ABSTRACT SUBMISSION

General & Deadlines

• Abstracts must be submitted via the online submission system by 12 March 2025, 23:59 Pacific Time.
• Each abstract is subject to 50 EUR (+21% VAT if applicable) nonrefundable administrative fee (see details below).
• Abstracts can be amended via the abstract submission system until the deadline of 12 March 2025. After this deadline, abstracts cannot be modified.
• Abstracts received after the deadline will not be considered.
• Abstracts will be reviewed by the Symposia Conveners and will be selected for oral or poster presentations. The preference for oral/poster presentation may be indicated during the submission.
• Each submitter and presenting author will be notified about the abstract acceptance/rejection via e-mail by 17 April 2025.
• The presenting author must register by 21 May 2025; otherwise, their abstract will be removed from the programme.
• It is commonly understood that Authors of accepted papers have the financial resources to pay all personal expenses incurred including assembly registration, presentation production, travel and accommodation during the Meeting.
  The exceptions are the travel grant awardees, who will get partial financial support to attend the IAGA/IASPEI Joint Scientific Meeting 2025 (see GRANT APPLICATION).
• An acceptance notification and a paid abstract submission administrative fee are required for the abstract to be published in the Abstract book.

Abstract Submission Administrative Fee

• An administrative fee of 50 EUR (+21% VAT if applicable) will be required per each abstract submission, based on your country and VAT registration status as follows:
  • 50 EUR + 0% VAT applies to:
    • Submitters within the EU (excluding the Czech Republic) who are VAT registered. A valid VAT number is required in the invoice details step.
    • Submitters outside the EU, regardless of their VAT registration status.
  • 50 EUR + 21% VAT (total 60,50 EUR) applies to:
    • Submitters within the EU who are not VAT registered.
    • Submitters from the Czech Republic, regardless of their VAT registration status.
• The abstract submission fee is a nonrefundable processing fee not based on approval of your abstract submission or attendance at the IAGA/IASPEI Joint Scientific Meeting 2025. Refunds will not be issued for abstracts that are withdrawn.
• The abstract submission system only accepts credit card (Visa, MasterCard, or American Express) payments for the abstract submission administrative fee. Bank transfers and other methods cannot be accommodated.
• The abstract submission fee does not register you for the Meeting; separate registration fees apply. All presenters must register to attend the Meeting. Registration fees are available here.

Abstract Formatting

• All abstracts must be written in English.
• The submitter must indicate the presenting author and can include up to 15 co-authors.
• The abstract title must be in Sentence case and is limited to 20 words.
• Abstract text is limited to 250 words, no images are allowed.
• The abstracts can be submitted to any joint, IAGA or IASPEI symposium. Please note that the symposia conveners reserve the right to decide on the final assignment upon the abstract evaluation.
• The available presentation types are oral, poster, or no preference. If you have no preference, the convener will decide on your final presentation type.

Disclosure of Interest

The intent is to provide high-quality sessions focused on educational content free of commercial influence or bias. We ask all presenters to cooperate by declaring any potential conflict of interest in a disclosure section of the abstract submission and not including company names.

Licence & Copyright

The following licence and copyright agreement are valid for any IAGA/IASPEI Joint Scientific Meeting 2025 abstract.

Author’s Declaration

By submitting an abstract or uploading presentation materials, the authors certify that they have read and agreed to the following terms:

• The authors are authorized by their co-authors to enter into these arrangements.
• The publication of the work described has been approved by all the author(s) and by the responsible authorities of the institutes where the work has been carried out, and neither the abstract nor the presentation materials infringe the copyright or any other rights by third parties.
• The work does not contain content that is unlawful or abusive or that constitutes a breach of contract, confidence, or a commitment to secrecy.
• The authors warrant that they secure the right to reproduce any material that has already been published or copyrighted elsewhere and that they identified such objects with appropriate citations and copyright statements, if applicable, in captions or even within the objects themselves (e.g. copyrights of maps).
• They agree to the following licence and copyright agreement:

Copyright

• Authors retain the copyright of the abstract and the presentation materials. Regarding copyright transfers, please see below.
• Authors grant any third party the right to freely use the abstract and its presentation materials as long as its original authors and citation details are identified.
• The abstract and presentation materials are distributed under the Creative Commons Attribution 4.0 International License (CC BY 4.0). If the presentation materials do not follow the CC BY 4.0 License, the authors must clearly mark this in the file. In either case, the authors grant organisers the right to post their presentation materials online for viewing and downloading by individuals.

Creative Commons Attribution 4.0 License

You are free to:

• Share – copy and redistribute the material in any medium or format.
• Adapt – remix, transform, and build upon the material for any purpose, even commercial.

Under the following conditions:

• Attribution — You must give appropriate credit, provide a link to the licence, and indicate if changes were made. You may do so in any reasonable manner, but not in any way that suggests the licenser endorses you or your use.No additional restrictions — You may not apply legal terms or technological measures that legally restrict others from doing anything the licence permits.

Notices

• The licenser cannot revoke these freedoms as long as you follow the licence terms.
• You do not have to comply with the licence for elements of the material in the public domain or where your use is permitted by an applicable exception or limitation.
• No warranties are given. The licence may not give you all of the permissions necessary for your intended use. For example, other rights such as publicity, privacy, or moral rights may limit how you use the material.
• The CC BY License, of which 4.0 is the recent version, was developed to facilitate open access – namely, free immediate access to, and unrestricted reuse of, original works of all types.
• Under this liberal licence, authors agree to make abstracts legally available for reuse, without permission or fees, for virtually any purpose. Anyone may copy, distribute, or reuse these articles, as long as the author and original source are properly cited. Thus, CC BY facilitates the dissemination, transfer, and growth of scientific knowledge.
• Please read the full legal code of this licence.

If you have difficulty submitting your abstracts or need further information, please contact the IAGA/IASPEI 2025 Scientific Programme Secretariat at [email protected].