Concurrent Sessions

The workhorse of the conference is a standard 40 minute session from a single speaker or group of speakers in a traditional presentation style. Plan for around 30 minutes presentation time, and 10 minutes for Q&A/discussion.

Charleston Gaillard Center by Corey Seeman via Flickr

In-Person Presenter Checklist:

  • Please register for the conference if you haven’t done so already! The early bird registration deadline is September 22. In-person registration includes the virtual conference week: two for one!
  • Block out time on your calendar for your virtual conference presentation Q&A, which will be scheduled on the same day/time 3 weeks after your in-person presentation. Example, if you present on Wednesday, November 6, at 4:00 pm Eastern, then your virtual session will be scheduled on Wednesday, November 29, at 4:00 pm Eastern. (Details on how to connect for the virtual Q&A in Zoom will be sent in mid-October.)
  • Review these Accessibility Guidelines when creating your slides or other presentation materials.
  • Create your speaker profile on the Whova platform with a photo and bio by October 20.
  • Arrive to the meeting room location at least 20 minutes prior to your scheduled presentation time. Bring your slides on a thumb drive, or log into cloud storage to load slides onto the laptop provided at the podium. 
  • Each meeting room will be equipped with a laptop with internet connection, a projector/screen for slides, a remote for advancing slides, a podium microphone, and a floor microphone for audience Q&A.
  • If you have a co-presenter that is participating remotely, they can participate in the live via Zoom. There is no need for a pre-recorded video from remote presenters during the in-person conference week. Instructions will be sent in mid-October for how to join remotely via Zoom.
  • Each meeting room will be assigned a camera operator/technician who can help connect with any virtual/remote co-presenters. Please check in with them when you arrive in the meeting room to touch base.
  • See details on the Virtual Conference Week below.

Remote Presenter Checklist:

  • Please register for the conference if you haven’t done so already! The early bird registration deadline is September 22.
  • Create your presenter profile on the Whova platform with a photo and bio by October 20.
  • Log into the Zoom meeting room location at least 20 minutes prior to your scheduled presentation time. (Link will be sent by email.)
  • Please keep your camera turned off and your microphone muted unless you are speaking.
  • When the session moderator announces that it’s time for Q&A/discussion, please turn on your camera and microphone so that attendees can see and hear you. Audience members will be asked to use a handheld microphone so you can hear their questions, but the moderator can summarize/repeat as necessary. 
  • After the session ends, be sure to leave the Zoom room/log out as we will use the same link for the next presentation in that meeting room.
  • See details on the Virtual Conference Week below.

Virtual Conference Week: November 27 – December 1

  • All presentations will be recorded during the in-person conference week in Charleston, November 6-10. 
  • Your virtual presentation will be scheduled on the same day/time 3 weeks after your in-person presentation as outlined above.
  • The video recording will be started automatically at the scheduled start time. Answer any attendee questions or respond to comments in the text chat during the video broadcast.
  • After the video recording ends, all attendees and presenters will be placed in a Zoom meeting room for Q&A/discussion. Attendees can turn on their cameras and mics to ask questions, or use the text chat function. 
  • A volunteer moderator will be present in each session to help as needed, and Help Desk/Technical Support will be available.
  • All presenters, whether you initially presented in-person or virtually, are invited and encouraged to participate in the virtual Q&A/discussion period. At least one presenter from each session is required to attend.
  • Presentations will be available to watch on demand for three months following the virtual conference.

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