Proceedings Submission Guidelines

Proceedings Paper Submission Guidelines

Follow these general organization and format requirements to submit a proceedings paper or Praxis video/machinima for review. Please note that these submissions will be reviewed by the Journal of Virtual Studies (JoVS). The VWBPE 2021 proceedings will be published in JoVS approximately 6 weeks after the conference.

The person submitting the paper is considered to be the lead author and will be the point of contact for all communications. Subsequent authors / co-presenters should be listed in the order to be published.

Paper Format

Praxis video format information is found in the Special Category Considerations: Video/Machinima section.

All proceedings paper submissions should use the APA style of formatting, which includes guidance for heading structure, organization, in-text citations, and reference list. APA Style guides are available online. Paper submissions should adhere to the following guidelines:

  • File type: MS Word (.doc or .docx) or .rtf
  • File size limit: 5 MB
  • Length: 5-10 pages
  • Format: Double spaced1
  • Abstract: 100-150 words
  • Keywords: 2-4
  • Tables, charts, diagrams, images: submitted as separate files (include inline message in text, “Recommend insert Figure 1 here”). 15 MB max. File types: jpeg/jpg, png, zip, or gzip
  • Captions for above: separate page at end of paper submission with list of captions for each
  • Image and diagram copyrights: documentation for images or diagrams that were not created by the author should be included to indicate copyright permissions.

1 Double spacing is required for review purposes. Final papers for publication will be formatted single spaced according to APA guidelines.

Paper Preparation for Blind Review

Blind reviews ensure fairness of the selection process. Please ensure that your paper submission has been blinded to support the blind review process. Papers that have not been blinded properly will be returned to the author, unreviewed.

Employ the following tactics to properly blind paper submissions:

  • If you include a title page and running head, remove author names and affiliation information.
  • Do not include any acknowledgements in the paper.
  • Authors may cite themselves, as long as they cite themselves in the third person.
  • DO NOT replace reference citation with “author”. Use real citation.
  • Remove author information from the file properties, including any images and table submission. This short video tutorial (enable captions, if needed) shows you how to remove author information from a file: https://youtu.be/RcBvczrqWec

Author information is requested during the submission process, and then added to papers that are accepted for publication based on that information. Please make sure that all authors and their affiliations are included in the submission form.

Special Category Considerations: Papers

In addition to the VWBPE track, proceedings papers, or videos / machinima must be submitted under one of the three JoVS categories: Research, Praxis, and Conceptual. Please review the category descriptions to determine which one best fits your paper.

All papers should demonstrate appropriate usage and correct grammar, active voice, smooth organization, and transitional conventions that flow ideas from one section to the next. However, each category has its own unique qualities to consider when preparing your paper.


Research Category Paper Components

  • Literature review
  • Methods
  • Data collection and analysis
  • Instruments and participants (where relevant to the methodology)
  • Results or Findings
  • Implications and conclusions

Research category submissions must include confirmation of an IRB or similar review for the protection of human subjects, where relevant to the research methodology.


Conceptual Category Paper Components

  • Introduction and Context
  • Theory, framework, or concepts
  • Supporting literature for all points made to support a stated thesis
  • Implications and conclusions


Praxis Category Paper Components

  • Introduction
  • Relevant theory or frameworks that guide the praxis
  • Literature review that sets up a context
  • Processes undertaken
  • Lessons learned
  • Implications and conclusions

Video or machinima submissions will be considered for the Praxis category.

Proceedings Video/Machinima Submission Guidelines

Special Category Considerations: Video/Machinima

Video or machinima may be submitted for the praxis category, but consider that it is a medium that expresses ideas, events, or people cinematographically. Therefore, the typical components of praxis should express them in video or machinima in the following way:

  • Introduction and relevant theory, frameworks, or concepts as a narrative
  • Processes undertaken are expressed through creative organization and expressed using music, voice, or video footage
  • Lessons learned and implications may not necessarily be a separate section, but woven into the fabric of the story, although clearly expressed as lessons learned and implications, in whatever form they take in the video
  • No slide deck, ‘podium-style’, or talking-head type presentations with voice over will be accepted to this category
  • Accessible through in-video captions or a separate transcript of the video submitted
  • Include credit roll for cinematography contributions
  • Submit a separate file with all sources relevant to the project or processes described

Video Format

Video Format Information

  • File Type: MP4
  • File Size: 60MB Max
  • Video Length: 5-15 minutes

Please note that video file sizes and length are determined by several factors in the production of the file, with higher resolutions and frame rates rendering larger file sizes. Therefore, you may need to tinker with and adjust various video encoding parameters in order to ensure your file stays below 60 MB. The following parameters are recommended for a video of 10-15 minutes in length:

Video Preparation for Review

Video Preparation for Review

Because of the story telling nature of a video format, it is very unlikely that a double blind review process will be possible. Therefore, if the author is also the narrator of the video–or appears prominently throughout–the video will not be blinded, or it will destroy the story and file. While reviewers may be aware of the author’s name, the authors will not know the reviewers. As a result, the following are allowed:

  • Acknowledgements
  • Author speaking of him/herself in the first person
  • Full credits with real names at the start and end of the video