Frequently Asked Questions (FAQs)
- ipres20254
- Mar 6
- 6 min read
Updated: Apr 8
Have questions about iPRES 2025 in Wellington? Take a look below. If you have a question that's not answered here, let us know at info@ipres2025.nz! (updated 8 April 2025)
Registration
Q. I am currently seeking approval to attend iPRES. Do you know when tickets will be available and what the cost will be? A. Early bird tickets will go on sale 3 June 2025. We haven't finalised the registration costs yet, but are aiming to keep them as low as possible, and likely similar to iPRES 2024.
Q. If my submission is accepted for iPRES 2025, will I need to register for the conference? A. Presenting authors at iPRES 2025 - including remote participants - must register for the conference to confirm their space on the programme.
Submission Process
Q: I've never presented at an iPRES conference before. What kind of submission type should I choose?
A. We encourage any and all types of submissions! Posters, Short Papers and Full Papers all use same submission template - short papers are up to 4 pages in length, and full papers are up to 8 pages. They should include original research, case studies, or technical contributions to digital preservation.
Posters require an abstract of up to 2 pages summarising the content of your poster. Further instructions for creating the poster will be provided upon acceptance. Read more poster submission tips and resources from the Posters & Lightning Talks Co-Chairs.
Workshops, Tutorials, and Panels have their own submission template, which includes a detailed proposal up to 2 pages covering session goals, target audience, format, presenters, and any special requirements.
Workshops focus on interactive, hands-on engagement with tools or best practices. Tutorials are more structured educational sessions aimed at teaching skills relevant to digital preservation. Panels may feature interactive discussions about significant issues or trends in digital preservation.
However, there will be a further Call in June 2025 for Ad-hoc Contributions. These are less formal sessions, like lightning talks, birds of a feather group discussions/communities of practice, demos, games, and more! The deadline for these types of submissions is 31 July 2025.
Q. Can you provide some more information on the expected speaking time for a lightning talk vs a short paper? What is the main difference between these submission types? A. Short Papers are part of the first Call for Contributions due 14 April 2025, and are peer-reviewed ahead of acceptance to the conference. The completed paper is due at the time of submission, up to four pages in length.
Lightning Talks are part of the ad-hoc (non-peer reviewed) programme, and are assessed by the Posters and Lightning Talks co-chairs for acceptance to the conference programme. Submissions for Lightning Talks and opens in mid-June, with ad hoc proposals due 31 July 2025, end of day, anywhere on earth. We haven't determined the exact speaking times for lightning talks and short papers yet, as it will depend on the number of submission types that we need to fit into the programme.
Generally though, a lightning talk is up to 5 minutes (without any Q&A) and a short paper presentation would be at least 10 minutes with additional time for Q&A. A short paper is a better fit when you have a more-developed project to share about and want the opportunity for Q&A or discussion with conference attendees. A lightning talk may be a better fit if you just want to spark interest in a new idea / project, etc.
Q. We have a number of graphs and tables we wish to include in our paper submission. Would these count towards the page limit for papers, or could they be added as an appendix? A. For both Full and Short Papers, you'll need to follow the template, which doesn't include an appendix. Figures and tables do count towards the total number of pages. There's a section of instructions in the paper template called 'Helpful hints for figures and tables', which provides guidance on how to include this content. You may also want to take a look at previous iPRES papers to see how they have shown tables and graphs to ensure that complex information is presented in a readable way.
Q. Do references, figures, and acknowledgements count towards the total page limit for Papers? Or can my Full Paper be up to 8 pages, plus references? A. All of the content (references, figures, author bios, acknowledgements etc.) are included in the page count for iPRES papers.
Q. Do I submit an abstract for the April deadline, or is the completed paper itself the submission?
A. For iPRES conferences, the completed full or short paper needs to be supplied by the April submission deadline, rather than just an abstract.
Q. Can I send in my iPRES submission via email?
A. All submissions must use the iPRES 2025 online submission portal. To use the portal, you'll need to create an account.
Click the purple button to 'Create New Account', then enter your email and a password, then click 'Create New Account'. (If you have an EventsAir account from a previous event, you’ll still need to create a new account for this conference.)
The templates for submissions are available here:
Conference Themes / Suitability of Submission Topics
Q. I’m looking at the Call for Contributions and want to know if my topic idea would be in scope for iPRES.
A. We encourage prospective authors to consult the iPRES Controlled Vocabulary spreadsheet to see if their topic maps to one of the existing keywords, or identifies a topic gap. Read more about the Controlled Vocabulary and its intended use here.
Review Process for Submissions
Q. How does the review process work for peer-reviewed submissions? Do we need to seek an independent peer-review ahead of submission? Or does the peer-review happen following the submission? A. The iPRES Programme Committee Chairs will arrange for reviewers for all submissions following the close of the first Call for Contributions on 14 April. You do not need to organise your own independent peer-review ahead of the submission deadline.
Peer-review of submissions is scheduled for 28 April - 23 May 2025, and will be followed by a further review of the reviews (meta review) by the Programme Committee Chairs.
Authors will be notified of acceptance from 3 June 2025. The conference organisation timeline is available on the Important Dates page.
Q. What is the expected timeline/commitment for reviewing submissions?
A. Detailed instructions and submission assignments will be provided to reviewers by 24 April 2025. We expect to assign approximately three submissions per reviewer; however, this number may vary depending on the total number of submissions. Reviews must be submitted by 23 May 2025, End of Day, Anywhere on Earth.
Q. Is it still possible to sign up to be a reviewer for iPRES 2025? A. Yes! Please fill out the iPRES 2025 Reviewer Form so that we can assign you to submissions that best match your expertise and preferences.
Hybrid and Remote Participation
Q. Can I put in a paper, poster, or other submission to iPRES 2025 even if I might not be able to attend in-person in Wellington?
A. Yes! While we strongly encourage on-site participation for those presenting on the programme to maximise engagement between presenters and attendees, remote presentation opportunities will be available as well. Upon acceptance, the Programme Committee will contact authors to confirm whether the submission will be presented in-person or remotely and schedule accordingly.
Accepted authors - including remote participants - must register for the conference to confirm their space on the programme. Conference registration will open in June 2025.
Q. I want to put in a poster but not sure how that will work if both authors are remote. Also, I really don't want to be up presenting at 2am.
A. For remote posters, presenters will be asked to pre-record a short video (similar to a lightning talk) to discuss their poster. We will provide further details upon acceptance.
We don't yet know the exact logistics and structure of our remote and hybrid offerings, as these will be dependent on the quantities and types of submissions that are accepted. But we will be factoring time zones of remote presenters into our planning to avoid the dreaded 2am timeslot!
Q. Do workshop/tutorial presenters need to be in person? Can you submit an all-remote workshop, or a hybrid session with some presenters in-person and others online?
A. The main requirement for tutorials is to be interactive, with facilitators actively supporting participants in their learning. While these aspects are often more effective in-person, we recognize the value of holding remote workshops/tutorials, or including remote presenters who bring unique expertise but may not be able to attend in person.
The Programme Committee will confirm details and available options for remote/hybrid sessions following their acceptance.
Updates and Revisions to Papers
Q. Can I still submit a full paper with preliminary data, if the results of the case study are not yet completed by the April submission deadline, but will be completed ahead of the actual conference? Will there be an opportunity to provide updated results later?
A. Yes, submissions relating to works in progress, or which use sample data if the full dataset will not be available at the time of the submission deadline, will be considered by the Programme Committee and peer-reviewers on a case-by-case basis. If the paper is accepted, a final version with updated data and results would be due by 1 September 2025.