Additional FAQs and responses will be released as meeting planning proceeds.
Accessibility to CIES 2023
Are closed captions available for online presentations?
Automated closed caption and live transcription are available in Zoom (supported languages: English, French, German, Spanish, Portuguese, Italian, Chinese [Simplified] [Beta], Russian, Japanese [Beta], Korean [Beta], Dutch, Ukrainian).
I have my own interpreter with me for my session, what do I need to do to prepare?
If you plan to be an online presenter, our Online Meeting Hub can enable simultaneous language interpretation for you and your session, as long as you provide your own simultaneous interpreter. However, CIES 2023 will not provide an interpreter for you and your online session. Presentation time slots will remain the same for all presenters, regardless if an interpreter is present.
If you plan to provide your own simultaneous interpreter for an on-site presentation, please make sure you send in your request by January 27, 2023 to cies2023@cies.us with Own Simultaneous Interpreter in your Subject line. Your request must include all four pieces of information: a) full name of your interpreter; b) the interpreter’s email address; c) language needed for English interpretation; and d) name of your session with the interpretation.
Is language interpretation/translation available?
No, unfortunately, we do not have the capacity to provide language translation or interpretation. Some sessions will be bilingual, using English and another language.
Attending CIES 2023
Is photography during the sessions permitted?
Photography or recording of onsite sessions, Zoom sessions, or asynchronous presentations is NOT PERMITTED. Zoom meeting sessions reveal the identity not only of the presenters but also all attendees. Recording or photography is not ethical or permitted without the permission of everyone, and this becomes impossible in large sessions, and when people come and go during sessions. Please do not take screen shots, take photos, or record sessions. Many presenters prefer that their work-in-progress not be circulated without permission. And some sessions may include sensitive content that should not be shared beyond those in attendance. If you wish to read a presenter’s paper, please email them to ask for a copy.
When do I register for Early Bird rates if I am not listed in the program?
We have reserved January 4th-17th, 2023 as the early bird period for all non-members whose names are NOT included in CIES 2023 Program. If you are in this category you are welcome to register then, though our Registration System remains open until the last day of CIES 2023.
What do you mean by “online” and “on-site” days?
CIES annual meetings shifted from on-site to online in 2020 and 2021, and to a mix of on-site with online options in 2022. CIES 2023 offers an on-site meeting with online components, i.e., two online days (Feb. 14-15) and five on-site days (Feb. 18-22) with a two-day meeting break in the between. Those registered to attend the five on-site days of CIES 2023 in Washington, D.C. will have access to all on-site and online sessions on February 14-22. Those registered to attend the two online days of CIES 2023 will have access only to those sessions in the Online Meeting Hub that are scheduled on February 14-15, in addition to select livestreamed key plenary sessions such as the Presidential Address, Invited Keynote Talks, and the State of Society, etc., which are all scheduled on February 18-22.
Our panel will be presenting on-site, in Washington, D.C., but one of our panelists will be virtual; can they still present?
Yes, but this will depend on whether the chair or one of your on-site panelists can provide the online presenter a personal Zoom link. The session chair will be responsible for figuring out how to virtually include any panelists who are not on-site. (A Zoom link will not be provided by the conference organizers for regular sessions.) Tech support will not be available for using outside Zoom links.
Please be reminded that all presenters, chairs, or discussants must still pay on-site registration fee in addition to CIES membership fee, even if they may present online during the five On-Site Days on Feb. 18-22, 2023.
Who has access to the Online Concurrent Sessions?
All registered on-site and online attendees and participants will have access to the Online Concurrent Sessions.
I have my own interpreter with me for my session, what do I need to do to prepare?
If you plan to be an online presenter, our Online Meeting Hub can enable simultaneous language interpretation for you and your session, as long as you provide your own simultaneous interpreter. However, CIES 2023 will not provide an interpreter for you and your online session. Presentation time slots will remain the same for all presenters, regardless if an interpreter is present.
If you plan to provide your own simultaneous interpreter for an on-site presentation, please make sure you send in your request by January 27, 2023 to cies2023@cies.us with Own Simultaneous Interpreter in your Subject line. Your request must include all four pieces of information: a) full name of your interpreter; b) the interpreter’s email address; c) language needed for English interpretation; and d) name of your session with the interpretation.
I registered as an online attendee (or presenter), what meeting components do I have access to?
Those registered on the online format will have access to all online sessions in addition to select livestreamed key plenary sessions such as the Presidential Address, Invited Keynote Talks, and the State of Society, etc., which are all scheduled on February 18-22.
How do I change my mode of presentation (from on-site to online or from online to on-site)?
Due to limited resources and support, change requests will not be accepted in general. Under exceptional circumstances, you must write to cies2023@cies.us as soon as possible, but no later than January 3, 2023, indicating in your subject line: “Change Request from Onsite to Online” or “Change Request from Online to Onsite”. There is no guarantee that your request will be accepted, and if accepted your change will be FINAL.
What is the online platform for CIES 2023?
The platform, known as the Online Meeting Hub, will be available to all registered attendees before the Annual Meeting on Feb. 14-22. Once you receive our notice (just prior to meeting dates), you will have access to the online platform. Please make sure you log in at your earliest convenience after the notice to familiarize yourself with the online platform. There will be a training video to help you become familiar with the Hub. Do not wait until the last minute, as there may be more attendees waiting for help at that peak time.
Will you be giving out tote bags in Washington, D.C.?
No. With increasing concerns of our environment and our planet, CIES 2023 will not give out tote bags in Washington, D.C. You are encouraged to bring your own bag.
Do I need to submit or upload my presentation in advance?
February 10, 2023 is the deadline for uploading posters and book launch videos. One-site and online poster presenters should upload their poster here before February 10. For (optional) book launch videos, videos can be uploaded here before February 10. Other presentations do not have to be submitted or uploaded in advance.
When are the Pre-Conference Workshops?
Online Pre-Conference Workshops will be held on Tuesday, February 14, and On-site ones will be on Saturday, February 18th.
What kinds of disability accommodations will be available?
For online sessions, the automatic closed captioning in Zoom can be used. If other accommodation is required, please contact us at cies2023@cies.us, indicating in your subject line: “Disability Support”.
Registration for CIES 2023
When do I register for Early Bird rates if I am not listed in the program?
We have reserved January 4th-17th, 2023 as the early bird period for all non-members whose names are NOT included in CIES 2023 Program. If you are in this category you are welcome to register then, though our Registration System remains open until the last day of CIES 2023.
Who must sign the waiver claim to participate in CIES 2023?
To protect your on-site participation in CIES 2023, your consent to our waiver claim on Covid-19 is REQUIRED (view the Waiver Claim on Covid-19). This is a prerequisite for your registration for all our on-site events offered by CIES 2023 in Washington, D.C, Feb. 18-22, 2023. Similarly, if you sign up any of our excursions offered by CIES 2023 in during Feb. 18-22, 2023, your consent to our waiver claim on excursion is REQUIRED (view the Waiver Claim on Excursion).
How does an organization register and pay for a group?
Organizations are strongly encouraged to use the systems to individually register each member of their group.
If your organization is registering more than 10 people, please contact accounts@cies.us for more information.
How much will registration cost?
We will announce registration fees on our Announcements and Updates page once they are determined.
Do I have to register for pre-conference workshops separately in addition to my registration for CIES 2023?
Yes. If you plan to attend a pre-conference workshop (or more) you should register for the workshop(s) when you register for the conference.
Why isn’t the meeting free for online participants?
It costs money to put on a meeting – even an online meeting. There are costs associated with the submission system, websites, and storage for recorded sessions, Zoom licenses, and many other things.
Do you need to be a CIES member to present, serve as a discussant, chair, or be an organizer at CIES 2023?
Yes. All presenters, discussants, chairs, and organizers of CIES 2023 must be CIES members for 2023. You need to sign up or renew your CIES membership to present at CIES 2023, in addition to your registration for CIES 2023. Make sure you don’t miss its deadline on Monday, January 3, 2023.
Memberships are based on a calendar year (January 1 ending December 31). To renew your membership for 2023, you must renew AFTER October 15. Multi-year memberships are available up to 3 years.
Other attendees who are not presenting, discussing, chairing, or organizing sessions may attend and pay the non-CIES member registration fee for CIES 2023, although it is financially beneficial to join CIES and register as a member.
When will registration open?
Registration for attending the meeting on-site and virtually (online) opens on Wednesday, October 26, 2022.
Can I purchase a one-day pass to attend the meeting?
No, individual day passes will not be available. Please plan to attend and enjoy the whole conference.
Why are the registration prices different for online and on-site participation?
The prices are higher for the on-site registration as those in Washington, D.C. will have access to all on-site sessions, events, and opportunities, in addition to online ones. However, online attendees will NOT have access to on-site-only sessions. (Some sessions will be livestreamed, and online participants will have access to those, but not to concurrent sessions.)
I may need to cancel. What is the refund policy?
To be eligible for a refund, cancellation requests must be made by email to cies2023@cies.us no later than Monday, January 16, 2023, indicating in your subject line: “Cancellation & Refund Request”. A cancellation fee of $35 will apply.
For individuals registered at Low Income Country rates, the cancellation fee will be waived if the request is made by January 16, 2023.
Refunds will be issued in the same form in which they were received. In the case of wire transfer refunds, a $20 wire transfer fee will be withheld from refund amount. No refunds will be issued to requests after January 16, 2023.
Which countries are considered Low Income or Lower-Middle Income countries?
Discounted registration is available to those from the World Bank classifications of “low-income” and “lower-middle-income economies.” To be eligible for registration at these CIES Member rates, you (1) must have residency in-, (2) must be currently living in-, and (3) must be a citizen of- a qualifying country. ALL three requirements must be met in order to receive the discounted rate.
What time zone is on the All Academic program?
The Program on All Academic allows you to set your time zone based on your location. Please note that the times listed for your session(s) are in your local time and Washington, D.C. (Eastern Time UTC-04:00).
Can I get a discount for registration?
The CIES Board of Directors will offer a limited number of discounts on meeting registration fees for those experiencing economic hardship. The CIES Board of Directors will communicate information regarding the application process in our Announcements and Updates and we will share the information when it becomes available. Unfortunately, no discounts on membership fees are available. (Please remember that CIES membership fees are already much lower than similar organizations.)
If I’ve paid my registration and am unable to attend, can I transfer my registration to someone else?
Yes. You may be able to transfer your conference registration but not your CIES membership. You have to request the registration transfer via email to cies2023@cies.us as soon as possible, indicating in your subject line: “Registration Transfer Request: Recipient’s Full Names”. The recipient’s membership and presentation statuses will be verified, individually. The deadline for transfer requests is Monday, January 16, 2023.
CIES Membership
I already have a CIES submitter account. Do I still need to become a member?
Yes. All presenters must be members of CIES. You must join CIES if your proposal is accepted and in order to be included in the program. In addition members are eligible to register for the conference at the member rate, which is a significant savings versus the non-member rate. Please use the same username and password you created for your submitter account in All Academic to log into the membership system to complete your profile and pay the membership fee. If you are having trouble logging into the membership system with your submitter account, please contact: membership@cies.us.
Submissions to CIES 2023
I’m submitting my co-authored proposal. Do all authors need to submit separately?
No. Only one of the co-authors needs to submit a proposal. That person would create a “Submitter Only” account for themselves and submit on behalf of the group. While not required at the time of proposal submission, both (1) CIES membership for the 2023 calendar year and (2) Annual Meeting Registration for CIES 2023 are required for participation in the Annual Meeting Program. If your proposal is accepted, you will receive further instructions about becoming a CIES member or renewing your membership for 2023, as well as registering for the CIES 2023 Annual Meeting. All accepted presenters will be required to fulfill both CIES membership and CIES 2023 Annual Meeting Registration requirements by January 3, 2023, in order to appear in the conference program.
I’m getting ready to submit my individual submission (formal paper presentation or roundtable) proposal, how will on-site and online selections be grouped into panels?
If you select “online,” your individual paper (formal paper presentation or roundtable) will be grouped with other online individual papers to form online panels Feb. 14 or 15. If you select “on-site,” you will be grouped with other “on-site” papers and we will schedule your on-site session at the Grand Hyatt Washington between Feb. 18-22. In other words, each panel/roundtable will be either online OR on-site. All on-site sessions will be open only to on-site audience members. Learn more here.
When is the submission deadline?
The deadline is extended to August 16 (Tuesday) at 11:59 PM Eastern Daylight Time (EDT), 2022.
If I miss the deadline, can I still submit for CIES 2023?
No. Late submissions will NOT be accepted, as our system closes automatically by the deadline.
If I miss the submission deadline to present for CIES 2023, can I still attend the meeting?
Yes! You can still register for CIES 2023 as an attendee, instead of as a presenter, discussant or chair.
How do I submit my proposal?
Please use your CIES Membership ID and password to log into the All Academic System to submit your proposal. If you are not a CIES Member, create a Submitter Only Account and you will still be able to submit a proposal.
It’s my first time using All Academic. Are there instructions?
Yes! We have developed instructions on how to use All Academic in case you are new to the system.
Is there a limit to the number of times I may present?
Yes. Presenters are limited to only one presentation as first author in paper, panel, roundtable, or poster sessions. This first authorship limit does not apply to workshops, book launches, visual art exhibits, or special sessions such as invited keynote talks, or other related roles such as chairs, organizers, or discussants.
Is there a word limit for proposals?
Yes, different formats of submissions have different limits. Please read the Call for Submissions (pp. 5-8) for detailed information.
Can I submit a bilingual presentation proposal?
Yes! Your proposal(s) may be submitted in a non-English language but must include its English version to facilitate the reviewing process (the additional language texts do not count towards the word limits of submission). If you are submitting as an online presenter, our Online Meeting Hub can enable simultaneous language interpretation for you and your session, as long as you can bring in your own interpreter. However, CIES 2023 CAN’T provide an interpreter for you and your online session.
Can students submit proposals for the CIES 2023 meeting?
Yes! Students including high school students are encouraged to submit research papers.
If my paper or session has been presented at another meeting or published, may I also submit it to CIES?
No. Eligible submissions are those that have NOT been previously published NOR presented at another professional meeting.
I would like to submit a paper from my thesis – I have not presented or published these findings anywhere before. Am I eligible to submit?
Yes. Note that a thesis or dissertation has a broader focus than can be presented in a meeting setting. It is common that you can narrow down your thesis to a specific focus for a 12-15 min presentation.
May I submit to multiple units (SIGs, Committees, the General Pool)?
No. Each proposal should be submitted only to one unit. You may submit multiple proposals (that are different), but you can be listed as first author on only one. You can only submit your proposal once as the first author. Your name may be on multiple proposals, such as those that are co-authored, but only once as a first author.
May I submit a proposal to present research I’m working on that’s not complete?
While you may predict your initial findings based on your literature review and/or other data, you are encouraged to present completed or advanced-stage research.
I’m not sure which CIES SIG or Committee to submit to, or whether I should submit to the General Pool. What should I do?
Read the descriptions of each SIG to get an idea of where your work would fit best. Topics that do not fit a SIG or Committee, or topics that speak to a broader audience, can be submitted to the General Pool.
We’re getting ready to submit our group submission (formal panel presentation or refereed roundtable) proposal, what are our presentation options?
The following options are available:
- You and your panelists can all be on-site, and if you select “on-site” (with your choice of a.m. or p.m.), we will schedule your session at the Grand Hyatt Washington.
- You and your panelists can all be online and you can select one of the two online panel slots (morning or afternoon) and you will be scheduled online.
- If some panelists are on-site and others are online, the panel organizer will be responsible for figuring out how to virtually include any panelists who are not on-site. These panelists must also register. It will be up to the panel organizer to use their own zoom account to bring in panelists. On-site sessions will NOT be fully hybrid sessions. Please also be aware that on-site sessions will be limited to on-site attendees. (Virtual audience members will not be able to log onto on-site sessions.)
Learn more here.
When will I be notified if my proposal submission is accepted?
Notices are expected to be sent via email in October 2022, if not sooner. You will also be able to access the letter by logging in to All Academic using your CIES login (username and password). You will find all communications of the CIES2023 Meeting Team in the “Message Center” under “Main Menu”. (Check your spam folder and mark All Academic emails as safe. It is important that All Academic communications reach you safely in the future.)
When will I be notified if my pre-meeting workshop, book launch, or art exhibit is accepted?
Notices are expected to be sent via email in October 2022, if not sooner. You can also access the letter by logging in to All Academic using your CIES login (username and password). You will find all communications from the CIES 2023 Meeting Team in the “Message Center” under “Main Menu.” (Check your spam folder and mark All Academic emails as safe. It is important that All Academic communications reach you safely in the future.)
I have not received an acceptance (or nonacceptance) letter yet. What do I do?
Log in to All Academic with your CIES credentials (username and password). In the “Message Center” under “Main Menu” you will find all communications of the CIES 2023 Meeting Team with you. (Reminder: Make sure to check your spam folder and mark All Academic emails as safe. It is important that All Academic communications reach you in the future.)
Hotel
Is there a deadline to reserve a hotel room at the Grand Hyatt Washington?
The deadline to reserve a guest room with CIES special rates is Tuesday, January 24, 2023. Reservation requests received after the cut-off date will be based on availability at the hotel’s prevailing rate.
Where is the meeting hotel located?
When can I reserve a guest room at the Grand Hyatt Washington?
Hotel booking will open at the same time as the meeting registration opens. Click here to reserve your room.
How do I reserve a guest room for the Grand Hyatt Washington?
The Grand Hyatt Washington has created an exclusive reservation link for CIES 2023. Guest room meeting rates and registration are located here.
What are the Hyatt’s COVID-19 priorities?
What if I need to cancel my hotel reservation?
Cancellations must be made to the hotel 72 hours prior to date of arrival to avoid a one night fee. You must contact the Grand Hyatt Washington DIRECTLY to cancel your guest room reservation.
COVID-19
What are the Hyatt’s COVID-19 priorities?
How may COVID-19 affect CIES 2023?
CIES 2023 is currently scheduled as an on-site meeting in Washington, D.C. with online components. As we monitor local, state, federal, and international guidance we will post COVID-19 related announcements and updates here. With the unpredictable nature of a global pandemic, please check CDC travel guidelines in the weeks leading up to the conference.
Therefore, in light of COVID-19, please be mindful of precautionary and restrictive measures in place throughout your travel planning, travels to, from, and within the United States, and during your stay in Washington, D.C. Services and facilities may be impacted and may change before, during, and after your travels.
Are there COVID-19 safety protocols for attending in Washington, D.C. in 2023?
Safety protocols are highly possible, though not predictable at this point, as the pandemic is still ongoing worldwide. In the interests of protecting the health of our community and also the host city, CIES 2023 will follow local, federal, and international guidelines for implementing COVID-19 safety protocols in all components of the in-person meeting.
Do I need to quarantine and/or present a negative COVID-19 test to enter or travel within the United States?
Information from the U.S. Department of State and the U.S. Centers for Disease Control (CDC) is located here. You should also contact your mode of travel operators for up-to-date information and requirements. Please note that this information can change, and you are responsible for your own health and travel requirements, costs, and arrangements.
Local Transportation and Travel
As an international traveller to Washington, D.C., what information can I get for my trip and stay?
Both the Grand Hyatt Washington and the city provide official information prepared for your trip and stay. For details, please click the Grand Hyatt Washington and Washington, D.C.
What transportation centers are near the Grand Hyatt Washington hotel?
- Union Station: 2 miles
- Ronald Reagan Washington National Airport: 5 miles
- Dulles International Airport: 27 miles
- Metro Center train station –> Access to Dupont Circle, Georgetown, Foggy Bottom, the National Mall, the Smithsonian Institution, the National Gallery of Art, the Pentagon, Rock Creek Park, Alexandria
- G8 Avondale bus at 11th St NW & New York Ave NW –> Access to The Shaw
- 64 Fort Totten bus from NW H St & NW 11th St –> Access to Logan Circle
- X2 Minnesota Ave Station bus from NE H St & NE 12th St –> Access to H Street.
Is there a Visitors Guide and Map of downtown Washington, D.C.?
A Visitor’s Guide and Map is available here. A limited number of free copies may be available when you check in your hotel room for CIES 2023 at the Grand Hyatt Washington; however, we suggest you order your own free copy, and allow 7-10 business days for your order to ship. (Please allow more time for international orders.)
What area attractions are near the Grand Hyatt Washington hotel?
The on-site meeting venue is in the downtown area of Washington, D.C., and your guest room is just 2,114 steps away from the White House. You can easily walk around the National Mall, which is home to various museums, or walk to the Metro Center station where you can take a metro to other locations. Please click here for more details.
Do I need travel documents to enter the United States from another country?
The documents you need and whether your passport needs to be valid for six months after your travel dates depend on the country you are arriving from and your citizenship or status.
Do I need to quarantine and/or present a negative COVID-19 test to enter or travel within the United States?
Information from the U.S. Department of State and the U.S. Centers for Disease Control (CDC) is located here. You should also contact your mode of travel operators for up-to-date information and requirements. Please note that this information can change, and you are responsible for your own health and travel requirements, costs, and arrangements.
Dining
Is there dining available at the Grand Hyatt Washington?
Yes! The meeting hotel has on-site options that include Cure Bar & Bistro, CABINET, and Starbucks Reserve® offering vegetarian, vegan, and gluten-free selections. Please click here for more details.
Is Washington, D.C. a great city for food?
Absolutely! Washington, D.C. food and drink is locally and globally inspired. You’ll find many delicious options. Some of those options are located here.
Contact Us
I don’t see my FAQ?
Please send an email to cies2023@cies.us. We’ll happily respond as soon as possible.
