These are basic guidelines that each CEEGS conference should comply with. Specific details and recommendations regarding each annual conference arise from the discussion between the Chapter Executive Board (CEB) and the Local Organizing Committee (LOC).

1. Open call for papers

• There is an open call for papers (or abstracts).
• The Call for Papers is published at least six months before the conference, the notification date is at least three months before the conference.
• The LOC is primarily responsible for writing the CFP but the CEB provides consultation and has to approve it.

2. Submissions

• All submissions undergo blind peer-review process by at least two, preferably three reviewers from the approved Program Committee. Submissions are judged based on the quality of their scholarship and their contribution to the field of game studies.
• All participants have an option to consent or opt out of having their abstracts public. Abstracts of papers by consenting authors are available before the conference either digitally or in print.

3. Website

• The LOC is responsible for the conference website for a given year. It should contain basic information about the conference location and the text of Call for Papers at the time of the Call’s publication.
• DiGRA CEE does not own their own EasyChair access, and so the local committee is required to purchase the license.

4. Conference fee

• The conference fee is affordable for Master’s and Ph.D. students, as well as for independent scholars and developers. The local Organizing Committee will provide assistance to students seeking cheap transportation and accommodation options, and list these options on the conference website.
• Invoices for fees should be sent out to participants ahead of the conference. (Note: in order to facilitate the process, you can ask for participants’ address/university invoice details in the registration form)

5. Funding and sponsorship

• CEEGS only accepts funding from commercial companies given that no extra promotion of such companies is conducted at the conference except acknowledgment in the program brochure, on the posters (logo only), and in the introductory and/or final addresses of the conference. We allow no banners, leaflets or product promotion. Local organizers are discouraged from seeking the sponsorship of large game industry entities to avoid the conflict of interest and ensure the freedom of opinion on presented case studies.
• In case of external sponsors, they should be presented to DiGRA CEE CEB  before any binding agreeement.

6. Inclusivity

• The conference will be organized in a way that respects the values of diversity in the study of digital and non-digital games, as well as in game cultures. It will adhere to the DiGRA Code of Conduct: http://www.digra.org/the-association/code-of-conduct/
• The conference call will not discriminate against and in its Calls for Papers will explicitly welcome scholars of games of all kinds, including digital, non-digital, live action role playing etc.
• Photographs from the event should not be posted without the participants’ consent.
• The registration form must include questions regarding disabilities and accessibility requirements. Efforts should be made to ensure that no participants are excluded from the conference on these grounds.
• The program should clearly indicate whether there are coffee/tea breaks and whether food is provided within them. Apart from vegetarian/vegan options, it is beneficial when the provided snacks vary in size (e.g. sandwiches, but also fruit or cookies) to accommodate various needs and ensure accessibility.
• A quiet room should be made available on site. An effort should be made to ensure that its location and arrangement provide a quiet space for participants who are overstimulated, fatigued, etc. If possible, the room should be equipped with tea or snacks, comfortable place to sit, and should allow for privacy (e.g., seating that forces people to sit in front of each other or facing each other is discouraged)
• Attendance of journalists, students, and other members of the public (especially educators, representatives of non-profit organizations, state or municipal officials etc.) is encouraged and promoted.

7. Name tags

• The design of the name tags is up to the local organizing committee.
• The tag should be big enough for the participant’s name to be easily readable; for the same reason we recommend it to be printed on both sides.
• The tag should have a clearly indicated space for pronouns.

8. Program

• CEEGS should provide ample space for networking and socialization.
• Each CEEGS conference will give space to participant feedback during closing remarks.
• Each CEEGS conference will host a General Assembly of the DiGRA CEE chapter, where participants can share feedback about the current conference and offer suggestions about the next. The  DiGRA CEE Chapter elections take place during the assembly.
• Program should be available in a PDF format on the website to download in advance. It should be created on a white background to allow printing.
• Program for the conference and for specific rooms should be clearly visible in the rooms and, if possible, coffee break spaces. This information can be printed on posters/flyers or displayed on computer screens (to be visible in the corridors or between the panels in the specific rooms)
• All sessions should be chaired. Track chairs and PC members participating in the even in person will offer their help for chairing. Appointing session chairs is the responsibility of the Program Chair and can be consulted with the LOC.