Purpose. These guidelines outline the core operational principles that all ISQGD session organizers and co-organizers are expected to follow and help uphold. They are intended to ensure consistency, professionalism, academic quality, and the long-term sustainability of the ISQGD platform.

• 1. Official ISQGD Infrastructure
  Requirement: All ISQGD sessions must be conducted using the official ISQGD licensed Zoom account (or other ISQGD-approved platforms).
  Archiving: Recording, archiving, and dissemination of talks are handled exclusively through ISQGD’s official channels.
• 2. Coordination with ISQGD Leadership
  Coordination: Session organizers should coordinate scheduling, announcements, and program details with ISQGD leadership (ISQGD designated officers, as applicable).
  Consistency: Organizers should not seek external logistical or organizational support (including alternative Zoom accounts, independent registrations, or parallel announcements) without prior written approval from ISQGD leadership.
• 3. Academic Scope and Quality
  Scope: Session themes and invited talks should fall within the academic scope and mission of ISQGD.
  Quality: Organizers are encouraged to maintain high academic standards, balanced programs, and professional conduct throughout.
• 4. Event Registration, Title and Abstract Submission
  Speaker submission: All speakers must complete the Event Registration, Title and Abstract Submission process using the official ISQGD form (🔗 Register & Submit Title/Abstract). This is the standard mechanism for collecting speaker information and talk details for ISQGD activities.
  Abstract submission: Submission of the talk title and abstract through the official ISQGD form by the announced deadline is mandatory for inclusion of a talk in the program. This ensures consistency, accurate record-keeping, and effective coordination across ISQGD activities.
  Centralized submission policy: To preserve consistency, transparency, and accurate archival documentation across all activities of the international society in Quantization, Geometry, and Dynamics, session organizers must not personally collect, receive, or upload titles and abstracts on behalf of speakers through private emails, independent spreadsheets, or alternative submission channels. All speakers are required to submit their title and abstract directly through the official ISQGD submission link.
  Approval requirement: Any exception to this procedure requires prior written approval from ISQGD leadership. Session organizers may remind speakers to complete the official submission process, but should refrain from acting as intermediaries in collecting, editing, or entering abstract information unless explicitly authorized.
  Scheduling: Once all titles and abstracts are received on time, ISQGD leadership (or a designated coordinator) can schedule the program efficiently and, as much as possible, accommodate speakers’ time zones.
  Global coordination: For international seminars, conferences, workshops, and related academic activities organized under the auspices of ISQGD, timely completion of the Event Registration, Title and Abstract Submission process by speakers is especially important to ensure smooth, fair, and transparent scheduling across different regions of the world.
• 5. Publicity and Branding
  Branding: All session publicity (emails, flyers, webpages, announcements) should use ISQGD branding, logos, and official session titles.
  Clarity: Independent or parallel publicity that conflicts with official ISQGD announcements should be avoided.
• 6. Professional Conduct and Inclusivity
  Environment: ISQGD is committed to maintaining a respectful, inclusive, and professional academic environment.
  Responsibility: Session organizers are expected to uphold these standards and communicate concerns to ISQGD leadership when appropriate.
• 7. Archival and Long-Term Visibility
  Visibility: Organizers agree that ISQGD talks may be recorded and archived on ISQGD-affiliated platforms for long-term academic visibility.
  Requests: Any special requests regarding recording or dissemination should be discussed in advance with ISQGD leadership.
• 8. Talk Duration, Scheduling, and Time Discipline
  Standard talk structure: To ensure consistency and fairness across ISQGD sessions, the following presentation formats are observed.
  30-minute slot: Up to 25 minutes for the presentation, with the remaining time reserved for questions, discussion, and transition.
  60-minute slot: Up to 50 minutes for the presentation, with the remaining time reserved for questions, discussion, and transition.
  Time flexibility and punctuality: A speaker may conclude their presentation and discussion at any point within the allotted time period. However, the starting time of all talks must remain exactly as scheduled, and sessions must proceed according to the published timetable.
  Time zone standardization: To ensure consistency, clarity, and uniformity across all ISQGD activities, all ISQGD schedules shall be prepared and published based on U.S. Central Time (America/Chicago). Local time conversions may be provided for convenience; however, the official reference for all scheduling, coordination, and communication remains U.S. Central Time.
  Transition gap: There must be at least a one-minute gap between consecutive talks. This gap is mandatory and must be observed throughout the session.
  Schedule preparation, review, and finalization: Following the abstract submission deadline, the session organizers shall prepare a preliminary schedule and circulate it among the confirmed speakers to allow reasonable minor adjustments or last-minute corrections. Upon completion of this internal review process, the session organizers shall submit the finalized schedule to the corresponding ISQGD official within seven (7) days after the abstract submission deadline. The approved schedule will then be posted on the official session webpage.
• 9. Zoom Recording and Archival Protocol
  Recording method: All ISQGD session recordings must be made to the Zoom cloud using the official ISQGD licensed account. Local recordings are not permitted.
  Mandatory recording policy: For purposes of documentation, scheduling integrity, and long-term organizational record-keeping, all ISQGD talks must be recorded. This policy applies uniformly to every talk delivered under the ISQGD umbrella.
  Discussion sessions: To preserve an atmosphere of open scholarly dialogue and encourage candid scientific exchange, discussion sessions within ISQGD activities shall not be recorded under any circumstances. Any segment formally designated as a discussion period, open forum, roundtable, or informal exchange must remain off-record. Organizers and co-organizers are responsible for ensuring that no Zoom cloud recording or local recording is initiated or maintained during such discussion segments.
  Speaker preference regarding public dissemination: ISQGD respects speakers’ preferences concerning the public posting of recorded talks. If a speaker objects to public dissemination:

  • The talk will still be recorded using the official ISQGD Zoom account;
  • The recording will not be posted, shared, or distributed publicly on any ISQGD platform (including websites, YouTube, or social media);
  • The recording will be retained solely for internal ISQGD archival and administrative purposes.
  Archival documentation: Zoom cloud recordings serve as the official documentation that a talk was delivered within an ISQGD activity. These recordings are maintained in the ISQGD internal archive for institutional documentation, verification, and historical record-keeping when needed.
  Certificates of participation: Upon request, a speaker may be issued a professionally designed ISQGD certificate for academic, promotion, or professional purposes. Because ISQGD relies on the official cloud recording as confirmation that a talk was delivered, a certificate cannot be issued if no recording exists.
  Technical guidance: Session organizers and speakers who are unfamiliar with Zoom cloud recording may request technical guidance or brief training from ISQGD leadership to ensure that recordings are properly created and archived.
  Recording procedure: For each individual talk, the session organizer or co-organizer must:

  • Start the Zoom cloud recording immediately before the introduction of the speaker;
  • Keep the recording active for the full duration of the presentation until the speaker formally concludes the talk;
  • Stop the recording promptly once the presentation ends. It is not necessary to keep the recording active during the discussion or question-and-answer session, so that participants may engage more freely with the speaker.
  Between talks: During the mandatory transition gap (minimum one minute), recording must remain turned off. A new recording must be started before the introduction of the next speaker so that each talk is archived as a separate and clearly identifiable recording.
  Applicability: This protocol applies uniformly to all ISQGD activities, including distinguished lectures, special sessions, workshops, mini-courses, and conferences.
• 10. Registration Policy
  General expectation: All speakers participating in ISQGD sessions are generally expected to complete registration. A registration fee may be required in certain sessions to support the sustainability, organizational infrastructure, and long-term development of ISQGD. The exact registration details, including any applicable fees, will be stated on the webpage of each individual session.
  Sponsored sessions: Sponsored or specially supported sessions may operate under alternative arrangements and may offer no registration fee or a reduced registration fee, depending on the nature of the sponsorship and the objectives of the session.
  Cancellation and refund: If a registered speaker withdraws from participation, the registration fee may be refunded provided that the withdrawal is communicated to the organizers before the announced registration or submission deadline. Requests received after this deadline will generally be considered non-refundable, except under exceptional circumstances reviewed by ISQGD leadership.
  Policy interpretation: ISQGD leadership may provide guidance in the interpretation and application of this policy to maintain fairness, transparency, and consistency across all ISQGD sessions.