skip to content
Arctic Encounters Logo
Arctic Encounters Logo

Information for participants

The Call for Papers closed at 23:59 CET on 18 September 2023.

For information about theme, registration and the venue please see the relavant pages.

Formats: panels, roundtables, workshops

While traditional academic panels are an acceptable and expected component of WCEH4, the Programme Committee strongly encourages proposals of alternative formats to engage better with the congress theme this year. The three possibilities for submission formats are:

  • Traditional panels: these can have up to five paper presentations per one 105-minute session, with up to two sessions allowable (max. 10 papers).
  • Roundtables: here a group of scholars (usually no more than five) discusses themes/issues of general scholarly interest in front of (and subsequently with) an audience for the duration of a single 105-minute session. While a roundtable can include short (5-10 minute) contributions, the aim is to create a lively debate rather than focus on any one presenter. You may list/name contributors in your long abstract, or may leave the list open and take in 'contribution' proposals during the call for papers, selecting five of those to be in the roundtable.
  • Workshops: conceptualised as practical events containing collective research activities, guided interactions and free-format exchanges leading to specific public outputs. A workshop may have up to two 105-minute sessions. They may include elements of performance, various collective activities, exhibitions, or interactive media displays, or innovative formats such as mobile (e.g. walking or outdoors) panels, laboratories, skills workshops, and open discussion forums. Proposals must list the practical requirements of the workshop at the end of the long abstract, such as specifications for required space, materials, maximum number of participants, etc.


  • All panels should have (at least) two convenors. Two of the convenors should be from two different institutions and/or countries so as to encourage intellectual exchange and cross-fertilization.
  • WCEH4 requires all accepted panels to be open to paper proposals through the online form during the Call for Papers: panels should not be organised as 'closed' sessions.
  • Session length will be 105 minutes for panels, workshops, roundtables and combined formats. Each traditional panel may accept a maximum of ten papers over two sessions. No panel or workshop may run for more than two sessions of 105 minutes, and roundtables will run for a single 105-minute session.
  • An individual may hold each conference role only once during the conference: i.e. convene a panel OR a workshop OR a roundtable OR a combined format once; present a paper or a poster once; be a discussant once (either as a roundtable participant or a discussant in a workshop or a traditional panel or a combined format); be a chair once (in any of the formats).
  • While adherence to the conference theme is not the main criteria for panel selection, WCEH encourages conveners (those proposing/organising a panel) to make an effort to address the concepts, questions and provocations outlined in the theme description.
  • Each proposed panel should strive to demonstrate diversity in gender, race, and geographical origin/location of participants, as well as in methodology and approach. We look forward to supporting a diverse, lively and intellectually exciting conference that will appeal to a wide variety of disciplinary, methodological, philosophical, topical and geographical interests.

Congress format and timetable

The programme for WCEH4 will run over five full days, and will include a series of invited keynotes, plenary panels, workshops, and parallel panel sessions. The congress will take place in situ in Oulu, but will consider requests for remote participation (as a tool for inclusion, not convenience) from junior scholars and those from lower-income countries.

Poster Sessions

The poster sessions are meant to provide everyone with the opportunity of presenting their work, without overburdening the programme, and will accommodate those who do not wish to present orally. Posters must conform to the same basic requirements as outlined for the panel sessions. Posters will be on display throughout the Congress, with dedicated slots when poster presenters will be available at their respective display to discuss their topic with colleagues. Junior scholars are especially encouraged to participate with a poster presentation. The call for posters will open with the call for papers (15 June 2023).

Useful information for later in this process

Editing your paper

Paper authors can use the link in the toolbar above to edit their proposals. This includes adding/withdrawing co-authors.

Adding more information about yourself

Select 'Manage Account' from the Logged in link in the top toolbar, to insert your TwitterID, ORCID, a short biography, links to your webpages (institutional, project, public big-tech networking sites, etc.), a photo/avatar and even upload a CV. This information allows those browsing the published conference content, to learn more about those involved.

Pre-circulation of papers

WCEH has no rule about this, but many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers within the online system, which will then show as downloadable files beneath the abstract on the panel page. Initially the system is set so these PDFs are only visible to other panelists; they can be made publicly visible, if panel convenors request it.

Timing of presentations

Each panel/workshop session slot will be 105 minutes long, accommodating a maximum of five presenters. Convenors should allot each presenter a maximum of 15+5 mins for panels of five papers and 20+5 mins for panels of four papers.

Communication between authors/convenors

Convenor/author email addresses are not displayed on the panel pages but emails can be sent via the secure form accessed via the panel pages. If you cannot work that, please email info(at) to obtain relevant email addresses.

Any queries with the above please email info(at)

University of Oulu
Bioverse Anthropocenes