Conference Policy Document

Conference Policy Document

Conference Policy and Regulations

Fourth Edition | 14-15 September 2021


1.1. In light of the considerable experience garnered in the hosting of international conferences over the years, the University of Malta Junior College is once again organising the Annual International Multi-Disciplinary Conference, hereinafter referred to as AIMC.
1.2. This year the conference will take a blended format to create an on-campus and online intellectual and cultural hub, that encourages multi-disciplinary dialogue between international academics and professionals actively involved in research and development.
1.3. All participants will have the possibility of submitting their research presented during the conference for publication in the peer-reviewed journal Symposia Melitensia. Details may be found in Section 6 of this document.
 1.4. Participants who physically attend the conference are expected to abide by the guidelines given by the Maltese Health Authorities and the University of Malta (UM)

2.1 Registration for participating in the conference is to be carried out online through the registration and payment gateway
2.2 Registration covers the following:

  •  Possibility to give a presentation.
  •  Digital conference programme booklet.
  •  Certificate of participation.
  •  The possibility of submitting the research presented during the conference for publication in the journal Symposia Melitensia at no additional cost (where applicable and provided the paper is accepted by the Editorial Board of the journal).
  •  Coffee breaks.
2.3 The conference registration fee for the 2021 Conference is set at a fixed rate of €50.

2.4 Registration for on-campus conference participation expires on Friday 3 September 2021. However, kindly note that due to social distancing norms, availability of on-campus access to the conference premises is limited, and hence subject to a first-come-first-serve basis.  Registration for solely online access to the conference is unrestricted by time or number constraints.

3.1 Cancellations may only be made by email notification:
  •   50% of fees will be refunded if cancellations are made before 1 September 2021.
  •   No refunds will be given to participants who cancel after 1 September 2021.
4.1 Submission of abstract for presentations:
  • Participants who wish to give a presentation during the conference need to submit an abstract for consideration.
  • Participants are to make use of this online form.
  • The online form needs to be submitted by not later than 15 July 2021.
  • A notification of acceptance will be sent to the corresponding author/s via email.
  • Presentations can only be delivered by their author/s or co-author/s.
 4.2 Ethics clearance
  • It is assumed that authors abided by the necessary ethics regulations and procedures of their home institution and country, and of the country in which the research was carried out, if this was different; and such ethics clearance was obtained from the appropriate institutional/national bodies before the study was carried out.
  • Presentations delivered during the conference must include a verbal statement or else a visual one (in a PPT presentation or in handouts, for example) that all necessary ethics procedures were adhered to.  The conference organisers may also request proof of such a statement via email before acceptance of a work for presentation during the conference.
  • Any data analysis presented at the Conference must be accompanied by a verbal of visual statement clearly stating that any opinions expressed by the authors are their own and do not represent the point of view or opinion of the institutions to which the authors are affiliated.
5.1 As soon as a conference participant has received the email notification of acceptance of a presentation proposal made, he/she is to proceed immediately to register and pay for the conference.
5.2 In the case of co-authored presentations, any author included in the list can carry out the presentation provided that they have also registered and paid to attend the event.
5.3 N.B. The inclusion of presentations in the conference programme is only possible if registration and payment have been affected.
5.4 The final conference programme containing a list of participants and their presentation titles will be announced at a later date.
5.5 An online conference programme will be published and distributed to all registered participants during the conference.  This publication will include a detailed programme of all sessions to be held during the conference. The conference programme will also include the title of all presentations and abstracts of the respective authors.
5.6 Although every effort will be made to follow the published programme, the Conference Organising Committee reserves the right to change the schedule and the contents of the conference programme without prior notice.
5.7 The Conference Organising Committee also reserves the right to transfer the conference at short notice from a blended access event (on-campus & online) to a solely online one, subject to the pandemic circumstances prevailing at the time.  In this eventuality, regretfully, no refunds on conference fees will be possible after 1 Sep 2021, as per Section 3 in this document.  All conference participants shall be notified by email how to follow the conference online.
6.1 The AIMC gives the opportunity to participants to submit the research they presented during the conference for publication in the peer-reviewed journal Symposia Melitensia.
6.2 Submissions in the journal’s pre-established formats shall be reviewed and then approved for publication by the editors of the journal.
6.3 More information on how the work is to be submitted, can be found here or by sending an email.
7.1 In order to adhere to the established 20-minute programme time slots, a limit of not more than 20 slides per presentation is strongly recommended.
7.2 On-campus participants are expected to bring their PowerPoint presentation – including a pdf version of the presentation – on a USB flash drive.
7.3 On-campus MAC users must supply their own adaptors to VGA or HDMI inputs.
7.4 Participants are to note that transparency projectors are not available for use.
7.5 Due to the possibility of interruption of internet service during online presentations, the conference organisers reserve the right to request that online participants submit an MP4 (or equivalent format) digital video recording of their presentation for conference back-up purposes and emergencies beforehand.  The video clips shall be deleted as soon as the conference ends.
8.1 Conference participants and attendees will be asked to give consent to any sharing of data related to conference mailing lists as well as to the sending of third-party promotional material relating to conferences and academic activities offered and/or organised by AIMC.
8.2 Participants and attendees must inform the Conference Organising Committee of their wish to continue receiving any promotional emails from the University of Malta Junior College Multi-Disciplinary Conference by email.
8.3 The Conference Organising Committee respects its participants’ and attendees’ privacy. Therefore, unsubscribing from the conference mailing list is possible at any time by sending a request via email.
8.4 Participants and attendees are to note that the conference is a public event for which anyone can register.  Hence it might also include VIPs in its audience and, any photos taken by members of staff, may get published in the College newsletter, on the conference website and/or on the conference Facebook page and news media.
8.5 Individuals have a right to request to delete any photos in which they appear, or to have their image blurred after the photo has been published by sending an email to 
8.6 Other queries related to data protection and privacy policies are to be referred to the Data Protection Officer by email.

Download a copy of the Conference Policy Document 

https://www.jc.um.edu.mt/ourconference/conferencepolicydocument