Conference Byelaw

Introduction to Byelaw
Conference Website
Paper Submission
Review Process
Paper Acceptance
Conference Registration
Registration Fee
Venue Registration
Paper Presentation
Nominee Presentations
Refund/Cancellation Policy
Conference Reception
Accommodation
Liability and Insurance
Certificates
Conference Photo

Introduction

This is the conference byelaw of The Institute of Doctors Engineers and Scientists - IDES, applicable to all the conferences being organized by the EN or by any of its associated networks (ACEEE, ACEE, AMDD, and AMAE). All the clauses of this bylaw will be strictly followed and adhered to when a dispute or difference of opinion is raised.

The content of this conference byelaw is subject to change as the new policies   are formulated and approved by the IDES and the Governing Council of the Associated Networks. For the latest conference bylaw, always visit the following link.

http://www.theides.org/conflaw.htm

English will the official language of all the conferences.

Conference Website

There will be only one official conference website for all the conferences. Conference Website will be of the format of http://<Conference Acronym>.theides.org/<year>. The content of the official website is subject to change. The latest or updated information/news will be always published on the website. The information on hyper linked or referred to other websites is neither investigated nor analyzed by the conference organizers. No warranty or representation, express or implied, is given as to the accuracy or completeness of that information in websites guided by external links. In such events the conference organizers will not accept any liability with regard to the information contained in the stray web sites or any other hyper linked sites.

Paper Submission

Prospective authors are invited to submit full (original research) papers (which is NOT submitted or published or under consideration anywhere) in electronic (PDF only) format through the conferences management system website or via email. Only original contributions are solicited on topics covered under broad areas which are stated in the Call for Papers of the conference. Papers submitted to the conference directly implies that the paper is neither published nor under consideration for publication anywhere in any conferences/journals.

Review Process

All the papers will be peer reviewed after making the paper blind. The paper will be send to 2 national reviewers and 2 international reviewers who are experts and authorities in the particular subject area. Upon receiving at least a minimum of two reviews, the review comments will be consolidated and send to the

Respective authors. Authors are expected to accommodate all the review comments and shall modify the paper in the correct publishing format , before submitting the camera ready paper.

Paper Acceptance

Papers will be accepted based on the quality criteria set by the organizer and the publisher. Based on the quality criteria set, papers will be reviewed by at least 2-4 reviewers and will be accepted in different categories. Under no circumstances shall a paper be moved from one category to another. The Paper accepted does not imply that it shall be published in the conference Proceedings; instead the paper has to be registered for the purpose. The accepted, registered and presented papers will be published in a Conference Proceedings by the publisher who has agreed to publish the same.

Conference Registration

It is mandatory for at least one author of an accepted paper to register (within the stipulated time) in order for the paper to appear in the Proceedings and be included in the Technical Program. If an author has got more than one accepted papers, each paper has to be registered but limitted to maximum TWO registrations and presentation. Conference Registration includes four steps, Registration Fee payment, uploading the Camera ready Paper after accommodating the review comments, Transferring the Copyright forms, and Submitting Registration Form duly filled-in.

Registration Fee

The registration fee is fixed as displayed in the conference website. Only the  authors of the papers who have registered can attend & present the paper in the conference; or else the  registered author can nominate any co-author to present the paper in his/her absence. After the first single registration by an author, any additional registration of co-authors can avail the deduction in the registration fee. All such reductions and fee details are fixed and have been displayed in the conference website (follow the registration link).

Authors who have availed the deductions in the registration fee for being the member of the Sponsoring Organizations, have to submit the original Membership Photo ID at the registration desk for verifications. Otherwise they may make the additional difference payment at the venue.

Venue Registration

The registration at the venue shall begin on the First Day of the Conference itself as per the schedule. Delegates have to report at the information desk to collect their Conference Kit. If any registered author is unable to be present for presentation, he/she can authorize and nominate any co-authors to present their paper. In this case registered author can handover the authorization letter to the nominee to present the paper. In such an event only the nominated author who shall present the paper will be getting the Certificate of Presentation and the Conference Kit. The Proceedings and Conference Kit will not be sent by post to any of the authors who are absent.

If more than one author of a paper has registered at the information desk, then all the authors shall present their paper (part-by-part) to claim the Certificate of Presentation.

Paper Presentation

Full papers and Short papers will have oral presentation; same as the poster papers.

Authors are advised to prepare their presentations according to the time frame provided; high-lighting the problem statement, their solutions, originality, innovations, conclusions and the references and shall strictly follow the time limits. All the conference halls will be equipped with the Laptops and LCD projectors with Windows Xp/Vista and Office 2003. Bring the virus free PPT or PDF slides for the presentation. The slides must be handed over to the Technical Assistant (at the Information Desk) at least one hour before start of your session. The schedule of Presentation time, Date, Hall and Venue shall be fixed and published at the venue. The authors, who miss out their schedule of presentation due to their personal reasons, may not get an opportunity for presentation either in the next or any other sessions.

An author/co-author of a conference can present maximum of two papers only; but a non-author nominee can present only one paper in a conference. The Associated Networks of IDES encourage all the papers to be presented at the conference. Only registered and presented papers will be published in the digital library (of the publisher) and in the final proceedings of the conference.

Nominee Presentations

The authors are encouraged to present their papers themselves to enable them get their papers be published in the Digital Library. If any registered author is unable to come for presentation, he/she can authorize and nominate any non-registered co-authors to present their paper.

In the event when no author(s) shall be able to present their paper, authors can authorize any person who is closely associated with the research paper or have been working in same research group/area. A (non-author) nominee of an author shall strictly be in the research group of the concerned authors, deeply participating in the research activities in the area from which the author has contributed the paper for registration and presentation.

A mere physical appearance of an unqualified nominee of an author as a presenter shall be a disqualification for both the author and the nominee. The authors are discouraged of such unethical practices for the sole intension of getting recognition.

A nominee of an author shall compulsorily engage the full time allotted for the presentation and shall actively participate in the discussion session, lest the presentation shall be deemed as unqualified and the author will not have the benefit having presented the paper and their disqualification shall be reported to the proceedings publisher to remove the paper from the conference proceedings.

The certificates are normally issued to an author immediately after presentation session ends. But, the certificates of nominees shall be considered for issue later in the day, only after the judges’ panel subject their presentations to a thorough second time scrutiny of its merits.

A (non-author) nominee shall be permitted to present only one paper during the entire duration of the conference.

The authors are requested to honor the sanctity and ethical practices of a conference with regard to a nominee and adhere to the conference norms.

Refund/Cancellation Policy

By default, ALL THE PAYMENTS ARE NON-REFUNDABLE. "No-shows" or “Extra-Page Payment” or “Excess Payment” or “Additional Payment” are not refundable and liable; and will be considered as the donations. But under the genuine consideration of refund request not later than 2 days prior to the Registration Closing date shall be processed with the applicable cancellation fee. All refund e-mail requests must be submitted to accounts @ theides.org and admin @ theides.org.  Request for refunds postmarked after the Registration Closing date will not be accepted.

In the event that IDES or its Associate Networks or the Organizing Committee of any specific conference have to cancel the conference for force majeure cases (for example, but not limited to acts of nature such as fire, earthquake, hurricane, and flood), liability is limited to the registration fees paid only. IDES or its Associate Networks or the Organizing Committee of any specific conference is not responsible for other expenses incurred, including travel and accommodation fees.

"No-shows" are not refundable and are liable for the full registration fee.

Conference Reception

Official conference reception is arranged in the first day of the conference along with the venue registration. There will be no individual or separate reception apart from this.

Accommodation

Generally Conference organizers will not be arranging the accommodation for the delegates. But they will be displaying the information of neighboring hotels in the website. The conference organizers have not checked the safety and quality aspects of the hotels published in the list. We encourage authors to check and satisfy all the aspects of the hotel, before the booking is made. The conference organizers will not be responsible and liable for any possible damage occur thereafter.

Liability and Insurance

IDES or its Associate Networks or the Organizing Committee of any specific conference are not liable for personal injuries, or for loss or damage to property belonging to conference delegates (or their accompanying persons), arising from the activities of IDES or its Associate Networks either during or as a result of the conference. Neither can the IDES or its Associate Networks nor the Organizing Committee of any specific conference be held liable. Please check the validity of your own insurance.

In the event that IDES or its Associate Networks or the Organizing Committee of any specific conference have to cancel the conference for force majeure cases (for example, but not limited to acts of nature such as fire, earthquake, hurricane, and flood), liability is limited to the registration fees paid only. IDES or its Associate Networks and the Organizing Committee of any specific conference are not responsible for other expenses incurred, including travel and accommodation fees.

Certificates

Conference organizers will issues the certificates to all the attendee of the conference. There are three types of certificates.

Certificate of Presentation: The Certificates of Presentation is issued by the organizers, as a mark of recognition, to all the authors who have registered themselves and have presented themselves, in a manner, which is honest, authoritative and ethical in content, to the satisfaction of the chairs and the audience of authors.

The certificate of presentation shall be issued from the Information Desk within 1 hr of after the end of the concerned session. No claim of any certificate is entertained if the presentation by the author/coauthor or nominee has not taken place. The presentation certificate itself shall be deemed as the attendance certificate for the author and hence no separate certificate or letter of any other kind shall be issued or entertained.

Certificate of Participation: Certificate of Participation is issued to all the registered delegates, who are not the author/co-author, but an Attendee or Listener of the conference proceedings. The Certificate of Participation is not issued to Authors/Co-Authors. The Participation certificates will be issued from the Information Desk after all the sessions ends.

Certificate of Merit: The Certificate of Merit shall be issued only to the author/authors whose paper presentation and the paper has been adjudged for the Best Paper Award.

The Certificate of Merit - Keynote shall be issued immediately after the keynote session.

Certificate of Chair: The Certificate of Chair shall be issued to the session chairs immediately after the session.

Conference Photo

High quality Conference photos will be uploaded and made available in the conference website within 10 days of the conference.