Rome Speaker FAQ

Speaker registration

Once you are confirmed as a speaker, you will receive an email from the IBA containing details on how to register. If you are not sure whether you are a confirmed speaker, please contact your Session Chair.

Audio-visual requirements

Please inform your Session Chair of any audio-visual requirements you may have.

Session room set-up

Please inform your Session Chair of any session room set-up requirements you may have.

Meeting room requests

All meeting room bookings must be requested via your Session Chair before the deadline of Friday 24 August 2018.

Important dates

AS SOON AS POSSIBLE

Upon receiving the speaker confirmation email from the IBA, follow the link in the email to complete the online speaker registration process.

FRIDAY 24 AUGUST 2018

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

PRIOR TO FRIDAY 24 AUGUST 2018

Audio-visual requirements must be sent to your Session Chair.


Session room set-up requests must be sent to your Session Chair.


Meeting Room requests must be sent to your Session Chair.

Frequently asked questions

General information

The 2018 IBA Annual Conference in Rome will take place on 7 - 12 October 2018 at the Roma Convention Center La Nuvola. All information regarding teh conference can be found at /Conferences/Rome2018.aspx

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.

Once you are confirmed as a speaker, you will receive an email from the IBA containing details on how to register. If you are not sure whether you are a confirmed speaker, please contact your Session Chair.

On receipt of payment and completion of the online registration process, your name will appear on the searchable list of delegates on the website, the online programme and the Final List of Participants.

All delegates are responsible for checking visa entry requirements for Italy. Applications can take up to several months to process and some delegates will have to apply for their visa in person at their local embassy. Please contact your local embassy for entry formalities and apply for any required visa well in advance.

We strongly advise that you check with your embassy a month prior to travelling to ensure that entry requirements have not changed. We are unable to send visa supporting application letters to delegates prior to registration and full payment of fees. For bank transfer payments a copy of your bank transfer details is required in order to locate your payment. Upon receipt of the transfer documents the IBA will allocate the payment within five working days, and once this is successfully completed registration confirmation will automatically be sent by email.

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. The accommodation form used for hotel bookings can be downloaded from the Rome Conference website here.

For more information about accommodation in Rome, please see the Accommodation information here.

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

Further information about the IBA Annual Conference in Romeand the programme can be found at /Conferences/Rome2018.aspx

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.

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.

All the information submitted to us will be processed according to the IBA Privacy Policy (/web_privacy_policy.aspx). 

At the conference centre

Upon your arrival and before going to sessions/meetings, please collect your badge and other conference materials from the IBA Speaker Desk which is located next to the IBA Registration Desk at the Roma Convention Center La Nuvola.

All conference delegates are required to wear their badge at all times while at the conference venue.

Speakers with a day pass can only collect their badge from the IBA Speaker Desk on the day they are speaking on.

Please note: Speakers attending the day of their session only and who will therefore not be asked to pay the registration fee will NOT be able to attend the Welcome Party on the Sunday evening or attend any working sessions other than those taking place on the day they are speaking.

The IBA Speaker Desk is located next to the IBA Registration Desk in the Roma Convention Center La Nuvola.

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.

If you need to edit the PowerPoint presentation that you have uploaded via the Speaker Management System, please go to the Speaker Preparatory Room, details of which will be provided to all speakers prior to the conference. You will also be able to upload your presentation to the Speakers Management System in the Speaker Preparatory Room.

Please note all speakers should review their presentation in the Speaker Preparatory Meeting Room no later than 24 hours prior to their session. This is to ensure the quality of your presentation(s) including font, bullets, animations, movies etc.

Coffee and tea breaks will be held at 1015 - 1045 and 1545 - 1615 in the exhibition area of the Roma Convention Center La Nuvola.

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

Working sessions

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

 

Your Session Chair will contact you regarding the format of the session and the expected length and content of your presentation. Any queries regarding the academic content of your session, presentation or any case studies should be directed to your Session Chair.

Your Session Chair will contact you regarding the format of the session and the expected length and content of your presentation. Any queries regarding the academic content of your session or any case studies should be directed to your Session Chair.

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 Rule.

If you would prefer not to have your presentation recorded please liaise with your Session Chair in advance of the Conference and contact divisions@int-bar.org.

The media is encouraged to attend public sessions and report on the proceedings to further the reach of the work of the IBA. Your engagement as a speaker at this conference provides acknowledgement of media attendance and agreement for journalists to report on or quote from the session.

Please inform us immediately if you would like the session you are speaking at to be held under Chatham House Rule. 

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 and must be requested via your Session Chair before the deadline of Friday 24 August 2018.

Please be advised that Skype/Video Conferencing is not available at the conference. If you, as a speaker, require to participate in your session via via video link, please inform your Session Chair at your earliest convenience, before Friday 24 August.

PLEASE NOTE THAT, WITHOUT EXCEPTION, ONLY THOSE REQUESTS MADE BEFORE THE DEADLINE OF FRIDAY 11 AUGUST 2017 CAN BE CONSIDERED.

Yes, 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.

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.

You will receive an email containing all the details on how to upload your presentation.Speakers will be able to submit their PowerPoint presentation before and during the conference via the Internet. Guidelines for speaker presentations will be circulated closer to the time of the Conference. Speakers will receive notification via email as to when the Presentation Management Website will become live.

Note: Please note by uploading your presentation to the IBA Presentation Management Website you will have agreed to allow the IBA to use your presentation on the IBA Website and in IBA publications.

Health and Safety at the Conference

In the event of medical assistance being required during the conference hours please contact IBA staff at the IBA Registration Desk location in the Roma Convention Center La Nuvola.

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.

Other information

Further information about the IBA and its activities can be found on the IBA website.

Further information about the IBA and how to join the IBA can be found on the IBA website.