakers. We will try our hardest to reduce the sound issues experienced by so many hybrid events to-date.
- Plenary events will be streamed on the conference website so that online participants and also f2f participants unable to enter auditoria due to possible capacity issues (Covid or other) can watch. (Question submission for online participants still needs to be determined.)
How to run a hybrid panel and what to expect as a participant
This page has detailed information for convenors, chairs, presenters and participants as to how best to run a panel in this hybrid context, and what to expect.
We kindly ask convenors to bring a laptop/tablet/phone with them where possible, for use during their panel. See the detailed information page for the reason.
Language
Proposed panels should be either entirely in English or entirely in the Scandinavian languages (Swedish/Norwegian/Danish), but not mixed.
Multiple roles in the conference
Each participant is permitted to present a paper once, convene once (either a panel, workshop or roundtable), be a discussant once (in a panel, workshop or roundtable), be a chair once (in a panel, workshop or roundtable). Please note that roundtable participants are considered discussants.
Using Cocoa to manage your panel
Convenors should login from the Log in link in the toolbar above to manage/mark-up paper proposals, state any specific timing requests for their panel, and place the papers in order. If an author emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment and the conference admin notified. The Cocoa panel page has a tool convenors can use to email authors their decisions (and keep in touch during the whole conference process).
Using Cocoa to look up the fate of your paper
We have asked convenors to email authors about their decisions, but sometimes emails fail (or humans do), so you can check your paper acceptance status by logging into Cocoa (our online conference system) from the conference website (see the Log in link with the human head icon in the top right of your screen). Once logged in, click on the Logged in drop-down menu, select Conferences, scroll down to Papers, and find the conference paper and check its status. If it says ‘pending’, the decision is yet to be made. Accepted/rejected speak for themselves and you can read more below as to what ‘transfer’ means.
Authors can use this same Log in space (Cocoa) to edit their proposals as well as their personal details (add new institution, correct a spelling error etc.) - see next item.
How to update your contact information
Log in from the Log in link top-right in the toolbar above and once logged in, click Logged In and Manage Account in the drop-down. Or watch this short video.
Multiple paper submissions
An individual is not permitted to present more than one paper (it is allowed to be a co-author in more papers, as long as one is not presenting those).
Adding co-authors, co-convenors, chairs and discussants
If you did not specify colleagues when proposing the panel/paper, these will need adding manually by the conference administrators (as you cannot yet add these yourself in Cocoa). Please email the conference administrators with names and email addresses and role they’ll play, and we will email them a request to add their details so we can add them to your content.
How to share your panel page with others
Click on the panel header to expand the panel details and then click on the circular share icon to find different options: email, Twitter, etc. Or watch this short video.
Pre-circulation of papers
RE:22 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 panel page on this site. Whether those show to panelists/delegates/public can be specified by the panel convenors emailing the administrators. The default is public.
Please note that RE:22 does not publish conference proceedings (the short abstracts of papers and panels are displayed in the online programme) nor does it facilitate deals with journals. Convenors and authors are of course welcome to pursue publishing possibilities on their own.
Timing within panels
Each panel/workshop session slot will be 105 minutes long, accommodating a maximum of 5 presenters. Convenors should allot each presenter a maximum of 15+5 mins for panels of 5 papers but 20+5 mins for panels of 4 papers.
Communication between authors/convenors/delegates
Participant email addresses are not shown on the panel/participant pages for privacy reasons, but there is an in-built secure email messaging system you can use on those pages. If you cannot work that, please email admin(at)ethnofolk.org to obtain relevant email addresses.
Accessibility
We'd ask participants to ensure maximum accessibility wherever possible. See our guidelines.
Anti-harassment policy and how to report harassment
Reports of harassment can be made via electronic channels or made in person at the 'purple point' in the NomadIT office. See our guidelines.
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