What is the process for participating as an author?

The process for participating as an author at the HEAd conference involves the following steps:

• Paper Submission: Submit your paper before the submission deadline. Ensure that your paper follows the formatting and submission guidelines.
• Peer Review: Your submission will undergo a peer-review process conducted by the conference’s scientific committee. This ensures the quality and relevance of the content.
• Decision Notification: You will receive a notification regarding the acceptance of your paper, along with the assigned presentation format (full paper, short paper, or poster).
• Camera-Ready Submission: If your paper is accepted, you must submit the final camera-ready version by the specified deadline, incorporating any feedback from reviewers.
• Registration: At least one author must register for the conference by the camera-ready submission deadline to confirm participation.
• Presentation: Attend the conference to present your work. Depending on the format assigned, you will either give an oral presentation or present a poster.
• Publication: After the conference, your paper will be published in the conference proceedings, which will be submitted for indexing in major databases like Scopus and Web of Science.

What are the requirements for paper submissions?

Paper submissions must meet the following requirements:

• Language: Submissions must be in English.
• Length: Papers must be between 4 to 8 pages, including the title page, abstract, keywords, main text, references, figures, and tables.
• Format: The paper must follow the formatting guidelines provided in the conference template, which is available at https://headconf.org/template.docx.
• Originality: The paper must be original and not under review elsewhere.
• Submission Process: Submissions are managed through the OCS platform. Authors must create an account, upload the manuscript in PDF format, and ensure it adheres to the double-blind review process by not including author names or affiliations.

May I submit an abstract and, in case it is accepted, submit the full paper?

No, the HEAd conference does not allow the submission of an abstract alone. Authors must submit the full paper by the submission deadline. Only 4 to 8-page papers are reviewed, and the decision on acceptance will be based on the complete manuscript.

Should the submission include the author names and affiliations?

For the initial peer review process, please do not include author names and affiliations in your submission to ensure a blind review. However, when submitting the camera-ready version of your paper after acceptance, you must include all author names and affiliations.

Does the 8-page limit include the title page, abstract, and references?

Yes, the 8-page limit for submissions includes the title page, abstract, and references. Please ensure that your entire document, including these elements, does not exceed eight pages to comply with submission guidelines.

I receive an error when including my ORCID number in the submission. What should I do?

To ensure your ORCID number is accepted without errors, it must be entered in the URL format. Please include it as follows: https://orcid.org/XXXX-XXXX-XXXX-XXXX, replacing XXXX-XXXX-XXXX-XXXX with your actual ORCID number.

Can I modify the submission before the deadline?

Once submissions are sent for review through the OCS platform, they cannot be modified. If you need to make changes to your submission before the deadline, please submit the revised paper again using the platform. Additionally, send an email to headconf@upv.es requesting the removal of the old submission. Ensure that your email clearly identifies the submission to be removed to avoid any confusion.

Can I submit multiple papers for the conference?

Yes, you can submit multiple papers to the conference. However, please be aware that each registration covers only one paper. If you wish to present additional papers, each additional paper will require either a separate registration or the payment of an extra paper fee.

I missed the submission deadline, may I submit my paper?

Unfortunately, submissions cannot be accepted for the main conference after the deadline. However, associated workshops might still accept papers. Please check the specific guidelines for each workshop for more information on submission opportunities.

How do I apply for oral or poster presentation?

The mode of presentation (oral or poster) is assigned by the scientific committee. You will be informed of the type of presentation you are assigned when you receive the decision letter regarding your paper submission.

What is the camera-ready version?

The camera-ready version is the final, publication-ready copy of your paper, incorporating all revisions from the review process. It must adhere to the conference’s formatting guidelines and include author names, affiliations, and a signed copyright form. This version is what will be published in the conference proceedings.

What documents are required for the camera-ready submission?

For the camera-ready submission, you are required to provide the following documents:

• Final Paper: A DOCX file of the paper that includes all author names, affiliations, and must be formatted according to the conference guidelines.
• PDF Version: A PDF version of the paper that mirrors the DOCX file.
• Signed Copyright Form: A completed and signed copyright transfer form, which is necessary for publication.

Will the conference papers be indexed?

Indexing decisions are made by the indexing organizations once the conference proceedings are published. This process generally takes between 6 and 18 months after the conference. Previous editions have been successfully indexed in major databases like Web of Science and Scopus.

How do I know when my session is scheduled?

The first draft of the conference program is typically published around May 15th on the program page. If you are presenting a paper and have specific schedule restrictions, please inform the organizing committee as soon as possible. You can email your concerns or requests to headconf@upv.es to ensure they are taken into account before finalizing the schedule.

How can I request an invoice?

You can request an invoice through the registration platform. Alternatively, you can email headconf@upv.es with your full name, organization, address, and any specific details that should appear on the invoice, such as your organization’s tax identification number.

What if I need a visa invitation letter for the conference?

Visa invitation letters are issued to participants who have either had a paper accepted or have successfully registered for the conference. To request an invitation letter, please contact us at headconf@upv.es.

What if my co-author and I both want to attend?

Both authors are welcome to attend the conference. Each author must register individually and complete the registration process, including the payment of any fees.

Can I attend without presenting a paper?

Yes, you can attend the conference without presenting a paper. Registration is required for all attendees, regardless of whether they are presenting.

Are posters included in the proceedings?

Papers accepted as posters will be published in the proceedings in the standard paper format. However, the posters themselves are not published; they are only exhibited during the conference.

Can I present my paper virtually or with a recorded presentation?

No, the conference does not accommodate virtual or recorded presentations. All participants who have their papers accepted are required to present in person at the conference venue. This policy supports a richer interaction among attendees and ensures the quality of discussions and networking opportunities.