Conference Policy & Guidelines

Guidelines for Submission

Authors are invited to submit abstracts on original, unpublished research in the scientific tracks listed here. We encourage work that introduces new ideas and conceptualizations, research and understandings to the field, as well as analysis of both success and failure. Please read the following guidelines carefully before submitting your abstract:

  • Abstracts can only be submitted online via this link by the appropriate deadlines; submissions by fax, post or email will not be considered. Click here for list of deadlines.
  • All abstracts must be written in English.
  • The abstract text body is limited to 350 words.
  • It is the author’s responsibility to submit a correct abstract. Any errors in spelling, grammar or scientific fact in the abstract text will be reproduced as typed by the author.

Abstract Review and Selection Process

Abstract Selection 

  • The Scientific Committee makes the final selection of abstracts to be included in the conference programme.
  • The committee may select an abstract, originally submitted for oral sessions, to be presented as a poster, or vice versa.

Rule of One

  • Each submitting author may present only one abstract at the conference (applies to both oral and poster presentation). The number of submissions is, however, not limited. Should an author have more than one abstract accepted, a co-author must be named as presenting author for each of other accepted abstracts and each of the authors also need to get registered separately.

Notifications

  • After a review of the submitted abstract, status of the submission will be updated within the dashboard (available at this link) of the submitting author.
  • It is that individual’s responsibility to share the notification with the other authors on the abstract.

Presentation Guidelines

Oral Presentation

  • Oral presentations are given 15 minutes with 5 minutes for discussion.
  • The computers will run MS PowerPoint. Only MS PowerPoint (*.ppt or *.pptx) presentations with video formats will be accepted. The pre-installed font types available in MS Office should be used as standard font types.
  • Oral presenters must upload an electronic version of their presentation slide (.ppt or .pptx) via this link or bring on a flash drive to the registration desk at the time of conference check-in.

Poster Presentation

  • Posters should be 36 inches by 48 inches in size, preferably portrait in orientation.
  • Presenters should bring their own printed posters and supply the printed posters to the registration desk at the time of conference check-in.
  • Poster presenters must also supply an electronic version of their posters. The electronic copy (layered PDF file, with the highest image quality) can be uploaded via this link or provided on a flash drive to the registration desk at the time of conference check-in.
  • The presenter must remain by his or her poster board for the duration of the poster session.

Presentation Scheduling Policy

Tentative presentation time slots will be made available via the conference website, at least a day before the allotted presentation date. However, changes in presentation schedules can occur due to late withdrawals and unavoidable circumstances. Presenters should therefore check the final program for late changes.

Session Recording

Presentations in session rooms and poster sessions will be recorded. Some part (or the whole) of the recordings will be published on the conference website and/or on YouTube Channel.

Copyright Policy

  • Abstracts and/or  supplement files should not include libelous or defamatory content.
  • Material presented in abstracts and/or supplement files, should not violate any copyright laws. If figures/graphics/images have been taken from sources not copyrighted by the author, it is the author’s sole responsibility to secure the rights from the copyright holder in writing to reproduce those figures/graphics/images for both worldwide print and web publication. All reproduction costs charged by the copyright holder must be borne by the author.

Resubmission Policy

An abstract which has been previously published or presented at a national, regional or international meeting can only be submitted provided that there are new methods, new findings, updated information or other valid reasons for submitting that can be provided by the author.  If preliminary or partial data has been published or presented, the author is required to indicate the details of the publication or presentation as well as the reasons for submitting the abstract to the conference in the ‘Additional Note’ section. This information will be considered by the Expert Committee when making final decisions.

If the author neglects to indicate the details of when and where the preliminary or partial data has been published or presented, and the reasons for resubmitting (new methods, new findings, substantially updated information or other valid reasons), and if evidence of previous publication or presentation is found, the abstract may be rejected.

Plagiarism

The conference organizers regard plagiarism as serious professional misconduct. All abstracts are screened for plagiarism and when identified, the abstract and any other abstracts submitted by the same author are rejected. In addition, the submitting author’s profile may also be banned.

Publication of Accepted Abstracts

The abstract, if accepted, will appear in the conference proceedings book, as well as on the conference website. The proceedings book will be distributed to all the participants and attendees during the conference.

Terms and Conditions

Responsibility

All participants attending a conference are subject to the laws and customs applicable in Nepal and/or locally.

Cancellation of the conference 

In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the conference organizers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.

Letter of invitation

Attendees requiring an official Letter of Invitation from the conference organizers can request one by contacting the conference organizing committee. To receive a Letter of Invitation, participants must first register to the conference and pay in full (if applicable).

The Letter of Invitation does not financially obligate the conference organizers in any way, nor does it guarantee an entry visa to Nepal. All expenses incurred in relation to the conference are the sole responsibility of the attendee.

Visa requirements 

It is the sole responsibility of the attendee to take care of his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest Embassy or Consulates General of Nepal to determine the appropriate timing of their visa applications. The conference organizers will not directly contact embassies and consulates on behalf of attendees.

Data protection and sharing of contact details 

All personal data collected and stored are solely for the preparation and execution of the ICBB conferences, at present and in future. Any of these data will not be shared with any third parties, other than the conference organizing partners.