Panellist FAQs

With the exception of speakers where it has been agreed that their 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 2025 IBA Annual Conference in Toronto can be found here.

Once we have received the panellist information for the sessions, we will add the panellists to the database, and as a result panellists will receive an email with information to register, if they have not already done so.

All delegates are responsible for checking visa entry requirements for Toronto; please click here for further information on visa requirements.

Once you have registered for the Conference and if required, you can find a visa application support letter when logging in to your ‘My IBA’ account. This can ONLY be done once you have registered for the Conference and received confirmation. We are unable to send visa supporting application letters to delegates prior to registration and full payment of fees.

Once you are 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, which can be found here.

All the information submitted to us will be processed according to the IBA Privacy Policy.

All panellists (Session chairs/moderators/speakers) agree to their details (full name, organisation and location) being published on the online programme, as well as any documents produced in connection to the conference.

Emily Griffin-Saunders - SPPI/BIC Administrator (emily.griffin-saunders@int-bar.org)

Jimmy Marriner - LPD Administrator (jimmy.marriner@int-bar.org)

Divisions Department - General Enquiries (divisions@int-bar.org)

If you are organising a session and would like to amend your final session title and description please contact Divisions at (divisions@int-bar.org) or +44 (0)20 7842 0090). You can review the details of your session(s) on the online programme, and we suggest keeping the description to approximately 120 words and a maximum of 12 lines.

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

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

To find out information regarding the sessions at the Annual Conference, please see the online programme.

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, using Slido, 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 for alternative room set-up or the Audio-visual requests for the use of Slido, no later than Friday 12 September 2025

Please note that, without exception, only those requests made before the deadline of Friday 12 September 2025 can be considered.

Should you wish to hold a speakers ’ preparatory or Committee Officers ’ meeting, please complete the Meeting Room Request Form by Friday 26 September 2025.

Please note that, without exception, only those requests made before the deadline of Friday 26 September 2025 can be considered.

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.

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

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 divisions@int-bar.org immediately if you would like the session you are speaking at to be held under Chatham House Rule.

Yes, all panellists will have their first name, surname, company, and location published on the online programme and any printed materials relating to the conference. As part of agreeing to be a speaker at an IBA Annual Conference session, panellists agree to these details being published.

As well as this panellists are agreeing to their slides and audio/video recordings being shared with delegates after the conference if requested.

For any questions, please contact divisions@int-bar.org

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 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

When selecting speakers, session organisers are asked to be mindful of the following:

• 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;
• 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;
• 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;

All session panellists must 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.

In order that all speakers receive the necessary guidance for their participation and registration, please include all their relevant contact details when submitting the session panellist information, which is done by logging into your My IBA Account. This should be done as early as possible and by Friday 11th July 2025 at the latest.

Please be informed that the IBA is discontinuing the use of tent cards and will no longer supply them for annual conference sessions. Instead, Moderators/Session Chairs are required to introduce themselves and each speaker to the audience prior to each presentation.

Should you desire a holding slide to be shown at the start of the session, including the name, firm, and photo of all panellists, Session Chairs and Moderators are responsible for creating and submitting the slide via the Speaker Presentation Management system. Instructions on how to do so, together with a template of the holding slide, will be shared closer to the conference date.

We would also kindly request that you continue to assist us by notifying us as soon as possible of any late changes / additions to the speakers who will be participating in your session, so that we can update all relevant information, such as the online programme.

To assist with the PR and marketing of your sessions and the conference, please advise divisions@int-bar.org any speakers on your panels who have a high profile in the media.

Please note the IBA will not be issuing invitations to 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.

With the exception of speakers where it has been agreed that their registration fee has been waived, all conference speakers are requested to pay the registration fee relevant to their category. The speaker registration fee for the 2025 IBA Annual Conference in Toronto can be found here.  

There are funds available to reimburse speakers their travel expenses. All Committees have one funding slot from the Annual Conference budget and then can make use of their committee budget for further funding. Please always contact susan.burkert@int-bar.org for questions relating to funding of speakers at the Annual Conference. No travel funding should be confirmed to a speaker unless confirmation has been given by the IBA.

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 Divisions Manager (susan.burkert@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.

Generally, what can be provided for is part, or all, of the following depending on the request of the Committee.  All requests need to be coordinated and approved by the Chair of the Committee before being submitted to the Divisions Manager (susan.burkert@int-bar.org).

• an economy roundtrip airfare (once we know which city the speaker is travelling from the IBA will provide the maximum fare that can be offered - please do not agree any amounts or open ended fares with speakers until you have heard from the IBA);
• an economy roundtrip airfare once we know which city the speaker is travelling from the IBA will provide the maximum fare that can be offered - please do not agree any amounts or open ended fares with speakers until you have heard from the IBA);
• ground transportation connected to the trip, up to the pre-set amount (to be advised by the IBA);
• up to three nights' accommodation of up to £300 per night; and
• a waived registration fee.

Other than in exceptional circumstances, no reimbursement will be offered to lawyers in private practice or committee officers. 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 us (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 (i.e. receipts) is received. All requests for reimbursement must be received by no later than Friday 28 November 2025.

For funding requests outside the IBA policy, LPD Sections and Committees are eligible to apply for the LPD Conference Quality Fund. Download the LPD Conference Quality Fund application form here.

For funding requests outside of the IBA policy, PPID and SPPI Sections and Committees are eligible to apply to the PPID Conference Quality Fund. Download the PPID Conference Quality Fund application form here.

Reimbursement by the IBA will take place after the Conference, and only for those speakers where this has been pre-approved. 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 28 November 2025 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 Toronto, as well as the booking information can be found here.

If reimbursement for a speaker 's accommodation expenses has been agreed by the IBA Divisions Manager, 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.

The IBA has provided information and 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.

One session organiser needs to submit all of the information for their panel, this should be done as early as possible and by Friday 11 July 2025 at the latest. Instructions on how to submit panellist information will be sent to Committee Officers in June 2025.

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

Slido will be available to use during sessions. Please complete the AV Request Form to indicate your wish to use Slido during your session.

Further information will be sent to all Session Chairs, moderators, and speakers closer to the conference with instructions how to upload submit your slido requests.

Please visit the IBA Registration Desk located in the Metro Toronto Convention Centre to collect your name badge and any social function tickets that you may have purchased. Due to security issues please note you will not be able to collect name badges and/or social ticket functions tickets for others.

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 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 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 12 September 2025.

Please note that, without exception, only those requests made before the deadline of Friday 12 September 2025 can be considered.

Please be advised that Skype/Video Conferencing is not available at the conference.

Please be advised that all session rooms will be equipped for PowerPoint presentations that need to be uploaded via the Speaker Management System at least 24 hours prior to the session. Further information will be sent to all Session Chairs, moderators, and speakers closer to the conference with instructions how to upload PowerPoint presentations.

Top tables will be set for five speakers plus a Session Chair.

Please be advised that Skype/Video Conferencing is not available at the conference.

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.

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 12 September 2025 at the latest.

Please note that, without exception, only those requests made before the deadline of Friday 12 September 2025 can be considered.

All session materials submitted by Friday 26 September 2025 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.

All requests for session room set-up need to be submitted prior to the conference via the Session Room Set-up Form, and for audio-visual requirements until Friday 12 September 2025.

Please note that, without exception, only those requests made before the deadline of Friday 12 September 2025 can be considered.

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

If you wish to arrange an ad hoc 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.

Session materials will no longer be 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 26 September 2025. Anything submitted after this date is not guaranteed. Please speak to the speaker help desk for any assistance onsite at the Metro Toronto Convention Centre.

Coffee and tea breaks will be held in the Metro Toronto Convention Centre at 1045 – 1115 and 1545 – 1615.

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

Please note that Presidential Keynotes run 0930 – 1045 on Monday, and the Rule of Law Symposium takes place on Friday and runs 0900 – 1600.

Download the IBA harassment policy

For all questions relating to the general conference and conference attendance, please refer to the Toronto Annual Conference website.