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FREQUENTLY ASKED QUESTIONS

1 -  Interacting with PRIMORIS – Event Management System

2 -  Acting as a Reviewer in the Event

3 -  Submitting extended abstracts and papers to the Event

4 -  Setting up my Camera-Ready submission

5 -  Register to the Event

6 -  Chairing a Session at the Event

7 -  Attending the Event

8 -  Organizing a Satellite Event

9 -  Sponsorships

10 -  Post-Publications

11 -  General Questions


1 -  Interacting with PRIMORIS – Event Management System

1.1What is PRIMORIS?

PRIMORIS is the code name for a Graphics-based Event Management System which was initially developed for supporting INSTICC sponsored events. It is now available to any conference, workshop, congress and other scientific event, either as a shared service or as a multi-tenant system. PRIMORIS supports most front- and back-office processes, including paper submission, review, registration and publication, and all kinds of access roles such as program chair, workshop chair, program committee member, invited speaker and author, just to name a few.
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1.2How can I create an account in PRIMORIS?

To create a PRIMORIS account, go to http://www.insticc.org/primoris/.
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1.3How can my e-mail address be updated in PRIMORIS?

Contact the Event secretariat so that your e-mail is changed. Your password will remain the same.
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2 -  Acting as a Reviewer in the Event

2.1Which are my duties as a reviewer?

The main task of a reviewer is to provide a high quality review to each assigned paper/ extended abstract thus guiding authors on how to improve the papers’ overall quality, and helping the program chairs to select appropriate works for publication and presentation at the event.
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2.2How the reviewing process works?

Please visit Reviewing Process
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2.3I have been assigned one paper which is not related to my area of expertise. Can I refuse it?

Yes. It is possible to refuse paper/ extended abstracts that may not be in a reviewer's area of expertise. You will find the option to do so at the paper's review form in PRIMORIS. Nevertheless you may also delegate it to a colleague who may be able to review it. The person will be acknowledged in the proceedings as an auxiliary reviewer.
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2.4As a Program Committee Member do I have to attend the Event?

It is optional, however we strongly encourage all program committee members to attend the Event, in which case special conditions will be provided.
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2.52.4 As a Program Committee Member can I submit a complete paper/ extended abstract to the Event?

Yes, you can. All program committee members can submit their own work. Such complete papers/ extended abstracts will be reviewed by other members of the program committee.
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3 -  Submitting extended abstracts and papers to the Event

3.1Where and how can I submit my paper to the Event?

All papers must be submitted through PRIMORIS – Event Management System. This means that you will have to create a PRIMORIS account, if not having one already, and then submit the complete paper (not just the abstract) using this system. Once logged in, you can easily submit your paper by going to the event website and pressing the “Submit Paper” link found at the top of the navigation menu.
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3.2Where and how can I submit my extended abstract to the congress?

The extended abstracts must be submitted through the appropriate form.
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3.3What template should I use for my paper?

Depending on the event (conference, congress, workshop, special session, etc.) that you are submitting to, there are different types of templates. The paper templates are available here
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3.4What information should I remove when submitting a paper?

When submitting a paper you must remove all information that might disclose the author’s identity, such as, affiliations, acknowledgements, or any other references directly related to the authors.
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3.5How should I format my paper references and citations?

Refer to the references and citation guidelines page available here.
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3.6Are there different types of paper submission?

Yes. There are three different types of paper submission: Extended Abstracts, Regular Papers and Position Papers however some options might not be available, depending on the event. The detailed information about the different types is available here.
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3.7Is it possible to update my paper once the submission deadline is over?

No. Once the submission deadline is over, the papers will proceed to the reviewing stage and no more updates are accepted.
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3.8Can I submit previous works?

All submitted papers must be original, but it is permitted to draw upon previous works in order to present an innovative contribution to the Event. If you have work published in archival publications, in English, under ISBN/ISSN, it is not permitted to re-publish it. However, re-publication is allowed if it was previously published only in a non-English language by the same authors, or if it was published at some non-archival publication, such as a white paper without ISBN or ISSN. It is not allowed to reuse other people's work unless the origin is clearly stated and all credit is properly granted, otherwise it may be considered a case of plagiarism. Submitted papers must not substantially overlap papers that have been published or that are simultaneously submitted to a journal or a conference with proceedings. For further information, refer to our ethical norms regarding plagiarism and self-plagiarism page.
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3.9Can I submit in a language other than English?

No. Submissions in any language other than English will be cancelled with no further notice.
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3.10What happens in case there is a doubt of a possible plagiarism or self-plagiarism?

In many cases, the authors may be asked to provide further information. If confirmed, papers/ extended abstracts containing any form of plagiarism will be rejected without reviews.
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3.11What is a double-blind reviewing process?

A “double-blind” reviewing process simply means that: the author of a paper/ extended abstract doesn’t know who the particular reviewers are for his/her paper/ extended abstract; and the reviewers of a given paper don’t know who the author(s) of that paper are. Authors are responsible for ensuring that all references in the text of the submitted paper/ extended abstract which might disclose the author’s identity are removed before the paper enters the reviewing stage.
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3.12Will my paper be indexed?

Complete Papers presented at INSTICC congresses are published by SCITEPRESS. The proceedings are always submitted to several well-known indexes including Thomson Reuters Conference Proceedings Citation Index (ISI), INSPEC, DBLP, Elsevier Engineering Village Index (EI) and others. Ultimately, the decision and timing of indexation depend on the indexers and it may take a few months or even more to become available
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3.13 Is it possible to edit my paper after I've submitted it?

You can edit your paper/ extended abstract at any time and re-submit it any number of times before the paper/ extended abstract Submission deadline. Only the current version in PRIMORIS at that date will be reviewed. More information about the deadlines can be found at the Important Dates page.
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4 -  Setting up my Camera-Ready submission

4.1Is there a page limit to my camera-ready (final) submission?

Yes. The page limit is defined by the accepted paper type. The limit is defined as follows: Complete papers: full papers may have up to 12 pages; short papers have a limit of 8. Extended abstracts have a limit of 2 pages and extended abstracts promoted to short papers have a limit of 6 pages. More information may be found here.
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4.2Can I go over the page limit?

Yes. If absolutely necessary, an author may add up to 4 additional pages to the correctly formatted camera-ready submission. Nevertheless, note that an extra fee, per page, will be charged.
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4.4Until when can I update my camera-ready submission?

You may update your paper at PRIMORIS until the camera-ready submission deadline. More information about the deadlines can be found at the Important Dates page.
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4.4Who owns the copyright of the camera-ready submission?

SCITEPRESS will retain the copyrights of the camera-ready version of published papers/ extended abstracts. When needed authors can ask SCITEPRESS for an authorization of publication in their personal website, thesis or other places, which is usually given. Furthermore, the Digital Library where your paper/ extended abstract will be included is free-access.
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4.5How will the Event publish and distribute my work?

The Event will publish the submitted and presented work in the Event Proceedings, on paper and CD-ROM. The CD-ROM will be distributed to all attendees. Presented papers will also be published at the SCITEPRESS Digital Library.
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5 -  Register to the Event

5.1Can I register on-site?

You can only register on-site only if you are attending as a non-speaker, i.e. without a paper to present (either orally or as poster).
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5.2I don’t have enough funding. Is it possible to get a partial grant?

There are normally a small number of grants available for submitted and accepted papers/ extended abstracts, which provide discounts over the registration fee. These grants do not cover the total fee, neither travel or accommodation, and apply only to researchers experiencing financial difficulties and/or coming from developing countries.
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5.3I want to cancel my registration. How can I do it?

Registration cancellations must be communicated to the event secretariat by e-mail, fax or registered letter. If we receive your written cancellation before the cancellation deadline of the event, the registration fees will be refunded, deducted by an administrative fee of 100 EUR. There will be no refunds for cancellations received after the above mentioned deadline. Refer to the Deadlines an Policies page for details.
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5.4Do I have any discount being a student?

If you are not a speaker, i.e. you are not presenting a paper/ extended abstract at the Event, you are entitled to a 50% discount over the regular registration fees. The student status must be confirmed by presenting a student card and signed declaration from the supervisor professor.
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5.5I am registered to the Event (or any satellite event) but for some reason I can’t attend it. Can someone else take my place at the Event?

Yes. Please contact the Event secretariat providing the details on the new presenter.
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5.6If I cannot attend the congress, and if I cannot nominate anyone to substitute for me in presenting the paper, will my paper be published?

No. The Event is a meeting place where people go to interact and see new trends therefore all papers must be presented in order to be published. Please contact the secretariat for further advice.
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5.7Which are the accepted methods of payment?

Typically, registrations may be paid using the PayPal Online Service, which enables any credit card payment, or by bank transfer, but in this latter case all financial costs must be supported by the sender, i.e. yourself, the University, or any organization that supports you. Any pending financial costs must be paid at Event welcome desk upon check-in.
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5.8Will I get a receipt once I arrive to the Event?

Yes, you will. All receipts will be given to the attendees at the Event welcome desk upon check-in.
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5.9I am going to present more than one paper/ extended abstract at the Event. Do I need to do more than one registration?

No, you can include all papers/ extended abstracts in the same registration (this is limited by 4 papers/ extended abstracts), nevertheless, an additional fee per paper will be charged.
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5.10As an INSTICC member, do I get a discount in the Event registration fee?

Yes, INSTICC members are entitled to discounts at all INSTICC events, as well as in other services and materials.
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6 -  Chairing a Session at the Event

6.1What are the responsibilities of a session chair?

Main responsibilities are to coordinate the presentation of the papers/ extended abstracts, the question-answer period after each paper presentation, to enforce time limits and to evaluate each presentation. A folder will be given at the welcome desk with all necessary information.
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7 -  Attending the Event

7.1Do I need a VISA to attend the Event?

That depends on your country. If you are unsure whether you need a visa to attend the Event, please check with your local embassy or travel agent. If you do, it is essential that you begin the process as soon as possible. Visa application procedures for entering many countries have become stricter and more complex; therefore it can take much longer to process your application than anticipated. Subject to certain conditions, we can provide a standard invitation letter to assist you with your visa application and this should be requested to the Event Secretariat.
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7.2How do I get an invitation letter to apply for VISA?

To get an invitation letter you will need to have a valid and paid registration, fill out the invitation letter form available here and then send it along with your passport copy to the Event secretariat e-mail. The validation process takes at least six working days.
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7.3There is a service called “MyProgram” and another one called “MyProceedings”, that can be found at PRIMORIS author's home. What are these services for?

“My Program” allows you to create your own customized Event program, i.e. the sequence of sessions that you plan to attend. Please note that it is assumed that you do not intend to leave a session in the middle of it to go to another one. “My Proceedings” enables you to compile the papers/ extended abstracts that will be presented at the sessions that you previously choose using “My Program”, into a PDF file similar to a proceedings book but including only the papers of your preferred sessions. This is a convenient way to let you read the most interesting papers/ extended abstracts in advance and thus better prepare for the Event.
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7.4My work was accepted for a poster presentation, should I bring it along with me to the Event? If so, do I need to follow any specific guidelines?

Yes. Authors should create their own poster and print it in order to display it at the Event. Posters will have dedicated sessions at the Event, in which authors must be next to their poster to answer questions. The poster size must not exceed the A0 (84 cm X 118 cm) portrait format. Please use an appropriate font size for the posters so that they are readable by the participants 1.5 meter away. Refer to the Presentation Guidelines for further information.
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8 -  Organizing a Satellite Event

8.1I would like to propose a workshop, special session or a tutorial. What should I do?

If you wish to propose a new Satellite Event please kindly send to the secretariat an Expression of Interest available at the congress website in order to obtain further information about how to submit a formal proposal. We will be happy to send you appropriate guidelines.
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9 -  Sponsorships

9.1How can I become a sponsor?

Contact the Event secretariat with your proposal.
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9.2What benefits do I get from being a sponsor?

Depending on your needs and interests you may have your company/association logo on the Event website and all printed materials; Insertion of leaflets in the Event delegate bags; an area with table and chairs to demonstration/publicity, a dedicated session or you may propose something different. Your representative also gets a pass to all the Event sessions, lunches and the Event materials.
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10 -  Post-Publications

10.1How do I know if my paper was selected to an Event post-publication?

The Event secretariat will contact you should your paper be selected.
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11 -  General Questions

11.1How can I get my certificate of participation?

If you have an oral presentation the certificate will be given by the session chair after your presentation. If it's a poster presentation it will be given to you during the poster session. Non-speakers certificates will be delivered at the welcome desk.
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11.2Will I have access to the photos taken during the Event?

Yes. The photos will be available at PRIMORIS, after being processed and selected. The Event secretariat will then notify you.
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11.3Will I have access to the keynotes recordings after the Event?

Yes. The keynotes recordings will be available at the Event website, after being edited. The Event secretariat will then notify you.
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