CONFERENCE GUIDELINES

1. THEME OF CONFERENCE

The Conference theme must be generated by the Host institution, with the agreement of IFFTI’s Executive Committee. The Conference theme should be current and germane to Fashion and include subjects that are cross-disciplinary in nature. The overall framework for the Conference should be described in terms of presentations, workshops, professional development – advancement, practiced-based sessions, exhibits, poster presentations, fashion films, fashion shows, etc. The objective of the Conference theme should focus attention to the inter-disciplinary nature of Fashion. The Conference timetable will also be submitted for review approximately one year before the Conference.

2. KEYNOTE AND INVITED SPEAKERS
The Conference should present high-profile, highly regarded keynote speakers to advance the Conference theme. The Keynote address must make a thematic contribution to the Conference and the broad subject of Fashion. The Host Institution will sponsor the Keynote address, and preferably, select an individual(s) from the host institution’s fashion community. The Keynote speaker will be contracted by the host on behalf of IFFTI to deliver an original paper, related specifically to the theme of the Conference and thus presented first to the IFFTI Conference. The Keynote Speaker(s) must be known to be working at the advanced edge of the Conference theme. The Conference budget must account for additional keynote speakers contracted by the Host Institution.

3. PROMOTIONAL MATERIALS
In collaboration with the Host Institution, IFFTI is dedicated to crafting robust promotional strategies for our upcoming conference. The following guidelines detail the primary methods for effectively promoting the event to our diverse audience.

PROMOTIONAL CHANNELS:
1. Email Campaigns: The IFFTI Secretariat will spearhead targeted email campaigns to reach all IFFTI members, prospective members, and relevant stakeholders.
2. Social Media Engagement: Engage with our audience on social media platforms such as Instagram and LinkedIn to create buzz and drive awareness about the conference.
3. Hyperlink Verification: Ensure that all hyperlinks included in email reminders and announcements are functional and lead to the intended destination before dissemination. By adhering to these guidelines, we aim to maximise the visibility and impact of the conference, fostering engagement and participation from our global fashion community.

4. STUDENT INITIATIVE – DESIGN COMPETITION AND ITS REVIEW PROCESS
1. Details of the Student Initiative- Design Competition will be announced well in advance to give adequate time for students to work on their entries. Consideration should be given to the differing academic calendars of IFFTI members to maximise the student interest in IFFTI and entering the Design Competition. Instructions for submitting the Student Initiative-Design Entries and the student qualifications for entry should be clear. The Host Institution will be responsible for adjudicating the entries for the Student Initiative-Design Competition and announcing the winning entries at the Conference.

2. An adjudicating committee that includes qualified judges from host institutes and other IFFTI member Institutes is recommended. Students do not need to be present to win.

3. Student Design Competition and the sub-groups or categories will be articulated by the Host institution.

5. WEBSITE FOR THE IFFTI CONFERENCE
Management of the IFFTI Conference website is the responsibility of the Host institution. A template will roll over from year to year and Conference to Conference and while the template is maintained by IFFTI, the Host will need to have its own “webmaster” to manage the website for the Conference. The Host institution should hold the conference website and should be kept alive for at least 2 years after the completion of the conference to act as a reference point. The conference website should be operational at least 10 months before the conference.

6. ABSTRACT/PAPER SUBMISSION AND REVIEW
Submission of Abstracts will be online in the form and format prescribed by the IFFTI Conference website. The Abstract should be relevant to the Conference Theme and describe in 300 – 500 words the nature of the work that would form the basis of a full paper. The Abstract must provide sufficient detail so that the Abstract Reviewers can evaluate the contribution to the Conference. Review of Abstracts and feedback to Authors will be completed online. The Conference Host should recognise that an accepted Abstract may not result in an acceptable (or timely) Conference paper. It is therefore prudent to have more approved Abstracts than Conference Paper scheduled presentations. Abstracts accepted will request that the Authors prepare the Full paper. The form and format will be provided at the IFFTI Conference website and the Host institution may reject any paper that does not adhere to the specified format. All authors should complete the Non-Exclusive Copyright Form for the Conference Proceedings Paper.

Abstracts are required in all submissions:
Multiple submissions are welcome in the following categories:
1. Text-based full papers
2. Text-based developmental papers
3. Creative practice as image, film, artefact, or performance
4. Poster: to be presented digitally at the conference
5. Workshop: we invite colleagues to propose workshops that will be incorporated into the conference program. They will involve participants working together on a subject or skill that is relevant to one of the conference themes. There should be at least two organisers to facilitate the workshop, and one of the organisers must be from an IFFTI institution.

For detailed guidelines on abstract and final submissions in all categories, please visit the IFFTI conference website
https://www.arts.ac.uk/colleges/london-college-of-fashion/iffti/call-for-submissions

7. REVIEWERS OF ABSTRACTS AND PAPERS
An International Review Board will be available for reviewing Abstracts and Papers that are submitted for Conference consideration. Members of the International Review Board will be provided to the IFFTI Secretary for inclusion on the IFFTI website. The International Review Board will be updated annually in time for the review of Abstracts for the next Conference. It may also be necessary to engage additional Reviewers when their expertise is needed to review subjects where the International Review Board members do not list that expertise.

It is the responsibility of the Host to build the Book of Abstracts (with the help of the Research Sub-Committee) selected for presentation at the conference which can include the Biographies of Presenters in an electronic format and share with all attendees at the conference.

The Research Sub-Committee will advise the host institution with a list of previous and updated-appointed reviewers for the process.

The IFFTI Research Sub-Committee advises that Oxford Abstracts (OA) software is used for managing all submissions at each stage. Conference organisers should contact previous conference organisers (or OA) with any queries.

8. NON-EXCLUSIVE COPYRIGHT FORM
A sample Non-Exclusive Copyright Form is appended for the Conference Papers. The Host should request their “legal” department endorse the NECF.) Click here to download the sample form.

9. INVITATION LETTERS AS REQUIRED FOR VISA APPLICATIONS
The Host institution will send Letters of Invitation as needed by Conference attendees to obtain visas. Each Conference will be different as Visa requirements differ depending on the Host Country and Country of the Attendee.
A check at the time of Registration should be considered for the Letter.

10. CONFERENCE REGISTRATION AND ATTENDEE FEES
The Conference Fee structure will be available early in the planning cycle of the Conference and posted on the IFFTI Conference website. This is important for academic institutions to handle travel requests and allocate funds. The Registration should state the Registration Fees for:
IFFTI Delegates
IFFTI Members
Non-IFFTI Members
Students,
and if day Registration rates are available.
Lists for IFFTI Delegates, Members, etc. will be provided by IFFTI.

11. CONFERENCE PLAN – LOCATION AND DATES
The Plan for the Conference will be prepared by the Host Institution to share the Conference Dates and where the Conference will take place. The Conference Plan should include the dates for the Annual General Council meeting, Paper presentation Sessions, Poster Sessions, Workshops, and other events should be included. This Plan should be adequate for attendees to make decisions regarding attendance and submission of materials for the Conference.

12. CONFERENCE EVENTS –
a) Meeting Space
In addition to the Conference, the parallel sessions, Keynote presentations, etc. provision needs to be made to hold meetings for at least the following:
Sub-Committee Meetings: Education, Finance, Initiatives, New Members, and Research.
Executive Committee Meeting(s)
General Council Meeting
Workshops
Panel Discussions
Exhibits
Student Competitions
Reception, Lunches, etc.
Tours and Cultural Activités
Generally, this means that space can be scheduled and allocated for each of the committee meetings above in reasonable close proximity so that members can gain access to other meetings running concurrently as necessary. Workshops and Panel discussions often require a ‘custom’ set-up or have restricted attendance based on the room size. Right sizing of Workshops and Panel discussion spaces needs careful planning by the Host. Exhibits, Competitions, Lunches and Reception(s), etc should be able to accommodate all attendees in the space allocated.

b) Conference Dinner
The Conference Dinner provides an opportunity for attendees to network, learn the outcome of the Student Design competition, acknowledge IFFTI Initiative Awardees, experience some local entertainment, and meet other academics and administrators from the Host institution. It should be considered a focal point of the Conference.

13. CONFERENCE PROCEEDINGS
The Conference Proceedings will be published on IFFTI Website under “IFFTI Annual Proceedings”. The Conference Proceedings will be available electronically on the IFFTI website per ISSN guidelines. The Host institution will organise and edit all Conference materials for publication on the IFFTI website. IFFTI will determine how to access all Conference materials.

14. GUIDELINES FOR PRESENTATIONS
Presenters will be provided details of the technology available at the venue so that presenters can request the appropriate technology. Instructions to presenters regarding the Presentation materials will be published on the IFFTI Conference website. If a rehearsal area is provided, its location, opening times, etc. will be announced.

15. CONFERENCE SESSION PLAN
A Conference Session Plan will be published following the review of papers so that presenters can make funding requests and make travel arrangements.

16. CONFERENCE SESSION CHAIRS
The Host is responsible for assigning Session Chairs and providing Session Chairs with Biographies of Presenters and Abstracts for the session.

17. POLICY FOR NO-SHOWS
The Policy for no-shows will be stated on the IFFTI Conference website. Cancellation terms and conditions will be stated at the time when Registration begins so that registrants will know in advance the result of cancellation and not showing up for the Conference. When authors and presenters gain acceptance for their work, the Conference is richer if these authors and presenters attend the Conference. Many other attendees make their decisions on whether to attend based on the slate of papers and presenters.

18. HOTELS
The conference host is responsible for providing information about nearby hotels for the convenience of attendees, which should be accessible through the IFFTI Conference Website.

19. TRANSPORTATION/MAPS
Maps of the venue should be placed on the Conference website at least one week before the start of the Conference.

20. FASHION SHOW
The responsibility of the Fashion Show belongs to the Host Institution and is at the discretion of the Host Institution. If there is a Fashion Show, the timing during the Conference should be such that most of the attendees can be present. Current students are encouraged to participate.

21. VISITS OF LOCAL INTEREST
While at the discretion of the Host Institution, attendees welcome visits of local cultural interest as well as visits to design, manufacturing, or corporate headquarters. If visits are being organised, these should be included with the Conference Announcements including any additional costs involved.

22. EXECUTIVE COMMITTEE MEETINGS
The Host institution will work with the IFFTI Secretary to arrange for the Executive Committee meeting(s) to be held in conjunction with the Conference.

23. SUB-COMMITTEE MEETINGS
The Host Institution provides space to accommodate the Sub-Committee meetings as described by the IFFTI Secretary. Typically, the Financial, New Members, Research, and Initiatives Sub-Committees will require meeting space and some resources.

24. CONFERENCE EVALUATION AND SUGGESTIONS
Conference Evaluations will be provided to the Chairperson of IFFTI for further review.
It is recommended that the Conference Evaluation be administered online via tools such as SurveyMonkey.com etc