Basic terms of IS4SI
(Summit 2025)
I. Goal, Formats, and Language of IS4SI Summit 2025
1.1. The goal of the IS4SI Summit 2025 is to present and discuss current advances in the field of Information Studies.
1.2. The 2025 International Summit on Information Studies is planned to take place in two formats:
– Online meetings for presentations and discussions;
– Hybrid meetings (in person and online) for IS4SI and IASI GA (Varna, Bulgaria) as well as for other Summit’s events.
1.3. The official language of IS4SI Summit 2025 is English.
II. International scientific events
2.1. The IS4SI 2025 Summit consists of International Scientific Events.
2.2. Every event at the IS4SI Summit 2025 requires the appointment of at least one member from the Summit Steering Committee (SC) to serve as the ‘Event Coordinator’. This individual is responsible for ensuring that the event’s activities align with the overall Summit’s agenda. Without an Event Coordinator, an event cannot be part of the IS4SI Summit 2025.
2.3. The Event Coordinator is also tasked with proposing the event to the SC for its inclusion in the Summit. They are the sole representative and bear full responsibility for the event. Additionally, the Event Coordinator may suggest the formation of an Event Steering Committee (ESC) and an Event Program Committee (EPC), subject to approval by the SC.
2.4. Collaboration between Event Coordinators is supported by the Vice President of Conferences. A very important task of his is to avoid duplication of event topics.
2.5. There are currently no proposed events. Please propose a new event as its Event Coordinator.
2.6. The event proposal must contain the following details (to be published on the Summit website):
2.6.1. Full name of the Event
2.6.2. Abbreviation of the name of the Event
2.6.3. Objectives and Scope of the Event
2.6.4. Topics of the Event
2.6.5. Event Steering Committee
First Name Last Name – Country, Affiliation, ORCID ID, Email
. . .
2.6.6. Event Program Committee
First Name Last Name – Country, Affiliation, ORCID ID, Email
. . .
2.6.7. Event Language
The official language of the Event is English.
2.6.8. Event Publications
2.6.8.1. Type(s) and template(s) of event manuscripts
2.6.8.2. Method of submitting the event manuscripts
2.7. Send event proposals to IS4SI General Secretary Annette Grathoff
email: annette.grathoff@is4si.org
III. Manuscripts
3.1. Only unpublished manuscripts will be accepted for the IS4SI 2025 Summit.
3.2. The type of manuscripts can be any kind of scientific publication and depends on the decision of the Event Steering Committees.
3.3. The formatting of the manuscripts depends on the selected publisher and must follow their publication rules. There are significant differences between publisher policies and it is therefore very important that the publisher is selected in advance before the call for manuscripts is distributed.
3.3. The deadlines are:
– January 31, 2025 for submitting the manuscripts;
– February 28, 2025 to confirm the acceptance of the manuscripts.
The deadlines are closely related to the accommodation of the participants in Varna. Prices for paid bookings made before March 31, 2025 are significantly lower than those after that date.
3.5. For SC and ESC internal use only, manuscripts accepted by Event Program Committees may be stored in the Summit Repository and included in the Summit Table of Contents. Such a table is very useful in preparing the Summit Agenda and is a good starting point for preparing the Proceedings of the Summit.
IV. Publishing
4.1. IS4SI is not a publisher and is unlikely to become one until the 2025 Summit. Therefore, it should use the publishing services of an already established publisher. For instance, IS4SI employed MDPI and especially the journal MDPI Proceedings for publishing proceedings from previous summits.
4.2. Any member of the Steering Committee of the Summit may propose a publisher and thereby become a “Publisher Coordinator” and ensure the cooperation of the Summit with the Publisher.
4.3. A Publisher without a Publisher Coordinator cannot be selected for the IS4SI 2025 Summit.
4.4. Collaboration between Publisher Coordinators is supported by the VP of Publishing.
4.5. No publisher has been suggested yet for IS4SI Summit 2025. Please propose a publisher.
V. Conduct of the Summit
5.1. The IS4SI Summit 2025 will take place from June 02, 2025, to June 28, 2025.
5.1.1. The Summit will be spited into two segments – online and in-person.
5.1.2. Conference room presentations are usually not delivered well with the technical background available. Because of this, it is assumed that all presentations will be online, and that in-person meetings mainly will help to develop cooperation within IS4SI.
5.2. The timing of sessions, events’ programs, and sessions’ chairpersons are determined by the respective events steering committees.
The online segment of the Summit
5.3. The Summit will commence with an online segment on Monday, June 02, 2025. It will last till June 15, 2025.
5.4. The optimal time for online plenary presentations is between 15:00 and 17:00 CET.
5.5. Online sessions can run either sequentially or concurrently.
5.6. For sequential events, the order is determined by the events steering committees, coordinated by the VP for conferences.
5.7. If no consensus is reached, the “first declared, first included” rule applies.
5.8. Due to financial constraints, centralized video recording, processing, and publication of meeting recordings are not feasible. Each event steering committee should decide on its own video recording procedures.
5.9. The purchase of the Zoom platform depends on IS4SI’s financial capabilities. If funds are unavailable, the event’s steering committee will select the platform for online sessions.
5.10. Online participation in the Summit is complimentary.
The in-person segment of the Summit
5.11. The in-person segment of the Summit will occur from June 23 to 28, 2025, in Varna, Bulgaria.
5.12. The in-person segment is expected to last three working days, with two days off.
5.13. Participants are expected to arrive in Varna on June 22 and depart on June 29, 2025.
5.14. Appropriate funding is required for the in-person segment of the Summit. It can be obtained from both sponsors and registration fees.
5.15. There are currently no sponsors. This means full funding from registration fees.
5.16. Until March 31, 2025, the registration fee for the in-person segment of the Summit is 360 Euros per participant, VAT included.
5.17. After March 31, 2025 it will be 480 Euros per participant, VAT included.
5.18. Accompanying persons registration fee is 120 Euros per person, VAT included.
5.19. The registration fee covers only renting the conference rooms, technical equipment, coffee breaks, working dinner, and supporting staff. Excursions and entertainment events are not included.
5.20. No registration fee waivers are available.
5.21. If events steering committees wish to invite participants, they must secure funding from corresponding sources, such as sponsors.
5.22. To hold the Summit in a 4-star category hotel, at least 25 fees are required, and for 3-star hotels, at least 15 fees.
5.23. With fewer than 15 fees received by March 31, 2025, a full transition to an online-only format of the Summit should be made.
5.24. For the in-person segment of the Summit, the Tour Operator Company Unitours, Varna, Bulgaria, will be responsible for providing accommodation, transfers and excursions.
5.25. Financial operations will be carried out by Accounting House Danfis, Sofia, Bulgaria.
IS4SI 2025
