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Preconference Seminar Speaker Frequently Asked Questions

Contents

1. Some details about my seminar have changed. How do I let someone know about this?
2. When is my session scheduled to take place?
3. What audio/visual equipment is available?
4. Is there a speaker room where I can practice my presentation?
5. What software will be available on the computers provided in the meeting rooms?
6. Will I have access to speakers for sound from my computer?
7. What if something goes wrong with the technology during my presentation?
8. What if I need help connecting my computer to the projector and the Internet?
9. Is there an EDUCAUSE 2007 PowerPoint template? Am I required to use it?
10. How will my seminar meeting room be set up?
11. How many people will attend my seminar?
12. Is there a special registration fee for speakers?
13. Is it possible that my seminar could be canceled if not enough people register for it?
14. Will EDUCAUSE provide reimbursement for travel and lodging?
15. You've requested my brief bio. How will it be used?
16. How long should my bio be?
17. There are multiple presenters for our presentation. Can we submit our bios all together?
18. What are my responsibilities for participant materials? When are they due? Are they required?
19. I'm including copyrighted material in my participant materials. Am I responsible for obtaining permission?
20. How do I obtain copyright permission?
21. Will someone introduce me before I speak?
22. Will attendees evaluate my session?
23. When is the breakfast for seminar speakers and conveners? Am I required to attend?
24. Will my seminar be audiotaped?
25. Will my seminar presentation be included in the postconference proceedings?

Questions and Answers

1.	Some details about my seminar have changed. How do I let someone know about this?
	Any time you have changes of any kind, please notify Speaker Liaison Victoria Fanning .    PLEASE NOTE: Since registration has already opened, we CANNOT change the title of your seminar.
2.	When is my session scheduled to take place?
	All preconference seminars take place on Tuesday, October 23. Morning seminars are held from 8:30 a.m. to 12:00 p.m. Afternoon seminars are held from 1:00 to 4:30 p.m. Full-day seminars are held from 8:30 a.m. to 4:30 p.m. You can find your session listing on the conference program page, by searching for your name in the complete listing of speakers.
3.	What audio/visual equipment is available?
	Standard technology:   Every seminar room will have the following audio/visual equipment available.    * One corded lavaliere microphone  * One podium microphone  * Sound patch for laptop audio  * Projection screen and projector (at least 1024 x 768)  * EDUCAUSE-provided computers. These computers will be connected to the Internet and to a projector. The computers will have a floppy, CD and DVD drives available, as well as USB ports. Microsoft Office (Word, Excel, PowerPoint, Access), Acrobat Reader, Internet Explorer, Firefox, WinZip, Windows Media Player, Real Audio, Macromedia Flash Player, Macromedia Shockwave Player will be installed.    --------------------------  Additional AV:   If you have additional A/V needs such as the ones listed below, please contact Victoria Fanning.    * Laptop(s): If you plan to use your own laptop, please write to Victoria Fanning with that information, and make sure your laptop can connect to a standard VGA. Please note that we strongly encourage presenters to use the in-room computer.    * Flipcharts: If you need flipchart(s), please write to Victoria Fanning with how many you need (i.e. 1 at the head table and/or 1 for every 5 attendees registered).    * Set changes: The maximum number of registered attendees will be 60 per seminar. All seminars will be set up classroom style, so please write to Victoria Fanning if you're interested in changing to rounds. If you have a half-day seminar and haven't already sent an e-mail, we may be unable to accommodate set change requests.
4.	Is there a speaker room where I can practice my presentation?
	Each speaker is strongly encouraged to check into the Speaker Staging Room (Room 309 of the Convention Center) well in advance of his/her presentation.
5.	What software will be available on the computers provided in the meeting rooms?
	The computers in the speaker staging room and those provided in the meeting rooms will have the following applications available:    Microsoft Office (Word, Excel, PowerPoint, Access), Acrobat Reader, Internet Explorer, Firefox, WinZip, Windows Media Player, Real Audio, Macromedia Flash Player, Macromedia Shockwave Player
6.	Will I have access to speakers for sound from my computer?
	Yes, a sound patch for laptop /computer audio will be provided in every session room.
7.	What if something goes wrong with the technology during my presentation?
	In the event of malfunction of audio/visual technology or other logistical challenges, the convener of your session has been instructed to step outside your meeting room and summon an EDUCAUSE staff member who is on a radio to help. Staff will also check each meeting room during the breaks between sessions.
8.	What if I need help connecting my computer to the projector and the Internet?
	It is expected that each speaker know how to use a projector with his/her computer, and that it is equipped with a standard VGA output. However, technical staff will check your meeting room before your session begins to make sure all is well.    If an Internet connection is vital to your presentation, please be prepared with contingency plans in the event that connectivity is lost.
9.	Is there an EDUCAUSE 2007 PowerPoint template? Am I required to use it?
	An EDUCAUSE 2007 PowerPoint template is provided for your convenience, but use of the template is not required.
10.	How will my seminar meeting room be set up?
	All rooms will be set classroom style unless rounds were requested in advance.
11.	How many people will attend my seminar?
	The maximum number of registered attendees will be 60 per seminar. However, the actual number may be less and you will be notified of your attendance after the early registration cut off date of September 25.
12.	Is there a special registration fee for speakers?
	Each speaker must register for his or her own seminar, which is of course complimentary. Also, every half-day seminar group is entitled to TWO FULL CONFERENCE complimentary registrations, and every full-day seminar group is entitled to FOUR FULL CONFERENCE complimentary registrations. NOTE: These complimentary registrations are intended for seminar speakers only.    You have received instructions from speaker liaison Victoria Fanning on how to obtain the complimentary registrations to which you are entitled. Please follow her instructions, or contact Victoria for assistance.
13.	Is it possible that my seminar could be canceled if not enough people register for it?
	Enrollment in preconference seminars will be checked periodically for a registration count and any decision to cancel a seminar because of low enrollment will be made and communicated to you by September 26 (after the early registration cut off date).     It is important to note this policy because we cannot cover costs for any advance airline ticket purchases, penalties, or other similar expenses. However, if we have to cancel your seminar, you will still receive a complimentary conference registration.
14.	Will EDUCAUSE provide reimbursement for travel and lodging?
	You are responsible for your own airfare and hotel room. In order to access the hotel reservation system you will first need to register and then access the hotel page.
15.	You've requested my brief bio. How will it be used?
	This information will assist your session convener in preparing a brief introduction to your presentation, and will also be linked to your name on our Web conference program.
16.	How long should my bio be?
	A bio of about 100 words is ideal. Please submit narrative text, with no bullets, please.    Here is an example of an effective bio:    Deborah Keyek-Franssen is the Lead IT Initiatives Coordinator at the University of Colorado at Boulder, where she plays a significant role in strategic planning and policy development for information technology infrastructure and programs. Recent projects include the fall 2001 educational technology strategic planning process; the campus-wide 2002 information technology strategic plan; and work on the next phase of ATLAS (the Alliance for Technology, Learning, and Society). Deborah completed her Ph.D. in German Literature at the University of Michigan, where she also earned a master's degree in Higher Education Administration from the Center for the Study of Higher and Postsecondary Education, and a graduate certificate in Women's Studies.
17.	There are multiple presenters for our presentation. Can we submit our bios all together?
	Each person’s bio is attached to his/her individual database record, so it is necessary to submit each bio separately.     Please submit your Biographical Information by establishing or updating your EDUCAUSE Profile .
18.	What are my responsibilities for participant materials? When are they due? Are they required?
	Each participant will receive seminar materials, which will include a title page and registration list (produced by EDUCAUSE) and copies of any visual aids and additional readings (produced by the speaker). Electronic files are preferred (PowerPoint, Word, PDF) though we will also accept one-sided camera-ready documents. These materials are REQUIRED. EDUCAUSE will handle the printing and distribution of all seminar materials if received by September 10.
19.	I'm including copyrighted material in my participant materials. Am I responsible for obtaining permission?
	It is the responsibility of the seminar speaker(s) to obtain copyright permission. Copyrighted material that has not been cleared for reproduction will not be printed. The seminar budget includes limited funds to pay for copyright permission, so it is important that the speaker clear any expenses for this with speaker liaison Victoria Fanning.    EDUCAUSE respects the intellectual labor and creativity of others. In the spirit of sharing information, let's not lose sight of acknowledging the source. In some cases, the acknowledgement may be a simple statement recognizing the source from which the material came.
20.	How do I obtain copyright permission?
	Note: Our budget includes limited funds to pay for copyright permission. Therefore, it is important that any expense be cleared with Victoria Fanning.    --Direct your requests for permission and/or reprints to the publisher's copyright and permissions department. In magazines and newspapers this contact information is usually available in the masthead.    --Allow adequate lead time--at least 4 weeks.    --Provide as much information as possible to the publisher on the copyright holder, i.e., name and date of publication, title of article, page number.    --Provide information on where the material will be used and for what purpose. Note: If materials are being used for an EDUCAUSE activity, be sure to indicate that EDUCAUSE is a 501(c)(3) not-for-profit association and that we are using this material in a professional development opportunity for members. Sometimes permission to reprint is granted at no charge under these circumstances.    --Clarify any charges associated with the permission to reprint. You will need to determine if the publisher will provide copies or if they are giving you permission to copy. Most places give you permission to copy or retype, so the fee you are paying is for permission only.    --If the publisher is giving you permission to reprint, ask that the publisher provide you with the credit line in writing. You will have to include the credit line on the document. (For example, "Copyright 1990 by Journal of Systems Management, Cleveland, OH. Reprinted with permission.")    --If the publisher is providing you with reprints, request the number of reprints needed.    --Get from the publisher a contact name, address, fax, and telephone number.
21.	Will someone introduce me before I speak?
	Yes, each seminar has been assigned a convener who is also an attendee at your seminar. He/she will introduce the speakers for your session. Your convener is also responsible for obtaining help in the event of malfunction of audio/visual equipment or other logistical challenges by going to the EDUCAUSE registration desk to summon assistance.
22.	Will attendees evaluate my session?
	Conveners will be asked to hand out and collect paper evaluations to all seminar attendees. Speakers will receive summaries of the evaluations for their session in December.
23.	When is the breakfast for seminar speakers and conveners? Am I required to attend?
	A continental breakfast for seminar speakers and conveners will be held from 7:15 to 8:15 AM in Ballroom 6B on Tuesday, October 24. You are encouraged to attend, since the convener of your session is required to be present and will want to meet you in advance of your session.
24.	Will my seminar be audiotaped?
	No. Because attendees pay an extra fee to attend preconference seminars, your content will not be taped.
25.	Will my seminar presentation be included in the postconference proceedings?
	You can upload your file or URL before or during the conference if you wish, or you can wait for an invitation to do so from the speaker liaison, which will come within a week after the conference. These materials will then be included in the online conference proceedings and EDUCAUSE Resource Center.     Please note that if you believe your materials are valuable only to your seminar attendees, Victoria Fanning will send you a final list of attendee names and e-mail addresses after the conference and upon request.    Before uploading, first please take a moment to fulfill these three requests:    1. Because you will retain the intellectual property rights for your paper or other materials related to your conference presentation, we ask that you place a copyright statement to that effect on your materials. We suggest that you use the following statement, which is consistent with EDUCAUSE's use of the material, as the first slide in a PowerPoint document, or on the first page of a PDF document (If your document is word processed, please convert it to a PDF file before uploading.):    Copyright [your name] [year]. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.    2. We ask that you fill in your PowerPoint document's properties in the following manner prior to uploading the file.    Title: