Presenter Guidelines

• Helpful Videos
• General Information
• Guidelines for Workshop Instructors
• Poster/Demonstration & Corporate Demonstration Presentation Guidelines
• Minimum Equipment Standards
• Recorded Keynote Talk Examples

Helpful Videos from AACE/SITE

How To Work a Conference to Make it Work for You!

This 5-part video series was produced by Catherine Fulford for AACE.

Make Your Posters Great

Why posters are beneficial, how to make them reflect you, look great, and what to avoid. Produced by Catherine Fulford for AACE.

General Information

Your Presentation:

Approximately 1000 colleagues from 60+ countries will participate in this conference and any number of them could attend your session. Plan to communicate effectively during your presentation:

• Make use of the equipment provided to demonstrate and enhance your ideas as much as possible.
• Attendees may have already read your paper before attending your presentation; prepare to communicate elements of your work that are not easily conveyed in print.
• You may want to review the conference proceedings to gain a better understanding of your colleague’s work, similar interests, or potential for exchange and discussion.

If the presentation prior to yours is canceled, please wait to begin your session at the appointed time so that all those who plan to attend your session can.

Registration:

All Presenters attending the conference must register and pay the registration fee. At least one presenter must register before the early registration deadline to ensure inclusion in the Final Program. Other presenters for the same session may register onsite.

Guidelines for Workshop Instructors

Honorarium and Registration

In appreciation for your contribution, you will receive complimentary registration for one presenter. To confirm your workshop, you must register by the workshop deadline (two weeks notification).

Note: If you wish to limit the number of attendees in your session, please let us know immediately. Otherwise, the limit will be based upon the maximum number that the room and equipment can support.

Handout Materials

For Workshop presentations, you highly encouraged to provide handout materials as a supplement.

You are responsible for making your own copies prior to the conference. You will be notified approximately a week prior to the conference of the number of pre-registered participants for your session.

The conference will reimburse you up to $3 per participant for the cost of photocopying handouts. Please turn in your photocopying receipt and your reimbursement will be included with your honorarium.

The conference cannot be responsible for shipping costs associated with your session.

Workshop Evaluation Forms should be picked up at the Registration Desk prior to your session.

On the Day of Your Session

A conference worker will be assigned to collect tickets at the door. Please do not allow people without a ticket to enter the presentation room. If individuals arrive after tickets are collected, please ask for their ticket and turn the tickets in at the Registration desk immediately after your session.

You are requested to have each participant complete the Evaluation Form before leaving the session. Collect the forms and hand them in to the Registration Desk immediately after your session.

Please contact the Registration Desk in case of any equipment problems or other difficulties.

Thank you in advance for your contribution toward making this a beneficial experience for your workshop participants.

Poster/Demonstration & Corporate Demonstration Presentation Guidelines

General:

All Presenters attending the conference must register and pay the registration fee. The primary presenter must register before the early registration deadline to ensure inclusion in the Final Program.

Descriptions:

Remember to watch the video Make Your Posters Great for presentation guidelines and tips!

Poster/demos will be grouped together in open exhibition-style; this is an informal event with a circulating audience. Immediate interest plays a big role in whether someone will stop to discuss your poster/demo. Effective posters include large graphics that are easily seen from 15 feet. Type that is 12 pt size or smaller is all but invisible to the audience, and small photos or images on 8-1/2 x 11″ sheets are difficult to see.

The most successful demonstrations are those that are relatively brief to permit easy access for new audiences and those in which the audience can actually participate.

Posters/Demonstrations (2 hours): These sessions enable presenters to demonstrate and discuss research, development and applications in progress to gain feedback and to establish contacts. Presenters will be required to provide their own software and hardware. Table and poster board will be supplied.

Corporate Demonstration (2 hours): Demonstrate and discuss your company’s products, services, developments, applications, and research, gain feedback, and establish contacts. Not included in the Proceedings. Format Scheduled during Poster/Demonstrations.

Equipment:

The following materials will be provided for Poster/Demos & Corporate Demos only:

• 6 foot long table
• Two (2) chairs
• 4 feet high x 8 feet wide poster board
• Electricity is provided only if requested to info@aace.org by the confirmation deadline. 
• Internet connection (wireless access is included for all registrants)

The Conference does not provide equipment. If you need computers, or any other equipment you will need to bring your own or rent equipment. Bear in mind that overhead projectors and slides are not a workable presentation style as the room is large, well-lit and there is no room for a screen. If you need other equipment, rental information can be provided by contacting tech@aace.org.

Please bring your own office supplies, such as tape, scissors, push pins, etc. The Conference will try to have some on hand, but can’t supply everyone.

Shipping: You should have your materials shipped to your hotel room. The Conference staff cannot receive materials for you — do not have them shipped to the registration desk. We cannot accept responsibility for your shipment.

Minimum Equipment Standards

MEETING ROOM AV/EQUIPMENT

Please note that the conference cannot provide equipment for Poster/Demos, Corporate Demonstrations, or Roundtables.

FULL & BRIEF PAPERS
PANELS
SYMPOSIA
CORPORATE SHOWCASES

HARDWARE (Minimum specs):

ROUNDTABLES
POSTER/DEMONSTRATIONS
CORPORATE DEMOS

No audio-visual or technical equipment provided. However, there will be conference-wide WiFi available for all paid attendees.

GENERAL INFORMATION

You should consider bringing:

• Your laptop
• Power adapter for non-US equipment (or US equipment if in Europe).

All data projectors will connect with your laptop, PC, or Mac using a standard HDMI cable.

If you have questions or encounter difficulty when technical staff is not immediately available, go to the conference registration desk. Staff can contact technical assistance for you.

To review or modify your presentation on site, we recommend that you load software, double-check your presentation and make changes on the equipment you will be using during your presentation. The best times to access your presentation room is early morning, prior or during the keynote, or during lunch before the afternoon sessions.

POSTER & DEMONSTRATION INFORMATION

The following standard materials will be provided for Poster/Demo presentations only:

• Approximately 6’ long table
• two chairs
• Approximately 4’ high x 8’ wide poster board
• electricity source

The conference does not provide equipment for Poster/Demos or SIG discussions. If you need computers, or any other equipment you will need to bring your own or rent equipment. Bear in mind that overhead projectors and slides are not a workable presentation style as the room is large, well-lit and there is no room for a screen. If you need other equipment, rental information is provided. Standard set-up time for all poster/demo and corporate demonstration sessions is 3:00 PM on the day of presentation.