Important dates
- End of the call for presentations: 23:59 CET on Friday 5 December
- Assignment of number of sessions – Monday 8 December
- Time to make your decisions on proposals: 8 December – 19 December 2025
Duty of care
Convening a panel is a great opportunity, but also a serious responsibility to presenting colleagues. We have tried to itemise below the various aspects of convenors’ work we’d like you to keep in mind over the conference process.
Please read the entire email and contact us if anything remains unclear or if you require additional information.
We would like you to:
- Ensure you’ve read the call for presentations page in detail
- Be prompt in marking up your papers within the decision window of 8 – 19 December 2025
- Communicate closely with your presenters:
– answering their questions
– discussing scheduling & figuring out the best sequence of presentations
– advising newcomers on the length of presentations
– keeping your eye on your participant’s registrations & reminding them to register
– marking and informing us of withdrawals
*Please do not make your decisions until 8 – 19 December, after the call has closed and you have been informed of the number of panel sessions you have.
Please ensure that yourselves and your panel’s presenters are aware that:
- The conference will take place in person between the two host institutions.
Universitat de Barcelona – Monday 29th June, Wednesday, Thursday & Friday 1 July – 3rd July
Universitat Autònoma de Barcelona – Tuesday 30 June - The organisers will not be facilitating any hybrid or online participation, anyone wishing to do so will need to organise this themselves and the venue will not be equipped with cameras and microphones.
Making your decisions
You can view proposals and make your decisions on the panel editing page.
This can be accessed by going to the conferences tab of your account and clicking the edit icon to the left of the panel reference, under “Edit”.
To read all proposals received easily, on the Panel Edit page, click the ‘Download Paper Review Sheet‘ button at the top of the page, to download a PDF of all the proposals.
The call for presentations was open, so you may have received proposals from people you do not know: please treat all proposals as equally as you can, and do not only accept the proposals you have solicited directly.
At the bottom of the page you will see five coloured boxes with options for the papers:
All the proposals will start in the grey ‘Pending‘ box. You can drag and drop papers to the different boxes depending on your decision, then click on the [Save] button to confirm the decision. You can also click the Accepted is self-explanatory, this section is used to indicate a proposal that is to be accepted.
Withdrawn is for when authors inform you or us that they are no longer able to proceed with that proposal or attend the conference. They do not always email us with this news so if you receive such information later in the process, please remember to move their papers to ‘Withdrawn’ and let us know by email: pollen(at)nomadit.co.uk
Rejected is for proposals that are of poor quality or that are not necessarily relevant to political ecology at large. These less than relevant proposals should be rejected as they are unlikely to find a new home in the transfer process.
Transfer – Your panel may either be oversubscribed or have received great proposals that you feel would fit better within a different panel’s theme.
It is a good idea to browse the panel list yourself, even if you are not planning to attend many other panels as it can help identify other more suitable panels for proposals you have received.
Proposals set to “transfer” will then have the opportunity to propose to 1 more panel, so please only set proposals to transfer if you feel they are good and relevant to other panels in the conference.
Do not set proposals to transfer because you feel bad about rejecting them, if they are of poor quality they are unlikely to be accepted elsewhere and would thus be rejected twice.
Convenors of panels that are eligible will be asked by the organisers if they wish to be part of the transfer process and assess potential transfers.
If you are not contacted regarding transfers, but feel you have space and would like to assess additional transfer proposals for your panel, please email us by 20 December.
How to confirm your decisions in the system: click for details
Please confirm all your decisions by 19 December 2025, do not leave any as ‘pending’.
After moving all papers, click on the [Save] button beneath the list.
All accepted papers will immediately show on your public panel page on the conference website, beneath the panel abstract.
Emailing authors – VERY IMPORTANT!
When you save your decisions on a proposal, the decision will show in the author’s account. However the system does not send an email to the author alerting them of the status change, so please send them an email informing them of your decision.
To make this easier, once you’ve implemented all your decisions, click the ‘Send an email’ button at the top of the panel edit page and choose which subset(s) of authors you wish to write to, and which method you wish to use to generate an email.
Contacting panel participants: click for details
How many proposals can you accept?
Panels – Typically 4-6 presentations per sessions, though there will be some variation across the conference’s varied panel structures.
Each panel will be allocated one or two sessions on the 8 December, depending upon the number of presentations they have accepted and the specific presentations length that the convenors are planning.
Please use the format/structure section on your panel editing page, to specify the length of presentations if this deviates significant from our expected presentation length (10-12 minutes) so that potential presenters are aware.
A panel should contain 4 accepted presentations to be initially considered “Viable”. Those who do not have this number will be given the option to access additional presentations transferred from oversubscribed panels.
Roundtables will typically have one session; you may accept more participants than would fit into a traditional panel if you wish, as long as you consider the timing and are certain that you can deliver a good balance between the participants within the session.
You will initially be assigned one or two sessions on the 8 December based on the number of submissions to your panel, but please contact us as soon as possible if you only have 1 session and feel you have an abundance of great proposals that you would like to include, or if you feel that your panel only needs a single session and you have been assigned two.
It might be possible to then re-allocate any unwanted sessions to panels that could use them, as space in the programme for double sessions is limited.
The number of sessions each panel is allocated will be finalised in January 2026 after the transfer process has been completed.
Please email any queries to: pollen(at)nomadit.co.uk
Transfers
The transfer process will allow presenters, whose proposals were set to transfer, to apply to one of the transfer destination panels.
After 8th December, when the window for marking your decisions in the system begins, convenors of panels will be contacted to see if they wish to take part in the transfer process and potentially receive additional proposals. If you have not heard from us about transfers, but feel your panel could accommodate additional proposals then please email us:
pollen(at)nomadit.co.uk
After the window for marking your decisions in the system closes (19th December) those presenters whose proposals were set to “transfer” will be contacted with instructions on how they can take part in the transfer process if they wish to.
From the presenter’s side this can be done through their account quickly and easily.
Convenors will then have a short window to make decisions on which, if any, of the transfer proposals they will accept into their panel.
The organisers may suggest some proposals they feel may be of interest to specific panels, though it will still be up to the panel convenors to make decisions on which proposals to include in their panel.
Decision window 8 – 19 December
Please meet the deadline for decisions on 19 December 2025, as any delays here will affect the presenters & convenors of all the other panels as well.
Any delays here will affect the transfer process and may therefore delay all presenters officially receiving their acceptance letters.
I hope you are ready for a frenetic period of decision making in December and please do email us in case you have any questions: pollen(at)nomadit.co.uk