How is a Virtual Congress
How to participate
Technical requirements
Registration
Cancellation Policy
Certificates

How does a Virtual Conference work?

The platform hosts virtual conferences devoted to a range of academic disciplines, as well as highly specialized topics. Each virtual conference has keynote speakers and a series of thematic sessions scheduled in virtual rooms according to their topics.

Presentations are delivered by live videoconference (WEBINAR format), but they are also recorded and remain available for attendees to view (on demand) for one year.

At the end of the conference, the certificates of participation and/or presentation are sent by e-mail and the Conference Proceedings’s book (with ISBN) containing the abstracts of the presentations is published.

Participants are also welcome to submit their full papers for publication at a discount in one of Global Knowledge Academics’ books series or indexed journals, subject to review and acceptance by the scientific committee.

How can I participate in a conference?

You can participate as a speaker or as an attendee. Remember that in order to deliver a talk at the conference, you must first submit your proposal for review. Once it is accepted, you will be able to register.

Follow these steps

Choose between Webinar (Live Presentation) and Video (Prerecorded Presentation). You can check the characteristics of each one in the next section.

Title of the presentation, short abstract (max. 300 words), long abstract (for the Book of Proceedings), keywords, the language of the presentation, data of the main author, and data of the co-authors. The scientific committee will review your proposal within 2-3 weeks and notify you by email (please check your SPAM folder).

Once your proposal has been accepted, you must pay for your registration at the conference according to the type of presentation chosen.

Consult the conference program to check the day, time, and virtual room where your presentation has been scheduled. If you are presenting a webinar, check out our quick guide to learn about the controls of the ZOOM platform and the technical requirements that your computer and internet connection must meet. You can also participate in a test session a few days before the conference, to test your audio, video, and slide presentations.

  1. Log in with your username and password on the GKA virtual congress platform: https://virtual.gkacademics.com/
  2. Go to the conference main page and click on the green button “Start Conference”.
  3. In the list of panels on the left side, find the virtual room you wish to access and click on it.
  4. Click on the “Join via Web Client” button to access directly from your browser.

Speakers may submit an article for publication (at a discount) in a GKA indexed book or journal, as assessed by the scientific committee. Download the template and see the guidelines at this link.

WEBINAR

(Live Presentation)

How does it work?

The speaker will enter live in a virtual room of ZOOM platform – along with other speakers on the same topic – and present his or her paper for a maximum of 15 minutes, supported with slides (e.g., PowerPoint)or speaking directly to the camera on their device. Each room will have a moderator who will introduce the speakers, keep time, and moderate questions from attendees for 20 minutes at the end of the session.

VIDEO

(Prerecorded Presentation)

How does it work?

This option is ideal for those who cannot participate in the live conference. This option allows the author to record their presentation in the format of a 5-minute video and send the link (Youtube or Vimeo) through the proposal submission platform. The video will be published in a virtual conference room related to its theme and will be available to all attendees of the event. Important: the video must contain an oral presentation.

What are the technical requirements?

Technical requirements for speakers

Recommended bandwidth for webinar panelists/speakers:

  • For video:
    • 600 kbps (upload / download) for high quality video
    • 1.2 Mbps (upload / download) for HD 720p video
    • HD 1080p video reception requires 1.8 Mbps (upload / download)
  • Sending HD 1080p video requires 1.8 Mbps (upload / download)
  • For screen sharing only (no video thumbnail): 50-75 kbps
  • To share a screen with video thumbnail: 50-150 kbps

If you do not have sufficient network speed, or if it is unstable, you might encounter technical difficulties in the room, including connection loss and deficient audio and recordings. You can check your network speed at speedof.me.

It is important that you use the latest version of your browser. You can check the version you currently have installed here. Note that Zoom works best with the Mozilla Firefox browser.

If you are going to participate as a speaker, you must have:

  • Speaker or headphones and a microphone: integrated or with wireless USB or Bluetooth plug-in.
  • HD webcam or webcam: integrated or with USB plug-in.

You should test them before joining the meeting to make sure they work properly. To do this, you can start a test Zoom meeting.

Technical requirements for attendees

Recommended bandwidth for webinar attendees/listeners:

  • For 1: 1 video calls: 600 kbps (download) for high quality video and 1.2 Mbps (download) for HD video
  • For screen sharing only (no video thumbnail): 50-75 kbps (download)
  • To share screen with video thumbnail: 50-150 kbps (download)
  • For VoIP audio: 60-80 kbps (downstream)

If you do not have sufficient network speed, or if it is unstable, you might encounter technical difficulties in the room, including connection loss and deficient audio and recordings. You can check your network speed at speedof.me.

It is important that you use the latest version of your browser. You can check the version you currently have installed here. Note that Zoom works best with the Mozilla Firefox browser.

If you are going to participate as an attendee, you must have:

  • Speaker or headphones: integrated or with wireless USB or Bluetooth plug-in.

You should test them before joining the meeting to make sure they work properly. To do this, you can start a test Zoom meeting.

General guidelines

  1. The video must be titled with the corresponding conference abbreviations, in addition to the title of the presentation ((e.g., GKA HUMAN 2019 – Between the senses and reality, convergence in project-based learning).
  2. The author must upload the video to a platform such as YouTube or Vimeo and set the visibility option as “Public”.
  3. At the time of submitting the proposal, the author must include the link to the video in the field designated for it.
  1. Check the technical requirements for internet connection and equipment.
  2. Download the conference schedule, where you can see what day, session, and room your presentation has been scheduled.
  3. Make sure you are in a space where you can control noise and interruptions.
  4. Close all other windows/applications, especially email programs.
  5. Open PowerPoint presentation on your desktop, NOT in presenter mode.
  6. If you are using an external camera and/or microphone, connect them before opening the Zoom app. Headphones are recommended. We do not recommend using the microphone on a laptop as it is not of sufficient quality for recording.
  1. Log in with your username and password on the GKA virtual congress platform: https://virtual.gkacademics.com/
  2. Go to the conference main page and click on the green button “Start Conference”.
  3. In the list of panels on the left side, find the virtual room to which it was assigned and click on it.
  4. Check that your presentation is scheduled/listed.
  5. Click on the “Join via Web Client” button to access directly from your browser.
  • Make sure to mute yourself and disable your camera when you’re not presenting. Note that the host can control the audio of the participants in a meeting. This means that the host can mute and reactivate it at any time.
  • Use the Question&Answer or chat feature to ask questions without interrupting the speaker.
  • Remember that the sessions will be recorded automatically.

Registration

Payment Methods

Credit/Debit Card

PayPal

Bank Transfer

Important

Any bank transfer made from outside Spain must include an additional EUR 20 to the total amount transferred. (This additional expense covers the commission applied by the intermediary banks.) If the participant does not pay these bank fees, registration will be incomplete.

What is included in the fee?

  • 1 Presentation in Webinar (live presentation) or Video (recorded presentation) format in a virtual room, according to the chosen rate.

  • Access to the recordings of the papers presented for 1 year.

  • Email delivery of participation and/or presentation certificate.

  • Digital Book of Proceedings (with ISBN) available for free download, with the summaries of the papers presented.

  • Optional: Publication of the full article in a book series or indexed journal of Global Knowledge Academics as assessed by the scientific committee. Available for a supplement of EUR 45.

  • Optional: Extra conference certificates or certificates for co-authors. Available for a supplement of EUR 30.

Cancellation and Refund Policy

If you cannot attend the conference and are unable to transfer your registration to anyone else, you may cancel it and request a reimbursement of your conference registration fee. To do so, you must send us a request through our contact form. No exceptions will be made to the cancellation/refund policy due to issues related to travel, natural disasters, or any other.

The amount to be returned will depend upon the notice you give us – that is, the number of days between receiving your request and the start of the conference –  and on the type of refund:

1. Refund in points on your GKA Wallet (1 EUR = 1 Point)

You may present your refund request at any time before the first day of the Conference. You will be refunded 80% of your registration fee in GKA points (with no expiry date).

Your refund will be done immediately.

2. Money refund

If you present your refund request 15 days before the first day of the Conference, or earlier, you will be refunded 80% of your registration fee.

If you present your refund request fewer than 15 days before the first day of the Conference, you will not receive a refund.

It may take up to 90 days to process your refund.

Money refunds will be done through the same method that was used for the original payment (PayPal, credit card, or bank transfer).

Global Knowledge Academics does not take responsibility for cancelling a conference due to circumstances not attributable to the organization which, despite taking all the care possible, are unforeseeable or inevitable. These situations may include, inter alia, acts and threats of war; conflicts or civil disturbances, hostilities, strikes or other labour disputes; natural disasters, fires; fortuitous acts, terrorist activities, technical problems that affect transport, closure of airports, harbours or ferries; quarantine, epidemics, whether conditions; government measures or other circumstances out of our control.

In the event of cancellation or modification of the format or date of a Conference due to causes not attributable to the organization, with unavoidable consequences despite acting with due diligence, Global Knowledge Academics shall offer registered participants the following alternatives, so that they may choose the one they find most convenient:

  1. Transfer the registration, as the registered person may request, without additional cost to another Global Knowledge Academics conference in the same or the following year.
  2. Receive a refund of 50% of the paid fees, if the cause of force majeure occurs less than 30 days from the first day of Congress. For 31 days or more, the refund will be 80%. Global Knowledge Academics will not be liable for additional expenses which may have been incurred by the registered persons. Your refund may take up to 90 days to process.

Certificates

Speakers

The author’s information will appear on this certificate exactly as it was entered into the computer platform. The co-author’s information will only appear if it was included on the computer platform. The certificate will be delivered by email within 1 month after the conference is over.

Attendee

If you have participated as an attendee, you can request a certificate of participation in the conference. The certificate has a supplement of 30 EUR and will be delivered by email within 1 month after the conference is over. The participant’s information will appear exactly as it was entered into the computer platform when he/she registered.

Co-authors

This certificate is aimed at those authors who did not participate in the virtual conference but have collaborated in its production as co-authors. These co-authors must appear as such in the proposal submitted by the lead author. This certificate has a supplement of EUR 20 per co-author and will be delivered by email within 1 month after the conference is over.

Certificate Policy

1 – Registration includes the issuance and delivery by e-mail of 1 presentation & attendance certificate in the name of the person who registered the proposal and paid the registration fee.

2 – Once proposals have been accepted, no changes to them will be admitted. If you need to make a correction or add a co-author, you must submit a new proposal and await its acceptance.

3 – If you identify an error in the certificate, you can request a new one through our customer service form.

4 – If the proposal’s author indicates the existence of co-authors at the time of submission, then they will be recognized as such at the end of the certificate.

5 – If you attend the conference and are co-author of a proposal submitted by another participant in the conference, you can request a certificate in your name by paying a supplement of 20 EUR.

6 – If a participant wishes a certificate in the name of a co-author who has collaborated in the work but who has not attended the conference, a ‘Co-author Certificate’ can be obtained after paying a supplement of 20 EUR.

7 – Extra certificates must be requested through our customer service form.