For More Information
Call for Proposals
General guidelines for submission
Submissions are open to the R&E community but selected talks must include at least (1) member as presenter. Attendance at the Global Summit is limited to members, partners, and event sponsors; however, non-members with approved talks are given permission to participate in the event. In general, because the reviews are conducted by representatives from member organizations, it is best to include a list of presenter(s) from member organizations!
POINT-OF-CONTACT (PoC): The proposal process asks the person who submits the proposal to confirm that they will serve as the PoC for the submission. If the talk is accepted, the submitter will be the only person who will receive the news, the person who will be asked for logistical information (AV needs, speaker names, etc.), and will be the name the review committee associates with the proposal. Before you submit, please be aware that we do not change the PoC email associated with an accepted talk, so having the appropriate person submit in the first place will both aid in the selection process and (if accepted) the important follow up communications!
TITLE: This refers to the title of proposal, and it should be no longer than 35 characters to ensure proper display on agenda web pages and mobile-app screens. If your proposal title is longer, we will truncate it, as necessary.
ABSTRACT: Most proposals only contain between (3) and (4) paragraphs of text at maximum. If more background information is required to explain the scope of the talk, please attach a document. Winning proposals identify what is going to be covered (specifying 2-to-4 details or topics) and what organization(s) will be involved. Specifying which speaker will cover which topics/details is ideal – many proposals that are vague on particulars (especially if an industry member is one of the speakers listed or the submitter and it is unclear what their role will be) are unsuccessful.
DEMO: If your submission includes a demo, please indicate in the box below if this will require additional equipment, screens, or network connections! If this will use a web-browser, please request a [wired-connection at the podium] to ensure a successful experience.
- Presentation: Single presenter on stage
- Series of Presentations: Series of single presenters with (1) person on stage at a time
- Presentation with Facilitated Discussion: Short talk with prepared full-group discussion questions that are asked and moderated by presenter.
- Multi-Speaker Panel: Between (3) and (5) presenters at an on-stage table; possible moderator at podium directing questions to specific presenters.
- Moderated Debate: Moderator provides very brief overview of a common issue/problem and the (in order) each of the (2) presenters offer short arguments for a specific approach; follow up may include questions on experiences/case studies for each approach. Discussion with the audience may ensue. “Winning” approach is not a necessary outcome.
- Lightning Talk (5- or 10-mins): These offer time for a new idea, a controversial approach to a common problem, or just a “call for engagement” around an emerging problem (with a goal to find others interested in a BoF, SIG, or Working Group on the topic). Usually, these are either scheduled in a series (5 or 6 within a single session) or as add-ons to other sessions on similar topics.
SPEAKER INFORMATION: Please provide as many known or proposed speakers as possible – in addition to the speaker name, include their organization (in the “Affiliation” field), and an email address.
NOTE: Speaker information is viewed by the program committee but is not considered confirmed if the proposal is accepted. Some program committees place high value on the speakers indicated while others do not pay any attention to this information. In general, it is best to provide as much detail as possible to maximize your opportunities for a successful submission!
Proposal review process
Every year, a selection of community members is invited to participate in the Program Committee. The co-chair from the previous year becomes the chair, to ensure some continuity around design decisions for the overall program. Based on areas of interest and experience, between (3) and (4) members of the program are assigned to review and (later) select the talks in each of the topic areas.
Proposals are reviewed “blind” (each reviewer sees only the submission information on the talk but not scores/comments from other reviewers) over a 2-week process. Proposals are scored on a 1-to-5 scale (5 being highest) and a comment on the score is required. Because reviewers see all of the proposals in their assigned topic area, they are free to suggest combinations or mergers between talks or to compare/contrast submissions on proposals.
Once the proposals have all be reviewed, Internet2 staff make all of the reviews and the overall scores on each proposal visible to the entire program committee. During an in-person multi-day meeting, reviewers have extended discussions around which proposals to select and how to schedule them to minimize audience and speaker conflicts.
Timeline for Program Development and Selection
From start to finish, there are (9) steps involved in developing the program for the event:
- Selection of a program committee and chair/co-chair
- Identification of topic areas (aka “tracks”) around which a “Call for Participation” is organized
- Development of a “General Schedule” – how many topic areas will be involved and how many sessions will be allowed in each
- Announce a “Call for Participation” and allow (6) weeks for submissions
- Schedule review teams for each topic area and assign proposals for each person to review. Each proposal receives a minimum of (3) reviews to ensure objectivity. Allow (2-to-4) weeks for reviews to be completed.
- During a 2-day, face-to-face selection meeting, program committee members rank the talks in their topic area, suggest topic-area changes and ways to combine some talks into a single session. All proposed talks are put into a draft schedule to allow the full group to identify possible conflicts of interest for audience or speakers.
- Letters to submitters are sent out to re-confirm interest in presenting, which is especially important when combinations or topic-area changes have been proposed. Letters are staggered to ensure the program committee can reconsider proposals that did not make the first cut if additional time becomes available.
- Submitters of approved sessions are asked to confirm availability for the scheduled date/time selected by the program committee (along with list of speakers, AV requirements and other logistical details).
- A draft program will be posted within (1) week after event registration opens; this will not include all of the sessions but at least half will be confirmed. If your session has not been confirmed before the “early-bird” rate increase, you will be offered that rate with your confirmation email.
Expectations for Submitter
As mentioned above, the person who submits a proposal is required to confirm (via check box) that they agree to be the point-of-contact (PoC) for this submission. If they fail to check the box, the submission is not accepted for review!
In the event that the submitter leaves their organization before the talk is scheduled, we assume that the talk is still being given by that presenter, and represents the organization at which they are currently employed. If the proposal involves work at a particular organization, please ensure the person who will be involved in developing the talk, if accepted, is the submitter!
What comes next?
After you receive a letter accepting your talk, there are several steps before you stand before an audience:
- Confirm your intention to present – based on experience, we require submitters to confirm that they will be able to attend the event and make a presentation.
- Confirm your scheduled talk date/time: A letter informing you of the proposed date/time for your talk offers you the option to change your scheduled appearance based on travel restrictions (only) – if we are unable to change to a date/time at which you can appear, we may have to withdraw the session from the program and select a replacement. We will make every effort to avoid this but please be aware of this possibility and let us know as early as possible of travel conflicts!
- Confirm logistical requirements and speakers: The above-mentioned letter also requests a final list of speakers and any AV or room setup requirements for your talk; once this is received, the speakers can be added to the program!
- Netcast: If your talk is selected for a netcast session, you will be alerted at least (3) weeks before the event and your slides will be required at least (2) days in advance of the talk.
- All sessions: Presentations are required and must be submitted at least (2) days before your scheduled talk to ensure it is available to the audience and – in many cases – for your use on a podium laptop. If possible, presentations submitted earlier than that are welcomed and will be posted to the program in a timely manner; updates will be made but we request that you re-name your presentation by adding a ‘v1’ or ‘v2’ as needed. Instructions on how to prepare and submit the proposals are available on the Call for Participation page.