Information for convenors and authors

Acceptance letters

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 menu). Log in, proceed past your contact details with the “Proceed” button (located under the contact fields) and then scroll through to your panel and/or paper. 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 menu 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 conference(at) to do this.

Panel convenors 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 menu to edit their proposals.

Convenor responsibilities

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.


You do NOT need to be a current member of EASST to participate in the conference, although membership brings a discounted registration fee and membership is encouraged. To join EASST visit their website.

Pre-circulation of papers

EASST 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 four individual papers in a 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 conference(at) to obtain relevant email addresses.

Panel room facilities

All rooms will have a desktop computer, audio speakers, internet access and a data projector – everything needed for a regular Power Point presentation, just bring your presentation on a memory stick with you.

Any queries with the above please email <conference(at)>.






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