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Before the Conference

When will I be notified regarding the status of my proposal?

You will receive an email notification regarding the status of your proposal no later than March 1, 2019. 

Do I need to make my own travel and hotel reservations? 

Yes, you will need to book your own travel and hotel. Be sure to book your hotel early, as our group blocks tend to sell out quickly. Visit the Venue page in the spring for more information and for the hotel reservations system. If you are an invited member of the Advanced Placement Development Committee, please contact us at [email protected] for detailed booking instructions.  

Will I need to register for the conference? 

All presenters will need to register for the conference. You will receive a presenter discount on your registration fee. The presenter discount cannot be combined with any other discounts. 

May I bring family or colleagues with me? 

Certainly, however only those who have registered for the conference will be permitted to attend most conference functions. Companion tickets may be purchased for meals and some plenary events. 

How should I prepare to deliver my session? 

Aim for engaging attendees as active participants and avoid lecturing for the full session. Participants have indicated each year in our surveys that the best sessions they attended were the ones where activities and participation were a big component. Also, prepare to bring or provide digital access to handouts. We will not be able to facilitate this on our website, so be sure to prepare in advance.

Participants prefer to leave an informative session with something representing what they've learned in-hand or available to them online. In addition to these tips, it is suggested that you rehearse your presentation and time yourself. Be sure to leave time at the end for Q&A. 

Will I be given a PowerPoint template to use? 

You will be sent a template with full conference branding. Use of the template is suggested for uniformity, but not required.

During the Conference

When I arrive at the event, do I need to officially check in? 

Yes. Be sure to check in with the registration desk at the conference to receive your name badge, conference program, venue map, and ask any last-minute questions you may have about your upcoming presentation. Checking in with the registration desk also lets our event planners know that you’ve arrived.

What audiovisual equipment do you provide for a standard session or workshop? 

Presenters have access to a projector, screen, speakers, and standard VGA cables for a PC laptop. Bring your own laptop, as well as your own connectors if you plan to use a Mac computer. If you feel that you'll have additional AV needs for your session, reach out to your conference liaison. Remember, internet access is not a standard provision at our events. Requests for additional AV are considered but aren’t guaranteed approval.

Do I need to bring my own handouts or will they be printed for me? 

You will need to bring your own handouts. You’ll be sent an estimate of attendees several weeks before the conference. Should you need more handouts after your presentation starts, runners are on-site for copying needs. You may want to consider digital access to your handouts instead—perhaps DropBox, Google Drive or some other file/document sharing platform. 

How many handouts should I prepare for my session? 

An estimate based on numbers of registered attendees will be sent to you in June. You will be responsible for duplicating your own handouts and bringing them to the conference. 

What should I do if I run out of handouts during my session? 

Please be sure to prepare for the number of attendees we estimate for your session. If you run out of handouts during the session, ask an AV runner (available in the halls of the conference venue) to make additional copies for you. 

How early can I arrive to check on my session room? 

As early as 20 minutes before your session. Please try to arrive no later than 15 minutes before your session is scheduled to start. 

How are the rooms set up during the main conference? 

Theater style seating (only). No exceptions can be made.

Will someone be available to help me if I need help in my session room? 

Absolutely. Session monitors will be available on the day of your session. They will be assigned a block of rooms to monitor, and you should be able to find them in the hall just outside your session room. They will be wearing black. 

What if I have AV or connectivity issues during my session?

AV runners will be available and walking the halls of the venues to ensure that all your needs are met. Flag one of them down and ask for their assistance. 

Can I deviate from my original proposal description? 

It is preferred if you do not stray from your description when you present. Participants will expect the topic to be the same as what we have displayed in our program, and they generally dislike surprise changes in content. 


After the Conference

Will you post my presentation on the event website after the event? 

Unfortunately, we’re unable to post session presentations to our event websites. We recommend you remove any proprietary information before sharing any presentations.

Will the conference program be available online after the conference? 

Yes, it will be on the website until registration opens for the next year’s conference.

How soon after the conference can I submit a proposal for next year? 

We typically begin accepting proposals for the next year's conference approximately three weeks after the current conference has ended. 

If you have a question about presenting that isn't answered here, contact us at [email protected]