Conference Program

The EEAI Conference Technical Program Committee will consider all presentations and invite the authors of the best ones to submit a full paper for publication in the open-access conference proceedings book. A Microsoft Word template will be provided with the invitation.

All book content is freely available to the user or his/her institution without charge. Users are allowed to read, download, copy, distribute, print, search, or link to the full texts of the articles or use them for any other lawful purpose without asking the publisher’s or the author’s prior permission. The conference proceedings book will be available online and printed with an ISBN number. 

The paper should be a maximum of 5,000 words, including abstract, keywords and references. Before submitting the article, the authors must ensure it has been carefully read for typographical and grammatical errors. Papers will be returned if the standard of English needs to be improved for publication. We do offer proofreading services.

References should follow the IEEE referencing style, where citations are provided as a bracketed number in the text, corresponding to a numbered reference list at the end of the document. The reference list is, therefore, arranged in the order that works are cited in the text, not in alphabetical order. Only one reference is given per reference number. Repeated references to a publication carry the same reference number; a resource is only listed once in the reference list.

All papers in the conference proceedings book will be peer-reviewed by the Conference Technical Program Committee members to ensure adequate technical quality, suitable length, the standard of English, and appropriate references. A Review Form will be filled by each reviewer. If a reviewer rejects a paper, a second opinion will be taken, and the final decision about acceptance will be made by the Conference Technical Program Committee. 

Publication timeline:

• Invitation to submit a full paper: 14 November 2023
• Authors’ confirmation to submit a full paper: 20 November 2023
• Deadline for submission of a full paper: 14 December 2023
• Review feedback: 30 December 2023
• Reviewed paper submission: 15 January 2024
• Conference proceedings book published: February/March 2024

The time allocated for a presentation is 15 minutes, with a further 5 minutes allowed for questions and answers. Prepare the slides as a PowerPoint file. 

A PowerPoint template will be provided to the speakers by 10 September 2023, including the following slides:

• A title slide – Name, Title. 
• One slide, including the presentation outline with the list of the presentation topics.
• One slide with the introduction and what are the main elements addressed/investigated investigate.
• One slide with the state-of-the-art.
• Three to six slides covering the methodology, the research and implementation.
• Two slides covering the results.
• One slide with the future research.
• One slide with the conclusion.

Do not use more than an absolute maximum of 15 slides – this would mean talking to each slide for only one minute.

Keep in mind four key factors that will help prepare and give an effective conference presentation:

1. The structure and content of speech: introduction, body, and conclusion.
2. How it is presented: The way you express and deliver content to the audience.
3. Using visual aids: Using visual aids helps to convey content to the audience in a way that makes it easier to understand.
4. Responding to audience questions: Questions mean the audience is interested and engaging with your presentation.
5. Put only a little text on a slide as it is desired that the audience listen to the presentation and not read the slides!

The presentations should be uploaded before 12 October 2023 on an online repository provided to the presenters. The presentations will be uploaded onto the conference room computer to facilitate a smooth transition between speakers. You will not be able to plug your own laptop into the conference projection system. Each room is equipped with a laptop PC and a projection system.

Session chairs/co-chairs and the support team will be available to assist with managing the files and provide support during the presentation.

The session chairs/co-chairs will introduce the speakers and moderate the questions and answers slots.

Please note that the Final Program may be changed due to speakers’ attendance, etc.

If you are presenting a poster, it is the author’s responsibility to produce it and bring it to the conference. There is a prize for the best poster, so it is worth taking the time to make yours stand out. The poster should be self‐contained and self‐explanatory, allowing the viewer to proceed on his/her own while the author is free to supplement or discuss particular points raised by the viewer. Presentations should be simple and straightforward, and a combination of text and graphics is recommended. Remember that the viewer, not you, as in the case of slide presentations, determines the time spent on each poster. 

Poster Layout: Use matt finish rather than glossy paper, as varying lighting in the venue can cause reflection on glossy paper. Arrange the work in columns rather than rows, as this is easier for the viewer to follow. An introduction should be placed at the upper left and a conclusion at the lower right.  

Illustrations: Figures should be designed to be viewed from a distance and use clear, visible graphics and large type. Each figure or table should have a heading of one or two lines. Additional essential information should be provided below in a legend. Photographs should have good contrast, sharp focus and, if necessary, an indication of scale. 

Text: Minimise narrative. Use large type in short, separated paragraphs. Numbered or bulleted lists are effective ways to convey a series of points. Do not set entire sections in uppercase or boldface type. Do not attempt to put the full paper on the poster – no one will stay long enough to read it! 

Titles and Fonts:Titles and captions should be short and easy to read, in an Open Sans font for preference. Use large lettering, which means several people can read the poster from a distance without overcrowding. Remember to caption your poster with the contact’s name(s) and project information. 

Poster size: We allow for posters of A0 in size.