Proposing for EVA London 2025

Graham Diprose and the EVA London 2024 proceedings

Proposals may be for a long (8-page) or short (2-page) paper, a paper with demo (8 pages), a demonstration (2 pages), a panel discussion (up to 8 pages), a longer workshop, or tutorial, and should be related to at least one of the conference themes. The main deadline for proposals is Monday 13th January 2025, while the deadline for research workshop proposals (mainly for postgraduate students and unaffiliated digital artists, by email to Graham Diprose on grahamdiprose@gmail.com) is Monday 24th February 2025. See author instructions for paper templates if you wish to use the EVA London paper style from the start (and this is recommended!). This will be required for accepted proposals.

Proposals are to be submitted via the EasyChair website as an “Author” and “make a new submission” at the following URL:
https://easychair.org/conferences/?conf=evalondon2025

Please note the following:

• Please submit a summary proposal of up to 400 words in text form, together with a draft of the paper in PDF for full “long” paper proposals. Additional information in PDF is optional for all submissions except full “long” paper proposals where an initial draft paper is required, ideally in the standard EVA London double-column eWiC style. See author instructions for EVA London paper templates.
• Authors of all proposals selected for EVA London 2025 will be invited to submit a completed paper for publication in the proceedings. Proposals are peer-reviewed and submitted papers will be copyedited for publication (both physical and digital). Some presentations may be published as summaries. Papers must be in an appropriate form to be accepted. Further information will be provided in due course.
• There will be a publication package to cover the cost of open access for papers online. There will also be a registration cost for attendance for at least the presenter(s). Precise registration costs have yet to be determined and will depend on if attending online or in person (assuming the latter will be possible). The application process for bursaries will be announced in Spring 2025.
• We regret that EVA cannot supply letters of invitation or support.

Further details of post-proposal deadlines are available in the EVA London 2025 key dates list for further details of deadlines. Please contact us if you have any further questions regarding submissions.

Brian Reffin Smith presenting at EVA London 2024

Papers

Papers will be presented in 20-minute slots (either in plenary sessions or in parallel, with 15 minutes allocated for the talk itself) and be associated with a publication of a 3-8 page “long paper” in the proceedings. At least one author must register for the presentation of the paper. Paper presentations will be online using Zoom or if possible in person at the BCS London offices.

Note that papers submitted as a “long paper” should include a draft of the paper as a PDF but may be accepted as a 1-2 page “short paper” for the proceedings, if a draft PDF paper is missing or lacking in the proposal. Submission as a “short” paper proposal is possible as just an abstract without a draft paper.

A demonstration by Andy Lomas at EVA London 2024

Demonstrations

Demonstrations can be presented physically, although online demonstrations will also be possible. These will be in 10 or 20-minute slots or if essential combination with a paper in a 30-minute slot (or before a break if appropriate). Proposals are invited and should be submitted in outline as for papers, above. However, we will not expect detailed demo requirements until nearer the conference, to allow time for development.

For publication, you will be able to provide a 1-2 page “short paper” describing the demo if not associated with a long paper. At least one author must register for the presentation of the demonstration.

A panel discussion by Lumen Prize artists in 2024, chaired by Carla Rapoport

Panel sessions and workshops

Proposals for panel sessions, workshops and tutorials are welcome. Please note the following:

• A panel session normally consists of two or more panel members who each make brief presentations or statements, followed by a discussion with the audience. We will look for panel sessions that we judge to be of wide interest to the EVA London audience and which would stimulate and engage the audience. Panel sessions last 30 minutes with an optional associated paper of 1-8 pages (i.e., a short or long paper). A draft paper should be included if a long paper is planned. Note that all panel members must register unless agreed otherwise. A panel session may be physical, online, or both.
• A workshop should be a practical session or coordinated set of presentations and would normally be delivered as a 90-minute or 120-minute session, although this is flexible. Note that all workshop presenters must register unless agreed otherwise. An optional associated short paper of 1-2 pages can appear in the proceedings or information in a joint paper covering several workshops, edited by the workshop chairs, is also possible. A workshop may be physical, online, or both. It can be didactic in nature.

A presentation at the EVA London 2024 Research Workshop

Research Workshop

Held on one or two days of the EVA London conference depending on the number of accepted submissions, the Research Workshop is an opportunity for postgraduate students and unaffiliated artists to present their work and share research in progress in an informal and supportive setting. The EVA London 2025 Research Workshop is planned over two afternoons during the conference.

A Research Workshop proposal is for a 15-minute presentation (in a 20-minute slot) on your ideas, plans or initial results (with a few minutes for questions and discussion). Accepted Research Workshop presenters can attend the EVA London conference at a special rate but must at least attend on the day of the presentation. A written submission of up to two pages may be incorporated in a joint paper edited by the Research Workshop organiser. A separate paper may be possible by arrangement with and at the discretion of the organiser, at an additional charge.

The deadline for Research Workshop proposals is 24th February 2025 by email to the Research Workshop organiser, Graham Diprose. Note that some proposals for the main conference may be accepted for the Research Workshop instead.

Springer books displayed at EVA London 2024

Sponsorship and marketing

There are opportunities for organisations to support an aspect of the conference such as the proceedings publication, a reception or bursaries for delegates, or to market services or products, some only appropriate at the physical conference location. For example:

• Conference pack insertions
  Cost: £150+ VAT per insert
  100 copies are required a few weeks ahead of time.
• A manned tabletop/stand to display or sell materials in the conference breakout area
  Cost: £150 + VAT per day (includes conference attendance for one person)
• A demonstration or presentation of software or other products in the lecture room
  Cost: £150 + VAT per day (includes conference attendance for one person)
• Sponsoring a bursary to cover registration costs for artists or others to attend the conference
  Cost: £180 + VAT for each 2-day bursary. Sponsors will be prominently acknowledged in the current conference literature.
• Displaying materials on an unmanned tabletop/stand in the conference breakout area
  Cost: £90 + VAT per day

Please contact BCS below if you are interested in any of these options:
Member Groups Coordinator
groups@bcs.uk
BCS, The Chartered Institute for IT
3 Newbridge Square, Swindon SN1 1BY, UK
Tel: +44 (0) 1793 417 417 | Direct Dial: +44 (0) 1793 417 566