ASYFAIR Conference 2021 – FAQ

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Here some information on the most common questions you may have. Should you have any other questions, or require assistance, please to not hesitate to contact us.

Participation

Who can participate and present at the conference?

Anyone who is interested in, is working in, or is conducting research on asylum adjudication is warmly invited to participate at the conference.

We encourage participation from a wide range of professions and academic disciplines, and aim for a global audience. We warmly invite students and early career researchers to submit abstracts.

The ASYFAIR conference is not limited to academic presenters or audiences.

We particularly encourage participation by experts by experience (e.g. refugees, lawyers, interpreters, judges, activists, volunteers, etc.), as well as scholars, experts and professionals from the Global South.

As the conference will take place virtually (via Zoom), there is no limit to participation, and you do not need to be affiliated with a university to present or participate at the conference.


If I do not want to present at the conference, can I still participate?

Yes, we have capacity for 500 – 1,000 virtual participants (depending on registrations), and warmly invite anyone who wants to listen to presentations, keynotes and roundtables. We ask all presenters and audience members to register for the conference (free of charge), allowing us to manage participation more effectively.


Do I have to pay to participate at the conference?

No – the virtual conference will be free to attend for both presenters and audience. We ask all presenters to register for the conference free of charge.


How do I register for the conference?

We will open registration for presenters and audiences in May/June 2021. This registration process will be free, and allows us to manage participation at the conference. You will be able to register for individual days or the whole conference.

Please check our website for further information on registration in the future.

Note that only those registered for the conference will receive the Zoom links for the conference.


I cannot make it to the conference. Will you record panels and keynotes?

Yes, the ASYFAIR team is planning to record panel presentations and keynotes, subject to the permission of the speakers, and make them available on the ASYFAIR website after the conference.

However, in some circumstances, we may not be able to record panels (e.g. for data protection reasons).

We will not record questions and answers following presentations.

If you want to present but do not want to be recorded you can opt out of the recording.


Presentations

How do I submit an abstract?

Please send your abstract of no more than 250 words, 3-4 keywords and a short biography (100 words) to ASYFAIR at asyfair@exeter.ac.uk no later than 26 February 2021.

Please send us the abstract as either a MS Word document (docx. or doc.), as a .pdf, or .rtf.


What should the abstract contain?

The abstract should contain the most important arguments you want to make in your presentation. There is no need to include references in your abstract.

Your abstract should be no more than 250 words. Please also provide 3-4 keywords (e.g. ‘country of origin information’; ‘legal representation’, etc.). You should also provide a short biography (no more than 100 words), containing a brief summary of your professional and/or academic role, your affiliation, and key research or professional foci.


Do I need to submit a paper for my presentation?

No, you do not need to submit a paper for your presentation. Your presentation can be based on planned, ongoing or completed research or work in the field of asylum adjudication, and does not have to be based on published work.

We particularly welcome participation by experts by experience (e.g. refugees, lawyers, interpreters, judges, activists, volunteers, etc.), and the presentation does not have to be ‘academic’ or ‘conceptual’ in nature. We welcome first-hand accounts by expert or those affected by asylum adjudication, (auto-) biographies, or related content.


I have submitted an abstract. When will I hear from you?

We are aiming to respond to abstract submissions in April 2021.


My abstract was accepted for the conference. Do I still need to register for the conference?

Yes, all presenters and audience members have to register for the conference (free of charge). The registration process will begin in May/June 2021, and we will email presenters with all necessary details.

Note that only those registered for the conference will receive the Zoom links for the conference.


Will my presentation be recorded?

Yes, the ASYFAIR team is planning to record panels and keynotes, subject to the permission of the presenters, and make them available on the ASYFAIR website after the conference.

However, in some circumstances, we may not be able to record presentations (e.g. for data protection reasons).

We will not record questions and answers following presentations.

If you want to present but do not want to be recorded you can opt out of the recording.

If you have concerns about recordings, please contact us at asyfair@exeter.ac.uk, and we will assist you with any queries you may have.


Can I submit a pre-recorded video presentation?

We understand that some presenters may experience technical problems (e.g. lack of reliable internet connection), may struggle to attend due to time differences, or cannot make it on the day. We therefore offer presenters the possibility to submit pre-recorded video presentations.

If you want to present via a pre-recorded video presentation, please note that the presentation should be no longer than the allocated 15min.

Pre-recorded video presentations should have an adequate audio and visual quality, and should be submitted in .mp4 format. We cannot guarantee that other file formats will be accepted.

If you want to submit a video presentation, or have any questions about pre-recorded video presentations, please contact the ASYFAIR team at asyfair@exeter.ac.uk.


I am presenting at the conference. Can I have a participation certificate?

We know that especially for students and early career researcher, confirmed participation at conferences may be important. If you and/or your institution require a participation certificate, please contacts us at asyfair@exeter.ac.uk after the conference, and we will assist you with your request.


Panel Submission

Do you accept submissions for panels?

Yes, we accept panel submissions. However, please assure that you have your panel in place before submitting a panel proposal. That is, we only accept panels with individual speakers confirmed, and do not accept ‘open’ panel proposals.


How long should panels be?

Panels are about 90min long, and should have 3-4 individual presentations, followed by a 30min Q&A.


How do I submit a panel proposal?

Please send your panel proposal to ASYFAIR at asyfair@exeter.ac.ukno later than 26 February 2021.

The panel proposal should include

  • Title of your proposed panel
  • Short abstract (150 words) on the topic of your panel plus 3-4 keywords
  • Abstracts of no more than 250 words, 3-4 keywords and a short biography (100 words) of the presenter for each individual presentation
  • Name of chair/discussant (if applicable)
  • Contact details (email address) of the panel organiser(s) and individual presenters

Please send us the panel proposal as a single document as either a MS Word document (docx. or doc.) or as a pdf or .rtf.


Do I need to have a chair or discussant in place for panel submission?

We welcome suggestions for chairs and/or discussants for panel submissions. Panel chairs and/or discussants could be both presenters in the proposed panel, or invited individuals.

However, if you cannot find a chair and/or discussants for your proposed panel, we will contact you to arrange a chair and/or discussants for your panel.


We have submitted a panel proposal. When will we hear from you?

We are aiming to respond to abstract and panel submissions in April 2021. For panels, we aim to correspond with the main correspondent and individual presenters.


Our panel proposal was accepted for the conference. Do we need to register for the conference?

Yes, all individual presenters and invited panel chairs/discussants have to register for the conference (free of charge). The registration process will begin in May/June 2021, and we will email presenters with all necessary details.

Note that only those registered for the conference will receive the Zoom links for the conference.


Will our panel be recorded?

Yes, the ASYFAIR team is planning to record panels and keynotes, subject to the permission of the presenters, and make them available on the ASYFAIR website after the conference.

However, in some circumstances, we may not be able to record panels (e.g. for data protection reasons).

We will not record questions and answers following presentations.

If you want to present but do not want to be recorded you can opt out of the recording.

If you have concerns about recordings, please contact us at asyfair@exeter.ac.uk, and we will assist you with any queries you may have.


Presentation Format

What’s the length of my presentation?

We aim for 90min panels, with 3-4 presentations per panel, plus a 30min Q&A. Therefore, we expect individual presentations to be about 15min long.


Do I need to prepare a PowerPoint, Prezi (or other format) presentation?

No, the format of your presentation is up to you. However, as we expect an international audience, you may want to use visual cues for the audience.

For any questions about technical aspects, please refer to the relevant section in these FAQs.


Who will be the chair of my panel?

The ASYFAIR team will organise panels for individually submitted abstracts. We will then contact the proposed participants to organise a chair and/or discussant for the panel in April 2021. In some instances, and only after consulting all presenters in the panel, the ASYFAIR team will assign a chair and/or discussant for the panel from a pool of experts on the topic.

However, please advise the ASYFAIR team if you want to volunteer as the chair and/or discussant for your panel – send us an email to asyfair@exeter.ac.uk.


Will my presentation be recorded?

Yes, the ASYFAIR team is planning to record panels and keynotes, subject to the permission of the presenters, and make them available on the ASYFAIR website after the conference.

However, in some circumstances, we may not be able to record panels (e.g. for data protection reasons).

We will not record questions and answers following presentations.

If you want to present but do not want to be recorded you can opt out of the recording.

If you have concerns about recordings, please contact us at asyfair@exeter.ac.uk, and we will assist you with any queries you may have.


Will ASYFAIR provide training sessions for Zoom?

As of this point, we do not plan to provide general training sessions for Zoom. Please refer to the Zoom Resources and Training page: https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials for information on how to use Zoom.

For any questions about technical aspects, please refer to the relevant section in the FAQ.


Can I submit a pre-recorded video presentation?

We understand that some presenters may experience technical problems (e.g. lack of reliable internet connection), may struggle to attend due to time-differences, or cannot make it on the day. We therefore offer presenters the possibility to submit pre-recorded video presentations.

If you want to present via a pre-recorded video presentation, please note that the presentation should be no longer than the allocated 15min.

Pre-recorded video presentations should have an adequate audio and visual quality, and should be submitted in .mp4 format. We cannot guarantee that other file formats will be accepted.

If you want to submit a video presentation, or have any questions about pre-recorded video presentations, please contact the ASYFAIR team at asyfair@exeter.ac.uk.


Information for panel chairs and discussants

Can I be a chair or discussant for a panel?

Yes, we warmly invite anyone who wants to be a chair or discussant for a panel. Please contact us at asyfair@exeter.ac.uk. You do not have to be a presenter at the conference to be a chair and/or discussant for a panel.


I am a chair and/or discussant for a panel. What do I need to prepare for the conference?

If you are the chair and/or discussant for a panel at the conference, we will forward all the relevant abstracts and short biographies of the presenters. We expect that you read all the provided details.

We do not expect paper submissions, so you do not have to prepare comments on individual papers, except if you arrange otherwise with the presenters in the panel (which you are welcome to do).


I am a chair and/or discussant for a panel. What are my tasks during the conference?

If you are the chair and/or discussant for a panel at the conference, we will forward all the relevant abstracts and short biographies of the presenters.

We expect you to provide a very brief introduction to the panel topic, a brief introduction for each presenter (based on the short bio), as well as the title of the presentations. During the presentations, we ask you to manage time-keeping. Following all presentations, your tasks include the management of the Q&A session, such as reading out questions from the chat function (see technical aspects).

In some instances, you may be required to play a video presentation (in case presenters submit video recording of their presentations), or assist presenters with their PowerPoint (or other formats) presentations.


I am a chair and/or discussant for a panel. Will I receive technical assistance?

Yes, the ASYFAIR team is planning technical introduction sessions for managing Zoom panels in mid-June 2021. You will be provided with the necessary know-how to effectively chair your panel.


Conference Format

Who organises the ASYFAIR conference?

The ASYFAIR research project is hosted by the University of Exeter, and is funded by the ERC. The project’s principle investigator is Dr. Nick Gill (Human Geography), and the lead researcher is Dr. Nicole Hoellerer.

For any further information on the ASYFAIR research project, please refer to our website www.asyfair.com.


When will the conference take place?

The conference will take place from 30 June – 3 July 2021. As of early 2021, these dates may be subject to very minor changes (plus/minus one day).

All times provided in the programme are UK times (GMT).


Where will the conference take place?

The ASYFAIR research project is hosted by the University of Exeter. Due to the global uncertainties, the ASYFAIR conference will take place fully virtual via Zoom, and will be free to access (see https://zoom.us/).


What is the conference language?

The conference language is English, and all presentations and keynotes will take place in English.


What is the format of the conference?

We are still working on the exact format of the conference, and we will provide a full programme of the conference on our website and forward it to all participants by mid-June 2021.

As of January/February 2021, we expect to have two keynotes (speakers tba) and a final round-table discussion on the last day (discussants tba).

We expect to have several simultaneous panel sessions on each day. We are planning for 90min panels with 3-4 individual presentations, as well as a 30min Q&A. Individual presentations should be about 15min long.


What is the format of panels?

We are planning for 90min panels, with 3-4 15min presentations, followed by a 30min Q&A.

The panel chairs and/or discussants will briefly introduce the panel topic, as well as provide a brief introduction for all presenters. Following the presentations, the panel chairs and/or discussants will manage the Q&A.

Audience members are encouraged to use the text-based chat function on Zoom to ask questions during the Q&A.


How does the Q&A work?

Audience members are encouraged to use the chat function on Zoom to ask questions during the Q&A, and the panel chair and/or discussant will collect and read out your question (if time permits).

In some instances, panel chairs and/or discussants may permit questions by raising your virtual hand (Zoom function) and ask the question directly. The ASYFAIR team leaves the exact management of the panel Q&A to the panel chairs and/or discussants.


Who are the keynote speakers?

We are currently planning the keynotes, and will announce the keynote speakers in mid-February 2021.


Will there be virtual break or coffee-break rooms?

Yes, we are planning to make a virtual break or coffee-break room available for all participants. Further details in our conference programme, which we will provide in mid-June 2021.


Will the conference be recorded?

Yes, the ASYFAIR team is planning to record panels and keynotes, subject to the permission of the presenters, and make them available on the ASYFAIR website after the conference, except in specific circumstances (e.g. due to data protection).

However, in some circumstances, we may not be able to record panels (e.g. for data protection reasons).

We will not record questions and answers following presentations.

If you want to present but do not want to be recorded you can opt out of the recording.

If you have concerns about recordings, please contact us at asyfair@exeter.ac.uk, and we will assist you with any queries you may have.


Conduct during the virtual conference

The ASYFAIR team is committed to respectful, professional conduct during the conference, and expects the same from all participants. We strongly advise all participants to use their full name in the Zoom profile.

Deliberate disruptions, as well as unprofessional, disrespectful and inappropriate conduct will not be tolerated, and the ASYFAIR team reserves the right to remove participants from the conference in serious cases (i.e. remove their virtual access to the conference).

If you encounter any deliberate disruptions, as well as unprofessional and disrespectful conduct during the conference, please contact ASYFAIR at asyfair@exeter.ac.uk immediately.


Post-conference Publications

As of this point (January/February 2021), the ASYFAIR team may offer the possibility to participate in a special issue for a journal after the conference. As we are in the early planning stages, we cannot confirm any post-conference publications. If a post-conference publication arises, we will contact all presenters with further information after the conference.

However, we encourage individual panel chairs and/or discussants, as well as individual presenters to discuss post-conference publishing of their panel contributions. The ASYFAIR team would be happy to assist with such plans.


Technical Aspects

How will the virtual conference work?

The ASYFAIR conference will take place via Zoom, a free video conferencing tool (see https://zoom.us/). You can use Zoom via your internet browser or the Zoom Launcher (if you have the application installed on your device).

There are also options to participate on your mobile phone – we will provide log-in details for mobile users.


How does Zoom work?

If you require information on how to use Zoom, please refer to the Zoom Resources and Training page: https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials


Will ASYFAIR provide training sessions for Zoom?

As of this point, we do not plan to provide general training sessions for Zoom. Please refer to the Zoom Resources and Training page: https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials for information on how to use Zoom.

We will, however, offer brief training sessions for panel chairs in mid-June, to allow them to effectively manage the technical aspects of their panels.


Will there be technical assistance available during the conference?

Yes, the ASYFAIR team liaises with the IT team at the University of Exeter to provide technical assistance during the conference.


How do I get the Zoom links for the conference?

Once you have registered for the conference, and the final programme has been announced (by mid-June 2021), you will receive a list of all Zoom links via email.

Note that only those registered for the conference will receive the Zoom links for the conference.


Can I share the list of Zoom links?

No, we strongly discourage sharing the list of Zoom links in order to prevent any technical problems, as well as other problems and disruptions (such as ‘Zoom bombing’). If someone is not registered for the conference but wants to participate, please encourage them to register for the conference.

The ASYFAIR team reserves the right to remove participants from the conference who have shared Zoom links for the conference or have not registered, if this leads to disruptions.


How can I access a Zoom panel and/or any other event during the conference?

By clicking on the Zoom link in the list provided (mid-June 2021), you will be directed to the virtual event. In some instances, you may have to input the provided password.

We strongly encourage all participants to use their real, full name on their Zoom profile.


Can I switch my video on during panels?

During keynotes, the Zoom links provided will not allow you to use your video or audio functions.

During panels, audience members may switch on your video, but we ask all audience members to keep their audio-settings on mute, to prevent any disruptions for the presenters. We strongly encourage all participants to use their real, full name on their Zoom profile.

The ASYFAIR team and panel chairs and/or discussants reserve the right to mute audience members in case of disruptions.


Can I submit a pre-recorded video presentation?

We understand that some presenters may experience technical problems (e.g. lack of reliable internet connection), may struggle to attend due to time-differences, or cannot make it on the day. We therefore offer presenters the possibility to submit pre-recorded video presentations.

If you want to present via a pre-recorded video presentation, please note that the presentation should be no longer than the allocated 15min.

Pre-recorded video presentations should have an adequate audio and visual quality, and should be submitted in .mp4 format. We cannot guarantee that other file formats will be accepted.

If you want to submit a video presentation, or have any questions about pre-recorded video presentations, please contact the ASYFAIR team at asyfair@exeter.ac.uk.


Will the conference be recorded?

Yes, the ASYFAIR team is planning to record panels and keynotes, subject to the permission of the presenters, and make them available on the ASYFAIR website after the conference, except in specific circumstances (e.g. due to data protection).

However, in some circumstances, we may not be able to record panels (e.g. for data protection reasons).

We will not record questions and answers following presentations.

If you want to present but do not want to be recorded you can opt out of the recording.

If you have concerns about recordings, please contact us at asyfair@exeter.ac.uk, and we will assist you with any queries you may have.


Preventing disruptions and inappropriate conduct

The ASYFAIR team is committed to respectful, professional conduct during the conference, and expects the same from all participants. We advise all participants to use their full name in the Zoom profile.

We strongly discourage the sharing of Zoom-links with individuals not registered for the conference, and the ASYFAIR team reserves the right to prevent access and/or remove participants who have not registered for the conference.

Deliberate disruptions, so-called ‘Zoom-bombing’, as well as unprofessional, disrespectful and inappropriate conduct will not be tolerated, and the ASYFAIR team reserves the right to remove participants from the conference in cases of serious disruption (i.e. remove their virtual access to the conference).

If you encounter any deliberate disruptions, as well as unprofessional and disrespectful conduct during the conference, please contact ASYFAIR at asyfair@exeter.ac.uk immediately.