Rome Session Chair FAQ

On behalf of the International Bar Association we thank you for agreeing to organise a session at the IBA’s 2018 Annual Conference in Rome. You will appreciate that the preparation of the Conference is an enormous administrative task, and we have compiled a list of frequently asked questions, with the aim of making your task as Session Chair as trouble-free as possible. 

Important documents

The following is an overview of all the important forms and documents you, as a Session Chair, need to submit to the IBA in preparation of your session:

 

Important dates

FRIDAY 13 JULY

All speakers’ details, final topic titles and descriptions of sessions to be submitted to the IBA.

FRIDAY 27 JULY

Deadline for marketing of conference sessions/events to committee membership. Contact ibamarketing@int-bar.org

FRIDAY 24 AUGUST

Session room set-up requests, audio-visual requests, and speakers preparatory/committee business meeting room requests need to be submitted.

FRIDAY 24 AUGUST

Submission deadline for all session materials to be uploaded to the online session listing. Contact divisions@int-bar.org

Frequently asked questions

General information

With the exception of speakers whose registration fee has been waived, all conference speakers are requested to pay the registration fee relevant to their category.

The speaker registration fees for the 2018 IBA Annual Conference in Rome can be found by clicking here.

Please note that the IBA office is unable to make hotel reservations or travel arrangements on behalf of Speakers, Session Chairs and/or Committee Officers. All details regarding accommodation can be found online at /Conferences/Rome-accommodation.aspx

If the reimbursement of a speaker's accommodation expenses has been agreed, the speaker is requested to make his or her own travel and accommodation arrangements and seek reimbursement after the Conference. All requests for reimbursement must be accompanied by receipts and sent to Divisions@int-bar.org by no later than Friday 30 November 2018.

Please note that the IBA office is unable to make hotel reservations or travel arrangements on behalf of Speakers, Session Chairs and/or Committee Officers. All details regarding accommodation can be found online at /Conferences/Rome-accommodation.aspx

If the reimbursement of a Speaker's accommodation expenses has been agreed, the Speaker is requested to make his or her own travel and accommodation arrangements and seek reimbursement after the Conference.  All requests for reimbursement must be accompanied by receipts and sent to Divisions@int-bar.org by no later than Friday 30 November 2018.

Once you registered for the Annual Conference, please log in to your MyIBA account and you are then able to select the social function/lunch/dinner you would like to purchase a ticket for. 

For an overview of social functions/lunches/dinners, please refer to the online programme.

The dress code is business attire for working sessions and smart casual for social events unless otherwise stated.

Up to 25 hours are available to those delegates attending the whole conference. At the conference, up to 22.5 hours can be awarded, and certificates of attendance will be available from the IBA Registration Desk and the IBA Membership stand.

The full 25 hours can only be obtained after the conference, by emailing confs@int-bar.org.

The full programme (sessions and social functions) of the IBA 2018 Annual Conference in Rome can be found here. Please be sure to check back frequently, as changes/updates are made.

In addition, meetings for officers, council and management board members are scheduled, which will be directly communicated to those involved.

Who do I contact at the IBA London office?

Georgia Watson – SPPI/BIC Administrator (georgia.watson@int-bar.org)

Susan Burkert - LPD Administrator (susan.burkert@int-bar.org)

General Divisions (divisions@int-bar.org)

International Bar Association
4th Floor, 10 St Bride Street
London, EC4A 4AD
Tel: +44 (0) 20 7842 0090
Fax: + 44 (0) 20 7842 0091

Information for the LPD Council Liaison Officers can be found here.   

Details for the SPPI Council Liaison Officers is available here

If you would like to amend your final session title and description please contact Divisions (divisions@int-bar.org) or +44 (0)20 7842 0090).

This can always be updated on the online programme, and we suggest to keep the description to approximately 120 words and a maximum of 12 lines.

ANY DETAILS YOU WOULD LIKE TO HAVE IN THE PRINTED FINAL PROGRAMME NEED TO BE RECEIVED BY DIVISIONS NO LATER THAN 13 JULY 2018.

Prior to the deadline, we will send you the topic description of your session as it currently appears in the online programme for your review, should you wish to make any changes.

The deadline for receipt of final Section/Committee programmes and speakers contact details at the IBA Office is Friday 13 July 2018.  

Please click here to review the online programme. Alternatively please contact the Divisions Department (divisions@int-bar.org or +44 (0)20 7842 0090).

If you would like to arrange for a meeting for either your committee officers or speakers, please complete the Meeting Room Request Form

NB: The availability of rooms is limited and therefore early requests are recommended.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

The AV Request Form outlines what standard AV equipment will be provided, and allows you to request additional items. Please complete the form and submit it by Friday 24 August 2018.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED.

Please be advised that Skype/Video Conferencing is not available at the conference. If you need to make arrangements for a speaker to participate at your session via video link please note your request on the Audio-Visual Requirements Form and we will contact you with further information.

Speakers

When selecting speakers, Committee and Session Chairs are asked to be mindful of the following:

·         No more than one representative from a firm or alliance is permitted in any session. Note that a Session Chair is one representative;

·         Any Committee submitting a list of speakers which includes more than one representative from one firm or alliance will be requested to remove one name;

·         While there may be more than one representative from one firm or alliance within the Committee programme as a whole, Committee Chairs are strongly encouraged not to do so if possible, but instead to seek a diverse range of speakers from varied sources;

·        Diversity of geography and gender across your panels is mandatory to ensure the strongest and most international panels we can offer. Each panel must have a fair and balanced representation of speakers. If you are unable to identify a suitable speaker please contact divisions@int-bar.org as soon as possible for further assistance;

·         For optimal audience experience and successful, interactive sessions, we encourage you to only invite a maximum of 5 speakers to participate in a session. 

·         Session Chairs are encouraged to be sensitive to representation from the host country and region; however it is important not to overload the number of speakers per session in order to allow a proper analysis and discussion of the topic;

·         Speakers must be expert in the relevant subject and have a good command of English;

·         To assist with the PR and marketing of your sessions and the conference, please note in the designated field any speakers on your panels who have a high profile in the media;

·         Please ensure that all session panellists agree to their information (name, location, firm) being published on the IBA Annual Conference online and printed programme. Session chairs will also need to agree to their details being passed on to the other panellists;

·         Subsidies for speakers must be agreed in advance with the Secretary-Treasurer via the Head of Divisions Administration, Astrid Wargenau (astrid.wargenau@int-bar.org).  No reimbursement will be made to lawyers in private practice. Each Committee can ask for one speaker’s expenses to be reimbursed from the Conference budget. 

In order that all speakers receive the necessary guidance for their participation and registration, please include all their relevant contact details when completing the Session panellist information form. This should be done as early as possible and by Friday 13 July 2018 at the latest. 

As at previous Conferences, name cards for speakers will be provided. You will understand that with at least 1000 speakers attending the Conference, this is a major administrative task. We would kindly request that you assist by notifying us as soon as possible of any late changes / additions to the speakers who will be participating in your session.

Please complete the Session panellist information form. This should be done as early as possible and by Friday 13 July 2018 at the latest. 

Please note the IBA will not be issuing invitations to your speakers, which is considered the responsibility of the Session Chairs.

On receipt of the contact details of all confirmed speakers, from the session organisers, the IBA office will send all speakers an email containing a link which they will use to register for the conference. It is the responsibility of the Session Chairs to ensure that all speakers receive a detailed briefing as to the content, expected length and format of their presentations.

All speakers need to register for the Annual Conference. Once you have completed the Session panellist information form and your speakers have been confirmed, we will email the speakers, sending them a link to register. 

There are funds available to reimburse speakers their expenses. All Committee have one funding slot from the Annual Conference budget and then can make use of their committee budget for further funding. Please always contact astrid.wargenau@int-bar.org for questions relating to funding of speakers at the Annual Conference.

Please find below the IBA Policy:
 

  • Each committee can request funding contribution for one speaker from the general conference budget, and one speaker from the committee budget (provided there still are funds available in the committee budget), and then will only be permitted when the speaker is regarded as essential to the success of the session and cannot pay his/her own expenses.

  • Before entering into any commitment with a speaker, the prior approval of the Division Treasurer must be sought. A written request from the Committee Chair should be submitted to the Head of Divisions Administration, Astrid Wargenau (astrid.wargenau@int-bar.org). The request should explain why the attendance of the speaker is essential to the programme and also why the speaker is not in the position to pay his / her own expenses.

  • Other than in exceptional circumstances, no reimbursement will be offered to lawyers in private practice.

  • The maximum expenses which will be reimbursed are as follows:

    • A contribution towards the speakers’ground transportation expenses to and from the airport and airfare amounting to no more than the average between a restricted and flexible economy class airfare (please contact the IBA to confirm the amount that will be offered to your speaker, AND/OR

    • Up to a maximum of three nights’ accommodation up to a maximum of £250 per night, AND

    • Waiver of the Conference registration fee.

  • Reimbursement of any incidental costs incurred by the speaker during his or her stay at the Conference will not be reimbursed (e.g. meals, taxis, telephone, laundry etc). Any Committee requiring reimbursement to more than one speaker should check the status of their Committee budget with Susan Burkert (susan.burkert@int-bar.org) to ensure sufficient funds are available.

  • Reimbursement by the IBA will take place after the Conference and must be accompanied by receipts from the hotel and/or airline/travel agent. The IBA will not be able to process requests unless the accompanying documentation (ie, receipts) is received. All requests for reimbursement must be received by no later than Friday 30 November 2018.

Reimbursement by the IBA will take place after the Conference. All requests for reimbursement must be accompanied by receipts from the hotel and/or airline/travel agent. The IBA will not be able to process requests unless the accompanying documentation (i.e. receipts) is received.

All requests for reimbursement must be received by no later than Friday 30 November 2018 and sent to divisions@int-bar.org.

Please note that the IBA office is unable to make hotel reservations or travel arrangements on behalf of speakers. The accommodation information for Rome, as well as the booking form can be found here.

If reimbursement for a speaker's accommodation expenses has been agreed by the IBA Head of Divisions, the speaker is requested to make his or her own travel and accommodation arrangements and seek reimbursement after the Conference. All requests for reimbursement must be accompanied by receipts and sent to divisions@int-bar.org.

Should you wish to hold a speakers’ preparatory or Committee Officers’ meeting, please complete the Meeting Room Request Form by Friday 24 August 2018.

NB: Availability of rooms is limited and early requests are recommended.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

Please be advised that all session rooms will be provided with a lectern, laptop and a LCD projector/ beamer. Top tables will be set for five speakers plus a Session Chair. This equipment will allow speakers to use PowerPoint presentations. Please note it is the speaker’s responsibility to bring their presentations with them saved onto a pen drive/ USB memory stick.

Please be advised that Skype/Video Conferencing is not available at the conference. If you need to make arrangements for a speaker to participate at your session via video link please note your request on the Audio-Visual Requirements form and we will contact you with further information.

A Presentation Management Website will be open to speakers for advance submission of their presentations for working sessions nearer to the time of the conference. Speakers will be able to submit their PowerPoint presentation before and during the conference via the internet. Further details of how and when to do this will be emailed to speakers nearer the time of the conference.

The IBA has provided a series of 19 videos prepared by speaker coaches from around the world. Each video is approximately 3 minutes long and can be watched on any device. These videos can be found here.

Session

To find out the date and time of your session, please see the online programme on the IBA Annual Conference website. Alternatively you may contact the Division Department for assistance (divisions@int-bar.org or +44 (0)20 7842 0090).

To find information regarding the sessions at the Annual Conference, please visit the IBA Rome Conference webpage via the following link https://www.int-bar.org/Conferences/conf755/ProgrammeSearch/Sessions/Index.cfm where you can access the online programme. All committee session descriptions are also available to view via the programme search.

It is the responsibility of the Session Chairs to contact their speakers and discuss with them the format of the session and the content and length of their presentations.

Speakers should be encouraged to give their presentations without reading from their papers. A laptop will be provided in each meeting room should speakers wish to use PowerPoint presentations.

We would also encourage Session Chairs to make their sessions as interactive as possible, for example by using a facilitator or choosing an alternative room set-up from the standard theatre style set-up. To indicate your preference, please complete the Session Room Set-up Form, no later than Friday 24 August 2018.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

All session rooms will be set up theatre style as standard. Top tables will be set for five speakers plus a Session Chair. Microphones will be installed to suit the size of the room; however alternative room set-ups are available. If Committees would prefer a different room set-up they should complete the Session Room Set-up Form by Friday 24 August 2018 at the latest.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

All session rooms will be set up theatre style as standard. Top tables will be set for five Speakers plus a Session Chair. If Committees would prefer a different room set-up they should advise Astrid Wargenau (astrid.wargenau@int-bar.org) as early as possible, and by Friday 24 August 2018 at the latest by completing the Session Room Set-up Form.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

Please note that a laptop, LCD projector/beamer, podium microphone, 4 table microphones and one or two standing microphones (where the room requires it) will be set up as standard in the meeting rooms.

It is the responsibility of the Session Chair and Speakers to ensure that everyone brings their presentation with them stored on a USB memory stick/Pen Drive.

Any additional audio-visual equipment must be ordered in advance of the Conference, using the AV Request Form. Please complete and submit the form no later than Friday 24 August 2018

Please be advised that Skype/Video Conferencing is not available at the conference. If you need to make arrangements for a speaker to participate at your session via video link please note your request on the AV Request Form form and we will contact you with further information.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

Please note that a laptop, LCD projector/beamer, podium microphone, 4 table microphones and one or two standing microphones (where the room requires it) will be set up as standard in the meeting rooms.

Any additional audio-visual equipment must be ordered in advance of the Conference, using the AV Request Form. Please complete and submit the form no later than Friday 24 August 2018. Further equipment cannot be ordered at the Conference.  

Please be advised that Skype/Video Conferencing is not available at the conference. If you need to make arrangements for a speaker to participate at your session via video link please note your request on the AV Request Form form and we will contact you with further information.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

All session materials submitted by Friday 24 August 2018 will be uploaded to the online programme and the conference session, to be accessible for all delegates. Please note that no documents will be provided in hard copy. 

Committees wishing to make additional materials (case studies, questionnaires or other documents) available for their session, please send the electronic copy to Divisions@int-bar.org by Friday 24 August 2018 at the latest.

All sessions at the Annual Conference are audio and/or video recorded. Please urgently advise the IBA (divisions@int-bar.org) should you need this session to be under Chatham House Rules.

If you would like to amend your final session title and description please contact Divisions (divisions@int-bar.org) or +44 (0)20 7842 0090).

This can always be updated on the online programme, and we suggest to keep the description to approximately 120 words and a maximum of 12 lines.

ANY DETAILS YOU WOULD LIKE TO HAVE IN THE PRINTED FINAL PROGRAMME NEED TO BE RECEIVED BY DIVISIONS NO LATER THAN 13 JULY 2018.

Prior to the deadline, we will send you the topic description of your session as it currently appears in the online programme for your review, should you wish to make any changes.

The deadline for receipt of final Section/Committee programmes and speakers contact details at the IBA Office is Friday 13 July 2018.  

After the Conference, reports of Committee sessions may be published in individual Committee Newsletters. Committee Chairs should appoint rapporteurs for this purpose however please note that rapporteurs will not be given a free pass to attend the conference and therefore must already be registered for the full week in order to attend your sessions.

Please note that PowerPoint slides presented at the Conference will not be included in the Committee Newsletter as a Conference report.

We strongly suggest reaching out to the committee membership to ask for rapporteur volunteers. To do so, please contact divisions@int-bar.org

List of Participants

Please note that the Preliminary List of Participants, which will be published on the IBA Annual Conference website in August, will include only the names of speakers who have paid the registration fee for the Conference or whose fee has been waived, ie, it will not include the name of speakers who have not registered. 

The Final List of Participants will be available at the Conference and will include the names of all registered speakers and registered delegates.

When available, the List of Participants can be accessed through the IBA Rome Conference webpage via the following link /Conferences/Rome2018.aspx.  

Final Programme

If you would like to amend your final session title and description please contact Divisions (divisions@int-bar.org) or +44 (0)20 7842 0090).

This can always be updated on the online programme, and we suggest to keep the description to approximately 120 words and a maximum of 12 lines.

ANY DETAILS YOU WOULD LIKE TO HAVE IN THE PRINTED FINAL PROGRAMME NEED TO BE RECEIVED BY DIVISIONS NO LATER THAN 13 JULY 2018.

Prior to the deadline, we will send you the topic description of your session as it currently appears in the online programme for your review, should you wish to make any changes.

The deadline for receipt of final Section/Committee programmes and speakers contact details at the IBA Office is Friday 13 July 2018.  

The Final Programme will be available at the conference and will be in all delegate bags.

In order that all speakers receive the necessary guidance for their participation and registration, please include all their relevant contact details when completing the Session panellist information form. Any information missing on this will cause delays in processing the speakers.

Please be sure to submit all of your speaker information  as early as possible and by Friday 13 July 2018 at the latest. Please note that if we do not receive the details by this date, we cannot guarantee that it will be possible to include session and speakers’ details in the Final Programme.

At the Conference Centre

Please visit the IBA Registration Desk located in the La Nuvola to collect your programme, name badge and any social function tickets that you may have purchased. Please be advised that the conference centre has strict security checks in operation, therefore you are required to bring your registration confirmation e-mail with you in order to collect your documents and name badge. If you have any questions regarding your session at this time please ask to speak to a member of IBA Staff at the Speakers Desk.

The Registration desk is located in the La Nuvola.

Registration hours are:

  • Sunday:    1000 - 1800
  • Monday:    0730 - 1730
  • Tuesday – Thursday: 0830 - 1730
  • Friday:      0830 - 1430

All requests for session room set-up need to be submitted prior to the conference via the Session room set-up form, until 24 August 2018

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

If you have any question about your session room set-up and audio-visual, please go to the Speaker Desk at the La Nuvola. 

If you wish to arrange an adhoc meeting room with your speakers please visit the IBA members of staff at the Speakers Desk.

NB: We would like to advise that the availability of rooms is limited and early requests prior to the Annual Conference are recommended, using the Meeting Room Request Form.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 24 AUGUST 2018 CAN BE CONSIDERED

If you would like to leave a message for your speakers or fellow committee officers, please visit the Speakers Desk in the La Nuvola.

Please note that from 2018 onwards, session materials will no longer produced in hard copy, but made available online ahead of the conference. All materials to be uploaded to your session should be sent to divisions@int-bar.org by Friday 24 August 2018. Anything submitted after this date is not guaranteed. Please speak to the speaker help desk for any assistance onsite at the La Nuvola. 

If you wish to distribute hard-copy versions of the session materials, photocopying facilities are available at the conference business centre in the La Nuvola.  The IBA will NOT cover the cost of photocopying session materials.

Coffee and tea breaks will be held at 1045 - 1115 and 1545 - 1615 on the exhibition level at the La Nuvola.

The general format has sessions running 0930 - 1045, 1115 - 1230, 1430 - 1545 and 1615 - 1730.

Please note that the Rule of Law Symposium on Friday 13 October runs 1000 - 1200 and 1330 - 1600. 

Please check at the registration desk located in the La Nuvola, to see if any lost articles have been handed in. Alternatively ask at the venue reception desk.

Health and Safety at the conference

In the event of medical assistance being required during the conference hours please contact IBA staff at the registration desk location in the La Nuvola Rome.

The International Bar Association cannot be held responsible for any medical costs incurred by participants.

We would always advise delegates and accompanying persons to take basic security precautions in any major city for their safety. We strongly recommend that you take care of your personal possessions, do not display eye-catching jewellery, cameras or carry large quantities of cash while sightseeing or in busy tourist areas and only use licensed taxis. Please take care and report any incidents to IBA staff at the registration desk.