2026 New Rules, Deadlines & Preparation – Your Questions Answered!

The One and Only Deadline: Wednesday, October 15, 2025

 

Rules of Submission:

• We must receive the Proposal Form completed in full at the time of submission
• If you are adding speakers to the proposal, they must:
  • be named on the Proposal Form from the outset (details below)
  • complete the Speaker Profile Form link provided within one week of the Proposal Form submission (details below)

Important Notes:

• Individual (one speaker), deep-dive presentations from airports, airlines, authorities, government agencies and universities will receive priority scheduling
• Airport, airline, authority, and government agency representatives will be the lead speakers
• Ensure you are available between March 17 - 19, 2026 (plus travel days) having applied for any work leave or visa required
• Incomplete Proposals, corporate profile, product, service or commercial sales pitch-type proposals will not be considered

Presentation and Panel Discussion Content:

• What, where, why, when, and how - the audience of your peers appreciates in-depth information; cover one topic from start to end - brief overviews of multiple topics have less value
• Learning Points – these are the key takeaways for conference delegates
• Panel Discussions contain multiple viewpoints and must be structured so that no one person dominates the conversation, and each different perspective is covered

Numbers of Proposals and People Allowed for 2026:  

• Airports, airlines, aviation authorities, government agencies and universities - can submit unlimited proposal forms consisting solely of airport, airline, aviation authority, government agency and university representatives in any combination

• All other companies (consultants, suppliers, manufacturers) can submit up to three Proposal/Speaker Profile Forms. Please organise this internally through your Communications team

Number of speakers allowed: 

• Individual presentation - one person
• Co-presentation - two people*
• Fireside chat or interview - two people*
• Panel discussion - up to four people** - including the panel moderator

*Must include one person from an airport, airline, authority or government agency

**Must include two people from airports, airlines, authorities or government agencies, any combination

**Each person on a panel discussion must be from a different company/organisation

Completing the Conference Proposal Form:

• If you are proposing a fireside chat or an interview you must note this in the co-presentation text box

The Proposal Form asks for:

• Lead speaker - full contact information and brief bio - up to 75 words
  • Speaker biography - write as your brief personal introduction for the conference. Include your experience in the industry and an interesting fact about yourself or a hobby
• Presentation/fireside chat/interview/panel discussion:
  • Title - up to 10 words
  • Synopsis – up to 100 words
  • Learning points – min. three points, max. five points of up to 150 characters each
  • You must not include people’s names, job titles or company names in the Title, Synopsis or Learning Points (unless it is an airport name/airline name/government agency name/university name)
• After Proposal Form submission, you'll receive a link to upload your colour portrait photo (head and shoulders) and landscape company logo, please do this immediately

Adding Additional Speakers/Panelists:

• Co-presentation, fireside chats and interviews – tick (check) the “Is this a Co-presentation” checkbox
• Panel discussions - tick (check) the “Is this a Panel Discussion” checkbox
• In the text box that appears after ticking the checkbox, add the name/s, job title/s, company/s and email/s of the speaker/s and send them the Speaker Profile Form link which they must complete within one week
• After Speaker Profile Form submission, they’ll receive a link to upload their colour portrait photo (head and shoulders) and landscape company logo, they must do this immediately, please let them know, thank you

Standard timings:

• Presentations/fireside chats/interviews: 5mins introduction, 20mins presenting, 5mins Q&A
• Panel discussions: 5mins introduction, 30mins discussion, 10mins Q&A

Selection Process:

• All proposals go through the selection committee made up of the conference director, airport and airline personnel and independent consultants
• Each proposal is given equal consideration for the merit and timeliness of the topic, the experience and knowledge of the speaker and how the topic would fit in with other chosen and invited subject matter

Response to Proposals:

• All proposals will receive the outcome response between Monday, December 15, 2025, and Friday, January 16, 2026
• Please note: some invited speakers and topics will be advertised earlier than the deadline

Presentation and Panel Discussion PowerPoint Files:

• For each successful presentation proposal, you will be required to provide a single PowerPoint file (and any associated files) by Monday, February 16, 2026
• For each successful panel discussion proposal, we will create a single PowerPoint slide with all panelists named on it. One PowerPoint file of up to 10 slides to support the discussion can be supplied by the Panel Moderator. We will not accept additional files from panelists

Successful Proposals Receive:

• Airport, Airline, Aviation Authority, Government Agency and University speakers, panelists, and panel moderators will receive complimentary access for the entire three-day event.
• Speakers, panelists, and panel moderators from any other company type will receive:
  • Individual presentations: the speaker will receive complimentary access for the entire three-day event
  • Co-presentations, Fireside Chats, Interviews and Panel Discussions – the co-presenters, panelists, and panel moderators will receive complimentary access for the day they are speaking, plus a 20% discount to register for other days

We Reserve the Right: 

• To edit and proof texts submitted to meet UKi Media & Events style
• To add or remove people from proposals that do not meet the rules
• To reassess the inclusion of a proposal at any time before the conference if text or speaker changes are requested

Please note: This is to uphold the standards and expectations of the conference

Speakers (making a presentation, your PowerPoint file):

• No personal/company laptops or other devices are used in the conference
• All files are pre-loaded onto our PCs and checked for viruses, corruption and content
• Practice your presentation to keep to time and without the need for notes
• You must ensure that you can obtain proof of permission to use all elements of your presentation, i.e. images, music, video

Conference Proceedings Website (CPW):
After the conference, all PowerPoint files presented at the conference will be made into PDF files and posted on the website for speakers and conference delegates to access. It could take up to two weeks for the website to be ready after the conference. Upon completion, you will receive a website address and password so that you can check your content.

Sensitive Information:
If you have sensitive information in your PowerPoint file, you may request that your file is deleted after your presentation has been made at the conference and that it does not appear on our website after the event.

If you have any questions, please contact us at: ptconference@ukimediaevents.com

Proposal Form