Frequently Asked Questions

Submissions

When does the call for papers open?

It is open since 22 September 2026. The submission deadline is 20 January 2027 and authors are notified on 3 February 2027. Important dates

How long may my paper be?

Contributed papers are two to four pages; invited contributions are at least one page. No manuscript may exceed four pages. Both lengths are reviewed on the same criteria. Submission guidelines

Which template and file format must I use?

The official AES 2027 template, in Word or LaTeX: A4, two columns. The manuscript is written in English and uploaded as PDF. Templates

Where do I submit?

Through the AES 2027 author portal, open since 22 September 2026: create an account, upload the PDF and enter the submission information. Author portal

I am an invited speaker. Do I still submit?

Yes. An invitation does not replace submission: invited contributions use the same template and the same portal, with a minimum of one page. Every presentation in the programme has a contribution in the proceedings. Submission guidelines

Is there a second, final version to upload after acceptance?

No. The paper submitted for review is the contribution published in the proceedings. There is no separate final-paper deadline and nothing further to upload. Publication

What do I enter about the authors?

Every author of the manuscript, in the order printed on the PDF, with correct spelling and accents, and each author's principal institution only. Identify the author who will present. The author list is fixed at submission. What to prepare

Can I choose an oral or a poster presentation?

You may state a preference, but it cannot be guaranteed. Assignment reflects scientific content, thematic fit, programme balance and the time available, not a ranking of quality. Invited presentations are limited to one per presenting author. Review and presentation

Do invited speakers and session organisers need to register?

Yes. Invited speakers, symposium chairs, special-session organisers and session chairs register and pay the fee of their category. An invitation carries no automatic fee waiver; an individual arrangement exists only if the organisers have confirmed it in writing. Registration

Registration

Does one registration cover more than one paper?

Yes. One paid registration may cover a maximum of two accepted papers for which the registrant is a co-author. At least one author of each accepted paper must register and present it. Registration

When does registration open and what does it cost?

The opening of registration is announced on this site and by email. Early rates apply through 12 February 2027: €700 regular, €420 student, €850 industry without a paper, €230 accompanying person; advanced rates apply through 5 March 2027 and late or on-site rates after that. The registration page gives the full grid, what is included, and the payment instructions once registration opens. Registration

What is the cancellation and refund policy?

Cancellations are sent in writing to the organisers. Requests received by 12 February 2027 are refunded less a €65 administrative charge; after that date, fees are not refundable. A registered participant who cannot attend may nominate a substitute at no additional charge, by written request. Registration

Proceedings

Are the proceedings indexed?

Yes. AES proceedings are published under ISSN 2491-2417 and indexed in Scopus. Only accepted papers that are registered and presented are included. Proceedings

Travel and venue

Can I get a visa invitation letter?

Yes. Greece is in the Schengen area. Registered participants can request an invitation letter by email. Visa & invitation letters

Where is the conference held?

At the War Museum of Athens, Rizari 2–4, next to Evangelismos metro station. The conference rooms are to be announced. Venue & travel

Still have a question?

Write to the organisers at contact@aesconference.org. The same address serves authors, participants, session organisers and companies.