Conference Submission and Presentation Policy

Institute of Applied Artificial Intelligence and Robotics (IAAIR)
Last updated: 06/17/2025

1. Purpose

This policy outlines the procedures and expectations for submitting, presenting, and representing the Institute of Applied Artificial Intelligence and Robotics (IAAIR) at academic and professional conferences. It ensures consistency, research integrity, brand alignment, and ethical compliance in all public presentations affiliated with IAAIR.

2. Scope

This policy applies to all IAAIR-affiliated individuals participating in conferences, including:

  • Faculty, researchers, and engineers

  • Postdocs, research fellows, and interns

  • Visiting scholars and collaborators

  • Staff members representing IAAIR in a technical or speaking capacity

It covers submissions to:

  • Academic and industry conferences

  • Symposia, summits, and workshops

  • Poster sessions and exhibitions

  • Public science or AI forums

  • Webinars or virtual presentations hosted externally

3. Institutional Approval

All conference abstracts, papers, posters, or slide decks that:

  • Reference IAAIR or IAAIR Foundation

  • Present IAAIR-funded research

  • Use IAAIR data, resources, or affiliations

must be submitted for internal review and approval prior to external submission or presentation.

Submissions must be reviewed by the Research Office, and clearance must be granted by the Director of Research or a designated delegate to ensure:

  • Research quality and originality

  • Ethical compliance and disclosure of approvals (e.g., IRB)

  • Proper institutional affiliation and acknowledgments

  • Accurate and appropriate representation of IAAIR

4. Conference Submission Process

Researchers intending to submit work to a conference must:

  1. Notify the Research Office with:

    • Conference name, dates, and website

    • Type of submission (paper, poster, talk, etc.)

    • Author list and institutional affiliations

    • Draft abstract or full manuscript

  2. Obtain approval prior to submitting to the conference organizer or journal.

  3. Update the office upon acceptance, and provide final presentation materials no later than five business days before the event.

Failure to obtain prior approval may result in the denial of travel support, institutional sponsorship, or use of the IAAIR brand.

5. Presentation Expectations

When presenting on behalf of IAAIR:

  • Clearly state your affiliation with IAAIR in slides, posters, and speaker bios

  • Use approved logos, titles, and templates (available from the Communications Office)

  • Accurately describe the research methods, results, and funding sources

  • Avoid disclosing confidential, proprietary, or embargoed information

  • Refrain from making speculative or unsupported claims

  • Comply with all conference rules, professional codes of conduct, and sponsor agreements

Speakers must act professionally and respectfully, as their behavior reflects on IAAIR’s reputation.

6. Use of AI in Presentation Preparation

If generative AI tools (e.g., ChatGPT, DALL·E, Copilot) are used in preparing presentation content:

  • This must be disclosed during the internal review process

  • The final presenter remains responsible for the accuracy and originality of all content

  • AI-generated content (e.g., images or summaries) should be clearly labeled as such if included in public-facing materials

7. Travel and Registration Support

IAAIR may provide financial support for approved conference participation, subject to:

  • Budget availability

  • Research relevance

  • Role of the presenter (e.g., first author or invited speaker)

Eligible individuals must coordinate with the Operations and Grants Office to secure:

  • Conference registration reimbursement

  • Travel and accommodation support (if pre-approved)

  • Visa assistance, where applicable

8. Archiving and Repository Submission

All accepted and presented conference outputs must be submitted to the IAAIR Research Repository for institutional recordkeeping. This includes:

  • Final papers or abstracts

  • Slide decks or poster PDFs

  • Session recordings (if permitted)

  • Official conference citations or DOIs

This ensures transparency, attribution, and future accessibility.

9. Media and Public Coverage

If the conference presentation may result in media attention, blog features, or press coverage:

  • Notify the Communications Office at least 10 days in advance

  • Coordinate messaging, embargoes, or public summaries

  • Share post-event media links or interviews for archiving and promotion

Researchers are encouraged to highlight their participation on LinkedIn or professional networks, using IAAIR's official branding and tags.

10. Violations and Non-Compliance

Failure to follow this policy may result in:

  • Retraction of institutional affiliation from the conference materials

  • Withdrawal of funding or travel support

  • Disciplinary review in cases of misrepresentation or misconduct

  • Exclusion from future sponsored conferences or speaking opportunities

11. Contact

For questions, review submissions, or support with upcoming conferences, contact:

IAAIR Research Office
📧 hello@iaair.ai