Information for presenters

IMPORTANT DATES FOR PRESENTERS:

  • SEP 22:  Call for Session Proposal deadline

  • OCT 1-15: Submitters notified if their session proposal has been accepted

  • DEC 10:  Conference registration opens

  • JAN 15:  Deadline for presenters to complete online registration process

  • FEB 1:   Finalize session details.

  • FEB 15:   Deadline for submitting specific equipment needs for your presentation

  • MAR 6:  Deadline for software to be loaded on lab computers (hands-on sessions)

  • MAR 11:  Presenters submit materials and handouts for conference web site

  • MAR 18-19: Library Technology Conference

PRESENTER REGISTRATION FEES

Presenters are encouraged to participate in as much of the conference as their schedule will allow.  To help facilitate this, the individual designated as the Session Coordinator for each session will be given a single day complimentary registration to the conference.  This allows them to attend the conference on the day that their session is scheduled with no registration fee.  If the session coordinator chooses to attend the full conference, they will be expected to pay only the single day registration rather than the full conference registration rate.  Unfortunately, we are unable to extend complimentary registrations to co-presenters.  Co-presenters are expected to  pay the regular registration fees for attending the conference.  Any presenters who  are planning to attend the conference only to present during their session will not be charged a registration fee.

All conference presenters, including presenters who are only planning to attend the conference for their own session, must complete the online registration process.  This allows conference planners time to coordinate lunch and session preferences for all conference participants.  Registration will be made available in early December.  The deadline for all session presenters to register is January 15, 2015.  No complimentary registrations will be given to presenters who fail to register by this deadline.  If a presenter has not registered by the deadline, their participation in the conference as a presenter also may be cancelled.

All concurrent session presenters are responsible for making their own travel arrangements and coordinating accommodations while attending the conference. Please see the conference hotel web page to get additional information on conference hotels and other travel information such as directions to the Macalester campus and parking information.

PRESENTATION MATERIALS AND HANDOUTS

In an effort to keep the conference as ‘green’ as possible, we ask that presenters only bring printed handouts that are absolutely necessary. All presenters are expected to provide presentation materials (Powerpoint file, etc) and any additional supporting handouts to be made available to participants on the conference web site and to be placed in the conference repository. The deadline for presenters to do this is March 11th. Submission in PDF or PowerPoint format is preferred. These should be sent to libtechconference@macalester.edu. Presenters who choose to distribute print handouts are responsible for duplicating these on their own.

RESOURCES AVAILABLE IN PRESENTATION SPACES

Both wired and wireless internet as well as projection capabilities will be available in all conference presentation spaces. Presenters can also request use of a laptop (Windows or Mac) for use during your presentation. If other resources are required, the conference organizers will consider them but cannot guarantee that every request will be fulfilled. No changes can be made to the presentations spaces after March 15th. Please e-mail libtechconference@macalester.edu with questions about additional needs.

LOADING SOFTWARE ON LAB COMPUTERS

We recognize that specific software may need to be installed and made available on presentation and/or lab computers, especially for lab-based hands-on sessions. We will work with presenters to facilitate this prior to the dates of the conference. Presenters needing to have software available should contact lib tech conference@macalester.edu to coordinate this effort. Arrangements for the loading of software on conference computers must be made no later than March 6, 2015 or these request may not be able to be accommodated.

SCHEDULING OF SESSION

Session details need to be finalized no later than January 31st, 2015. Conference planners will be in contact with the primary contact person for each submitted session proposal to coordinate the gathering of this information.  Each concurrent session will be assigned a time slot in the conference program by January 31, 2015. Every effort will be made to schedule sessions during time slots that are convenient for presenters.  However, we regret that specific time requests may not be able to be met. It is the responsibility of each presenter to inform conference planners of any scheduling restrictions that may exist for their session when submitting your proposal. Once this has happened, conference planners will make a reasonable effort to accommodate specific scheduling restrictions and will work with presenters to find an appropriate time slot for their presentation.

SESSION FACILITATORS

Every effort will be made to provide a ‘session facilitator’ for each concurrent session. The responsibilities of session facilitators will be to coordinate the timely start of each session and to introduce the presenter(s), to respond to any equipment issues and to promptly contact conference support to resolve any issues, and to help facilitate the question and answer period at the end of each session.  The session facilitator will be there to address any concerns or issues so that the presenter can focus on readying their presentation materials.  Session facilitator information will be shared with session presenters prior to the conference, and facilitators will be encouraged to touch base with presenters prior to the session time.