Presenter Guide
Session Selection and Notification
It is not ASCD's policy to fill in cancellations with new presentations, and unfortunately there is not a waiting list to fill in any openings at conference.
The current open call for proposals is for the 2013 Annual Conference in Chicago. Our online web program system opened January 15, 2012, and closes May 15, 2012. For more information about on becoming an ASCD Annual Conference Presenter, please check out our How to Become a Concurrent Presenter guide.
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Presenter Registration and Contracts
Who needs to register for conference?
All presenters, primary and secondary, must register for the conference. If you agree to present at Annual Conference, you agree to pay the registration fee.
I'm trying to register online and can't find the discount price. How do I register?
If you cannot see the discounted presenter registration price, please call our Service Center to register. Contact the ASCD Service Center at 1-800-933-2723 (toll-free) or 1-703-578-9600, then press 1. A representative can register you as a presenter.
Who needs to sign the presenter contract?
All presenters must sign a presenter contract. This includes panelists.
We have five presenters or a panel that's presenting with us. Do they all need to register and will all of their names show up in the program guide?
Yes, all presenters, including those on a panel, must register. However, only the first four presenters will quality for the discounted presenter rate. All others will pay the current registration price. The first four presenters ASCD receives will be listed as presenters; all others will be included in the session description. These names do count against part of your 500-character description.
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News & Information from the ASCD Staff
Annual Conference Staff will send out monthly notes to all presenters, with updates and friendly reminders about what's expected of the presenters each month. These should get to you each month. Examples of what's in the e-mails: information about ordering your audio/visual equipment, final room assignments and capacity, frequently asked questions and answers, on-site information, and more.
E-mails will come to you from one of the following accounts:
- The Annual Conference e-mail box
- Sari Houston's e-mail box (Annual Conference Project Manager)
- Tamika Williams's e-mail box (Annual Conference Coordinator)
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Webinars and PowerPoint Presentations
We'll be uploading the 2013 webinars in the fall. For past webinars, please download from the bulleted links below:
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Social Media and Networking Opportunities
As a presenter, you have a unique opportunity to network with attendees as well as with other presenters. Social networking also serves as one of the ways that ASCD and Annual Conference staff communicate with you.
We encourage all presenters to join ASCD EDge®, our social networking platform, to connect with attendees and other presenters. Not on EDge yet? You can join the 30,000+ and growing networking site easily by following this step-by-step how-to about getting started on EDge.
You can also follow updates about the Annual Conference on Twitter by following @ASCD for official ASCD updates.
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Book Signings, Book Sales, and the ASCD Center
It is not ASCD's policy to host book signings at Annual Conference with the exception of one session specifically for ASCD authors to meet and greet with attendees, moderated by staff.
ASCD also does not accept solicitations to sell books at the ASCD Center. If you're interested in selling your merchandise at Annual Conference, you must purchase exhibit space in the Exhibit Hall.
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Branding Your Session Handouts
To help create a more cohesive theme and brand for the Annual Conference, ASCD has developed PowerPoint templates that we encourage presenters to use to format their handouts. These will be available for download in January 2013.
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Uploading Your Session Handouts
It is the presenter's responsibility to upload handouts to ASCD's server. Only primary presenters can upload handouts.
Instructions for Uploading Your Presenter Handouts (compatible with both PC and Mac)
- Brand you session handouts by using one of ASCD's suggested template slides.
- Login to ASCD using your ASCD username and password.
- Click on the "Upload your presenter handouts" URL above or type http://www.ascd.org/conferences/acpresenterupload.aspx into your browser.
- This link will take you to a page titled ASCD Uploads. This page provides information on why ASCD wants you to upload your session handouts. It also provides information on how your attendees will access these handouts.The bottom portion of the page provides your handout guidelines.
- Once you’ve read the ASCD Uploads information page, you can log in on the upper right-hand side of your screen using your ASCD username and password. If you cannot remember your login information, please contact the Service Center for more instructions.
- Once you've logged in, you should see a new page titled My Sessions. The information for the sessions you are the primary presenter for should appear under the headings: Conferences / Session (ID) / Session Title.
- Click the Upload button that is next to your session information.
- You will be taken to a third web page that provides uploading instructions.
- To upload, use the Browse button to search for your handouts file. Once you’ve found it, the file path should appear in the window.
- Please read the upload terms of acceptance, click the box at the very bottom of the page that signifies you have read and agree to abide by the upload acceptance of terms, and click the button to upload your files.
- You will be taken to a page similar to the second page you visited that now shows your uploaded handouts file has been uploaded to the ASCD server.
Editing Your Previously Uploaded Handouts
To change the uploaded handouts, please repeat the upload process, uploading the new file or version of your handouts. Once you’ve uploaded your new handouts, you can then delete the old handouts to avoid duplicates or outdated copies.
Liability of Handout Content
Presenters are responsible for all content present in the handouts. Please ensure that you have all rights and permissions for the content you use. Please be aware that all content available in your handouts remains your responsibility. The ASCD Annual Conference staff does not edit any of your slides or pages, and you are responsible for obtaining any rights and permissions for content, such as but not limited to any graphics, texts, or other content not originated by the presenter. If you are including excerpts from a book, magazine, or web article, please make sure that written permission is granted from the copyright owner and that the excerpt includes proper citation (i.e., publication title, author, copyright notice of original source).
How Will the Attendees Access Handouts?
Attendees can access the handouts at www.ascd.org/achandouts two weeks before and four weeks after the conference. This information is also sent to attendees by e-mail as well as via several other ASCD communication channels. Handout how-to slips will also be available on-site at the Information kiosk in the Registration Area of the Pennsylvania Convention Center. After that period, the handouts will be removed from the site. Only registered attendees will be able to access uploaded handouts.
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Finding and Understanding Your Session Room Information
When Will I Get My Room Assignment?
All presenters have been sent their room assignments. Unless otherwise noted, all room assignments will be set theatre style, with a head table at the front of the room and one to four chairs. Water jugs and glasses are provided for the presenters.
Room Assignment and You Are Here
You might notice a room assignment listed for your presentation on our You Are Here site. Unless you have received an e-mail confirmation from ASCD verifying your room information, that room assignment is still fluid.
Room Set Up
You cannot change your room assignment or set-up once it is determined. We try to accommodate, but cannot guarantee, your requests about room set-up from the request you made during your session proposal.
Room Capacity
Room capacity is listed as the maximum number of attendees that a room can hold. ASCD cannot verify exact attendance.
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Audiovisual Equipment
We will not accept any order except for what we receive via the official order forms and verified through our A/V provider.
ASCD will provide the following A/V equipment to presenters at no charge:
- One cart
- One projection screen
- One LCD projector (you must order this)
- One cord to connect your laptop to the projector for PC users. Mac presenters must bring their own dongle.
- One wired lavaliere microphone for rooms that seat 60+
- One audio patch (this is included standard in your package)
Presenters may purchase use of the following equipment at an additional cost
- Laptops
- Smartboards
- Additional microphones or special requests for microphones
- Hardwired Internet
- Other special requests
Presenter Ready Room
ASCD provides a Presenter Ready Room, next to the Volunteer Office, that allows you to test your presentation with equipment similar to what's in the session rooms. We encourage you to take advantage of this opportunity before your presentation.
Set up and A/V Technicians
Your audiovisual equipment will be set up prior to your presentation. All you should have to do is show up to your room, hook up your laptop, and present. We do have certified A/V technicians on-site at conference to help with troubleshooting. However, please note that during each time block, there are 40 to 50 sessions taking place. In the instance that help takes a few minutes longer that you expect in arriving, we encourage you to have a backup option.
Wireless Internet in the Session Rooms
More information about wireless internet will be available in fall 2012.
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Address or Copresenter Changes
Once you have signed your contract, make sure to keep ASCD informed about any changes in your information. Adding, removing, or changing secondary presenters? Updating or changing your address? We need to know.
All changes must be submitted in writing. E-mail your updates to the Annual Conference staff and include all names of all presenters, their affiliations, city, and state EACH time you send a presenter update to help us keep accurate records.
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Working with Volunteers
Volunteers are assigned to assist presenters with their sessions. Although ASCD tries to secure a volunteer for each session, you are not guaranteed a volunteer for your session.
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Questions or Comments
Please contact the Annual Conference staff with questions or concerns about your session.
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