Conference fee and participation guidelines

Conference registration fee

All* participants and guests are requested to pay a registration fee of 100€ (discount for students 70€). Participant registration takes place from 20 February until 20 April, guest registration until 31 May.

Failure to register and to pay the conference fee will result in the participant's name being removed from the Conference Programme and the List of Participants.

* Participants affiliated with Ukrainian institutions will be exempt from paying the participation fee.

Format of the Conference

At the moment, we are planning for the conference to take place as a fully in-person event. Limited opportunities for online participation will be available for participants from Ukraine who will not be able to attend in person.

Rules of Participation

The working language of the conference is English.

Should you find out that you are no longer available to take part in the conference, please notify the organisers as soon as possible by writing to info@tartuconference.ut.ee. A timely cancellation will ensure that another proposal could be accommodated.

Panels entail presentation of prepared papers (distributed in advance to a discussant and co-panelists) on a related topic or theme, followed by structured discussion of those papers. A full panel must have one chair, 3-5 paper-givers; and one discussant.

Roundtables entail structured discussion of a topic/theme, without the presentation of papers. Participants of a roundtable will talk with each other and with the audience about a common topic on which they have diverse experience or perspectives. Discussion and question-and-answer between speakers, and especially between speakers and audience, are key features. Proposals for roundtables should be submitted only when the topic clearly justifies this format. Roundtables must have a chair and 4-5 speakers.

Please note: The presenters on a panel/roundtable must be from at least two different institutions; it is recommended that roundtables feature speakers from different countries. Neither the chair nor the discussant are allowed to present in the same panel or roundtable.

Individual Paper Submissions: The Programme Committee will consider proposals for individual papers that are not associated with a panel. Paper proposals will be accepted only if they can be fit into a coherent panel, and if that panel is then approved by the Programme Committee.

Full paper submission: All authors of accepted papers will be requested to upload full-text papers at least two weeks prior to the conference (i.e. by 28 May). This is essential to ensure a productive discussion. In case you are unable to submit your paper in time, please get in touch with the chair and discussant of your panel to negotiate a later submission. Note that a failure to do so will be considered a violation of academic best practices.

To upload your paper, please login to ConfTool, go to Your Submissions and click on the highlighted link 'File Upload'. This function is only available about one month prior to the conference.

We do not plan to publish your papers or otherwise make them public. Thus we do not set any specific requirements regarding the size or format of the papers, but usual common-sense academic rules do apply. For some suggestions, see the FAQ page.

Two-Session/One-Paper Rule: A conference participant may appear on the programme in no more than two sessions (panels or roundtables) and may present only one paper during the conference (however, a participant may appear as a co-author of another paper presented by another participant). If you submit more than one paper proposal, the Programme Committee will select one that is the best match to a prospective panel.

Student Participation: Graduate student participants should be at the research-stage in their programmes. All panels must include at least one member who holds a doctoral degree. Graduate students should not, as a rule, be designated as discussants on a panel.

Panel Participant Guidelines

Adherence to time limits: Please be mindful of the time constraints and the fair allocation of time to all as you plan your talk and your session. Conference  panels are one hour and forty-five minutes in length, generally consisting of:
  • a chair, allotted a total of five minutes for panel and presenter introductions;
  • 3-5 panelists, allotted 10-20 minutes each;
  • a discussant, allotted 10 minutes;
  • followed by 30 minutes for questions and discussion.

During the panel sessions, presenters ought to be pro-active and play a role in discussing the other papers in the panel, in addition to presenting their own paper. For panels put together by the organisers, the panelists will be put in touch with the panel chair and each other.

Role of the chair: The chair should introduce the panelists, field questions from the audience and make sure the panel stays within its 1 hour and 45 minute timeslot.

Role of the discussant: The discussant's role is to provide another perspective on the papers presented in the panel. They should have read all the papers - which are shared by the panelists well in advance - before the conference and be able to make some observations on each. They should help to facilitate a dialogue with the audience and stimulate discussion. Should they wish to, discussants can provide more detailed feedback in writing to presenters after the panel.

Roundtable Participant Guidelines

Roundtable organisers and chairs: Make sure that the roundtable addresses an important question. Set clear goals for the session that are achievable within the given time frame (1 hour and 45 minutes). Communicate the goals and format of the roundtable to the speakers very clearly. Be mindful of the time constraints and the fair allocation of time to all as you plan and conduct your session.  Begin the session by introducing the topic and the speakers and informing the audience about the format. Keep in mind that discussion and interaction between speakers, and especially between speakers and audience, are key features of roundtables. Involve the audience by taking questions and comments.

Speakers: Make sure that you understand the objectives of the roundtable and know what is expected from you.  Confirm with the chair on the nature of your role in the session; the type and length of any introductory comments or presentation you should plan to give; and the roles of the other participants. Prepare appropriately.