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, 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 to 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. It is important that the Keynote Speaker(s) are known to be working at the advanced edge of the Conference theme. Additional keynote speakers contracted by the Host Institution must be accounted for by the Conference budget.

3. Promotional Materials

The Host Institution and IFFTI will work together to develop promotional materials for the Conference. The materials will be delivered to IFFTI members, prospective members, and the wider fashion community. Brochures for posting should be considered as an additional way to reach more students, especially concerning the Student Initiative – Design Competition. Email Reminders and Announcements should be informative and all hyperlinks contained therein should be checked prior to sending the emails.

4. Reviewers of Abstracts and Papers

An International Review Board will be available for reviewing of 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 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 coordinate the Review of Abstracts and build the Book of Abstracts.

5. Reviewers of Student Initiative – Design Competition

Details of the Student Initiative- Design Competition will be announced so as to give adequate time for students to work on their entries. Consideration should be given to the differing academic calendars of IFFTI members so as to maximize the student interest in IFFTI and entering the Design Competition. Instructions for submitting the Student Initiative-Design Entries should be clear and the student qualifications for entry. The Host Institution will be responsible for adjudicating the entries for the Student Initiative-Design Competition and announcing the winning entries at the Conference. An adjudicating committee that includes qualified IFFTI judges is recommended. Students do not need to be present to win.

6. 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.

7. 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 (see Guidelines for Abstracts in section 7). 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 within 2 weeks of the Abstract submission closing date. The Conference Host should recognize that an accepted Abstract may not result in an acceptable (or timely) Conference paper. It is therefore prudent to have a higher number of approved Abstracts than Conference Paper scheduled presentations. Abstracts accepted will request that the Authors prepare the Full paper within 90 days and submit online in the Form and Format required for publication. 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.

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 form.

9. Guidelines for Abstracts

The IFFTI Conference website will have Instructions that cover the requirements for Abstracts: Title, Author(s), Author’s affiliation, Keywords, Number of words in 300 – 500 word range, intended session or subject area, font, type size, margins, file format, submission date, etc. The Abstract submitted should be “camera ready” as the Host Institution will use the reviewed/approved Abstract for the book of Abstracts and to informing attendees and session chairs about the material to be presented. The Abstract Review process will be described on that section of the website. This will be an IFFTI standard for Abstract and Paper Review process.

Example: General requirements for Abstracts

· Only Text or Microsoft Word Files will be accepted

· Title, limited to 7 words

· Author and Author’s affiliation

· Up to 6 keywords

· 300 – 500 word count in English

· Intended session of the Conference

· 12 pt. Type, Times New Roman

· 1 inch margins all around

· Uploading instructions

· Due date

10. Guidelines for Papers

The IFFTI Conference website will have Instructions that cover the requirements for Papers: Title, Author(s), Keywords, Number of words in the 3000 – 5000 word range, intended session or subject area, font, type size, margins, file format, submission date, etc. The review process (double blind, blind, etc.) will be described on the IFFTI website.

Example: General Requirements for Full Papers

• Only Text or Microsoft Word files will be accepted. PDF submissions will not be accepted.
• Papers should be 3,000-5,000 words in length in English. They should be written as continuous expository narrative in a chapter or article style – not as lists of points or a PowerPoint presentation. APA Guidelines should be used for citations, Graphs, Figures, etc.
• Please remember that the papers are to be published in a fully refereed Conference Proceedings. This means that the style and structure of your text should be relatively formal. Authors are responsible for the accuracy of citations, quotations, diagrams, tables and maps.
• You may use any referencing style you choose, as long as you use it consistently and to the appropriate standards and that the Bibliography is complete.
• Papers should be thoroughly checked and proof-read before submission. Following submission you have submitted your paper you will be unable to make any changes to it during the refereeing process.
• Papers will be assessed by referees against ten criteria – or fewer if some criteria do not apply to a particular kind of paper:

1. Significance of Themes

2. Relevance of Themes

3. Clarity of Thematic Focus

4. Relationship to Literature

5. Research Design and Data

6. Data Analysis and Use of Data

7. Use of Theory

8. Critical Qualities

9. Clarity of Conclusions

10. Quality of Communication

Formatting Requirements:

Text or Word file, 12 point, Times New Roman font, with page numbers at bottom of page, and 1 inch (25.4 mm) margins, A4 size

Illustration/Electronic Artwork Guidelines

Figures and images must be clear and easy to view.
Figures and tables need to be placed where they are to appear in the text. If preferred, you can also place images and tables at the end of your paper.
Please refrain from using Word Drawing objects. Instead use images imported from a drawing program. Word Drawing objects will not be rendered in the typeset version.

Keyword Guidelines

Keywords are extremely important in search engine rankings. To achieve better exposure for your paper, please make sure your keywords (6 – 8 recommended) are clear and accurate.

Review Guidelines

The role of the referee

Please observe carefully the following guidelines on the role of the referee.

• Expertise: Papers are not always sent to a referee whose field is identical to the subject matter of that paper. You don’t have to be precisely qualified in a field to be a constructive referee. In fact, an excellent paper will speak beyond its narrowly defined field. If, however, a paper is so distant from your field that you do not feel qualified to judge its merits, please return it to the publishing manager for the journal, who will locate another referee.
• Confidentiality: Referees receive unpublished work, which must be treated as confidential until published. They should destroy all electronic and printed copies of the draft paper and referee report once they have received confirmation that their reports have been received by the publishing manager (in case we can’t open the report files you send us) Referees must not disclose to others which papers they have refereed; nor are they to share those papers with any other person.
• Conflict of Interest: Referees must declare any conflict of interest or any other factor which may affect their independence—in cases for instance, where they have received a paper of a colleague or an intellectual opponent. In cases of conflict of interest, please notify the publishing manager of your inability to referee a particular paper.
• Intellectual Merit: A paper must be judged on its intellectual merits alone. Personal criticism or criticism based solely on the political or social views of the referee is not acceptable.
• Full Explanation: Critical or negative judgments must be fully supported by detailed reference to evidence from the paper under review or other relevant sources.
• Plagiarism and Copyright: If a referee considers that a paper may contain plagiarism or that it might breach another party’s copyright, they should notify the Host Institution providing the relevant citations to support their assertion.
• Responsiveness: Referees are asked to return their reports within two weeks. This assists us to provide rapid feedback to the author.

11. Guidelines for Junior Faculty and PG/ Research Papers

The IFFTI Conference website will have Instructions that cover the requirements for Junior Faculty and Post Grad Research papers: Title, Author(s), Keywords, Number of words, intended session or subject area, font, type size, margins, file format, submission date, etc. The criteria to be used to review these papers will be posted on that section of the IFFTI website and are described in section 9 above. The outcome of the Review process will be provided to IFFTI for allocating travel grants. Junior faculty and Post Grad research papers are considered reviewed papers when Conference proceedings and Book of Papers are prepared.

12. Guidelines for Student Initiative-Design Competition

The IFFTI Conference website will have Instructions that cover the requirements for Student Initiative-Design Competition. The subject of the Student Initiatives-Design Competition and the sub-groups or categories will be articulated by the Host institution. The details of the creative competition will be described so that the student can prepare a quality and qualified entry: Medium, size, submission date, format of submission, student ID, title of work, etc.

13. 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 time of Registration should be considered for Letter.

14. 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-Members

Students,

and if day Registration rates are available.

Lists for IFFTI Delegates, Members, etc. will be provided by IFFTI.

15. Conference Plan – Location and Dates

The Plan for the Conference will be prepared by the Host Institution to show the Conference Dates and where the Conference will take place. The Conference Plan should include the dates for the Council meeting, Conference, 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.

16. 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 Activities

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 Design competition, experience some local entertainment, and meet other academics and administrators from the Host institution. It should be considered a focal point of the Conference.

17. Registration

Details of the Registration process at the Conference site will be available at the Conference website. Attendee badges, Book of Abstracts, Papers submitted, etc. will be provided to Registered Attendees. Details of on-site Registration will be posted on the IFFTI Conference website.

18. Conference Proceedings

The Conference Proceedings will be provided to Registered attendees in electronic format. All Papers presented will be “published” on the IFFTI website in the format provided by the Host institution. This means that the Host institution will be responsible for editing and organizing all the Conference materials so that this file can be uploaded to the IFFTI website. IFFTI will determine how to access all Conference materials.

19. 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, it location, opening times, etc. will be announced. Many forms of presentation should be encouraged, Powerpoint, Flash, Video, Performance, Inter-active, etc. The Host should make available a list of available facilities for presenters.

20. Paper version of Conference proceedings (all reviewed papers)

While all papers will be available on the IFFTI website, the Host institution is expected to prepare a “Book of Papers” from the Conference with its own ISBN number. An ISBN number is needed to provide proper citation for papers and citations. Cost of editing and publishing is recognized as a concern for many host institutions and sponsors for this activity should be sought early in the Conference planning activity. Should papers appear in a Book of Papers, an Exclusive Copyright may be required by the publisher of the Book of Papers. Funds to support this publication should be requested from IFFTI.

21. 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.

22. Conference Session Chairs

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

23. 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 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.

24. Hotels

The Host must contact Hotels and reserve room blocks, discuss transportation to and from airport and to-from Conference, and announce the negotiated room rates for the Conference.

25. Transportation/maps

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

26. 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.

27. 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 organized, these should be included with the Conference Announcements including any additional costs involved.

28. 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.

29. 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.

30. Workshops

The Host Institution is encouraged to invite suggestions for one or two Workshops. A workshop description should be as descriptive as possible, stating clearly what topics will be addressed and what participants can expect to learn. In a few sentences, summarize the key components of your session, e.g., “The presentation will include demonstrations and audience participatory activities to learn how to ………. and its importance worldwide.” Participants will receive a packet of materials that can be readily adapted for the classroom”

31. Poster Sessions

Posters are a special type of presentation. Posters, when effectively designed, present work to an audience who is walking through a hallway or exhibit. In poster presentations at conferences, the presenter usually stands next to the poster, thus allowing for passers-by to engage in one-on-one discussions with the presenter. For a poster to communicate the research work, the poster first has to orient an audience that is standing or walking and has distractions of noise and movement from other people. Given those distractions, it is important to design the poster so that:

The title of the poster explains the subject clearly and concisely.

The poster should tell the audience the purpose of the research.

The specific sections should be easy to locate, e.g. method, results, impact, etc.

Information in the sections of a poster can be quickly assimilated.

A poster size of 40”x 32” is suggested

32. Conference Evaluation and Suggestions

Conference Evaluations will be provided the Chairperson of IFFTI for further review.

It is recommended that the Conference Evaluation be administered online via tools such as SurveyMonkey.com

Example Evaluation

Dear Conference Participant: We appreciate your taking the time to complete this overall evaluation. It is the mission of IFFTI to meet the professional needs of Fashion educators worldwide. Please take a couple of minutes to fill out this evaluation, which will help us improve our conference and conference processes for our next Conference, to be held in xxxxxxx, xxxxxxx