GUIDELINE ON SUBMITTING A PROPOSAL

Before submitting your proposal, please review the guidelines below to ensure you have all the necessary information.

Please take note of the following:

The submission deadline is 28 February 2025.

You may submit a MAXIMUM OF TWO PROPOSALS.

You can only TAKE PART IN ONE of the sessions you propose.

When planning your session, we encourage you to consider gender balance, ensuring representation from southern Africa, other African regions, or the Global South. Aim for diversity by including panellists from a variety of institutions and countries.

➜ To assist you in your planning, download a Word version of this guideline.

➜ Once you are ready, please submit your proposal online.

SUBMISSION FORM QUESTIONS

Below is a list of all the form fields you will need to complete. Those with an asterisk are mandatory fields.

PROPOSER AND SESSION PRODUCER SECTION

If you are both the Proposer and the Producer of your session, please complete fields 1–13.

Proposer: The individual who has prepared and submitted the proposal.

Producer: The person responsible for overseeing the session in Pretoria (note: this is distinct from the moderator role).

Proposer: First Name/s*
Proposer: Surname*
Proposer: Company / Organisation*
Proposer: Country*
Session Producer: First Name/s*
Session Producer: Surname*
Session Producer: Mobile / WhatsApp number (including country and area codes)*
Session Producer / Moderator: Email Address*
Session Producer: Science Journalist Association*
Session Producer: Profile Photo – upload a LinkedIn style photo (between 1MB and 10MB in file size)
Session Producer: Short Bio – maximum of 250 characters in length
Session Producer: Company / Organisation*
Session Producer: Country*

SPEAKERS AND MODERATOR

Identify each speaker (maximum 4) and the moderator of the session (if there is one). Please mark sections as “NA” if you have fewer speakers or no moderator.

Speaker 1
First Name/s*
Surname*
Expertise*
Company / Organisation*
Country*
Email Address*
Short Bio – maximum of 250 characters in length
Profile Photo – upload a headshot photo (between 1MB and 10MB in file size)

Speaker 2
First Name/s*
Surname*
Expertise*
Company / Organisation*
Country*
Email Address*
Short Bio – maximum of 250 characters in length
Profile Photo – upload a headshot photo (between 1MB and 10MB in file size)

Speaker 3
First Name/s*
Surname*
Expertise*
Company / Organisation*
Country*
Email Address*
Short Bio – maximum of 250 characters in length
Profile Photo – upload a headshot photo (between 1MB and 10MB in file size)

Speaker 4
First Name/s*
Surname*
Expertise*
Company / Organisation*
Country*
Email Address*
Short Bio – maximum of 250 characters in length
Profile Photo – upload a headshot photo (between 1MB and 10MB in file size)

Moderator
First Name/s*
Surname*
Expertise*
Company / Organisation*
Country*
Email Address*
Short Bio – maximum of 250 characters in length
Profile Photo – upload a headshot photo (between 1MB and 10MB in file size)

SESSION DETAILS

Theme – options available for selection:
State of the Profession: Science Journalism and Journalism
Social Justice: The Role of Science Journalism
Misinformation, Disinformation and Fake News
The Art of Communication
Beyond The “West”
Health Journalism

Session Title

Short Session Abstract – maximum of 150 characters in length

Long Session Abstract – maximum of 500 characters in length
It should include: context; problem / situation and solution / results; motivation for this topic; why topic and format is relevant to communicators and science journalists. Names of speakers and moderators should not be included here.

Session Blurb – maximum of 150 characters in length.
The blurb should be concise and captivating, offering key details about the session while sparking interest and attention.

3 to 5 Session Keywords

Session Format – options available for selection:
Speaker Presentation (Parallel)
Roundtable Discussion / Debate
House of Commons Debate
Workshop
Game / Interactive Session
Pitching / Speed Date
Other – you will be asked to specify

Session Structure and Approximate Use of Time
Example:
5 mins: Introduction
10 mins: Speaker 1
10 mins: Speaker 2
10 mins: Speaker 3
15 mins: Audience Questions / Close

Session Logistics – options available for selection:
Table, Lectern, Chairs for Speakers (Indicate Number in “Other”)
Lectern / Podium with Microphone
Speaker Microphones (Lapel)
Speaker Microphones (Roving)
Special Room Set-up: House of Commons or “Game”-style Sessions
Translation Services (Spanish-English)
Zoom/Video Link for Remote Speakers
Projector and Screen
Other – you will be asked to specify

SUPPORT FOR SPEAKERS

If selected, how will you support your speakers?
Self-funding
Conference support
Institutional support
Other – you will be asked to specify

Do you require visas for South Africa?
Yes
No
Other – you will be asked to specify

Of what countries are your speakers citizen?
You will need to list them

Do you or your speakers have previous professional or personal relationships that should be disclosed as conflicts of interest?