International Conference on Evolving Cities & Towns

ICEC2025 | 16 – 18 July 2025 in Southampton UK

SUBMISSION GUIDELINES

The abstract submission portal is open until 31 Janaury 2025.

ABSTRACT

First, a short abstract (max. 350 words) must be submitted by the author through the paper submission web page, where the author selects either oral or poster presentation. A selection Committee will examine all the abstracts submitted during this first period to ensure suitability with respect to the ICEC criteria. Papers falling outside the scope of ICEC (as defined by the themes), papers consisting of commercial advertisement without any scientific or technical added value, or without novelty (except review papers), will be rejected. The Committee aim to confirm abstract acceptance within 2 weeks of the abstract submission deadline.

If you have any questions about the abstract, paper or presentation process, please contact the ICEC 2025 Organising Committee.

PAPER

Authors of accepted abstracts will then have the option to submit a full paper to be included in the conference proceedings through the conference portal by the deadline on the key dates page.

(i) Download the ICEC paper template (Microsoft Word template) which contains detailed guidance

(ii) Prepare your manuscript and export it to Adobe PDF, ensuring that the total length is no more than 8 pages, and the page size is A4 (not letter).

(iii) Log in the portal and follow the steps to submit your manuscript.

All papers will be peer reviewed by at least two reviewers who are experts in the field and have been nominated by the ICEC Technical Committee. During the review period, authors may be asked by the reviewer to amend, correct or revise their paper.

ORAL/POSTER PRESENTATION

Please find the following information that you will need to prepare your presentations or posters.

TEMPLATES

Paper template – Microsoft Word

ICEC paper template.docx

Presentation template – Microsoft Powerpoint

ICEC presentation template.pptx

Poster template – Microsoft Powerpoint

ICEC poster template.pptx

Presentation

Due to the limited number of slots for oral presentation during ICEC 2025, some papers may have to be presented as a poster in order to balance the session volume, depending on the final number of papers per theme. Nevertheless, all the accepted abstracts and papers (optional) will be published in the ICEC Conference proceedings, regardless of their presentation type.

Presentation format guidelines

Your 10 minute presentation will be presented according to the schedule and will be recorded to be made available to registered attendees for a limited time period after the conference.

Prepare your slides using the presentation template saving the files as a PDF or Powerpoint. If you are creating slides in Google Keynote or another application please convert them to MS powerpoint of PEDF and test thoroughly before submission.

Good practice tips:
– Embed fonts in the file when you save the presentation, if you use unusual fonts. It is advised to check your presentation on a different PC than the one you created it.
– Please make sure that your presentation does not exceed 10 minutes (20 minutes for Keynote Speakers)
– Avoid using too much text on sides and do not read the text or a script. Hold your audience by maintaining eye contact and with a lively delivery.
– Speak loudly and clearly at an appropriate pace.
– Enjoy the experience and take the opportunity to show your work and network with the ICEC community.

Lastly, we kindly ask that all presenters submit their slides in advance of the conference.

Posters

Posters must have a “portrait” orientation and be at A0 Format: 841 x 1189mm. Please prepare according to the ICEC poster template and choose appropriate font type and size in order for the poster to be readable from a few metres distance. Do not forget to include the title, authors, their affiliations and contact information.

Author attendance

ICEC presenter policy: abstracts accepted for oral or poster presentation will only be included in the published Proceedings under the condition that at least one author attend the conference to present it.

Each registered delegate will be allowed to present only one submission during ICEC.

Copyright transfer

All the accepted and presented abstracts and papers (optional) will be included in the published ICEC Conference Proceedings. When submitting an abstract, all authors will be required to agree to a copyright notice.

Official language

Official language: English

All communication, presentations, papers and posters will be in English. No translation will be provided by ICEC organisers.

ICEC refund policy

If the registrant is unable to attend and is not in a position to transfer their participation to another person or event, then the following refund arrangements apply.

Keeping in view of advance payments towards venue, printing, and other overheads we have had to keep the refund policy within the following parameters (see below), where all bank charges will be for the registrants’ account.

Greater than 60 days prior to the conference: Eligible for a full refund (after an administrative charge, which is 25% of the paid registration fee.)
Between 60-30 days prior to the Conference: Eligible for 20% of payment refund
Within 30 days of Conference: Not eligible for refund
In the case of a VISA refusal, we will endeavour to fully refund the registration fee with no administrative charges, however this is under review.

NOTE: We aim to process all refunds within six weeks after the completion of the Conference

Relevant information

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