Presenter Resources

Speaker

This page contains information and resources to assist you as a presenter at the EDUCAUSE Annual Conference. If you do not find an answer to your question, please contact us.

General Information for All Presenters

Could you explain what my "Session Type" means?

Campus Perspectives Showcase Panel
These sessions share the experiences of institutions dealing with the same challenge on their respective campuses, with ample time allotted for participant Q&A. Campus perspective showcase panels may be streamed for the virtual conference program.

CIO Open Space Sessions
These sessions provide an opportunity for the CIO community to discuss current topics as well as areas of interest identified ad-hoc during the conference.

Community Update Sessions
Offered occasionally by specialized community groups, these scheduled updates offer an overview of how the group operates, current accomplishments, and plans. EDUCAUSE Community Updates are available throughout the conference in video format.

Interactive Sessions and Webcasts
These sessions are opportunities to share topics of community interest through an innovative, thought-provoking format that encourages audience participation. Examples might include point-counterpoint on controversial topics or flipped sessions with prerequisite participant preparation.

Webcasts: Professionally video streamed, a number of concurrent session webcasts will be offered during every time slot. They're available live as well as on-demand for the online audience, on-demand after the conference ends for face-to-face registrants, and on-demand in the EDUCAUSE library 90 days after the conference ends. A limited number of webcasts will be available immediately to the public. Captioning and transcripts will be provided if a request is submitted

Discussion Sessions
Offered by EDUCAUSE constituent groups and open to anyone interested in the topic, discussions are an opportunity for participants to share campus challenges and solutions through interactive exchange.

Exclusive Online Sessions
Interactive sessions with experts on current topics exclusively available live and on-demand for the online audience for 90 days then published in the conference proceedings.

Facilitated Content (e.g., EDUCAUSE Connect session)
Presenters act as content leaders to present a short segment of content and then lead interactive, engaging activities, group discussions, and attendee reflections on how to apply their new knowledge to practice. Session time will be divided into 50% content and 50% interactive exercises appropriate for large groups.

Featured Speaker Sessions and Webcasts
Invited by EDUCAUSE for their expertise on a variety of current topics, featured speaker sessions are offered during every time-slot at the annual conference.

Webcasts: Professional video streams are available live as well as on-demand for the online audience, on-demand after the conference ends for face-to-face registrants, and on-demand in the EDUCAUSE library 90 days after the conference ends. A limited number of webcasts will be available immediately to the public. Captioning and transcripts will be provided if a request is submitted.

Multi-Campus Perspective Panel, Talk Show
This format is a panel with 2-3 perspectives that represent multiple campuses. The stage will include comfortable chairs, but no podium; presenters will not use PowerPoint. Presenters create an engaging moderated discussion with dialogue, storytelling, case studies, and lessons learned to help attendees apply concepts to their campus.

Point-Counterpoint Debate
This session format is intended to get people talking and create open minds with fresh perspectives. Select a thought-provoking topic and create a panel with two-opposing viewpoints. Add a third panelist to serve as moderator, frame the conversation, and engage the audience.

Poster Sessions and the Digital Poster Gallery
Poster sessions offer the opportunity to share campus experiences through informal, interactive, brief presentations focused on effective practices, research findings, or technical solutions. In addition to presenting your poster on site, we are offering the opportunity to extend your poster session exposure through the EDUCAUSE Digital Poster Gallery. The Gallery will be promoted to online conference attendees and to all onsite attendees.

Preconference Seminars
Offered for full or half days, preconference seminars give attendees the opportunity to have a deeper examination of various topics, facilitated by senior IT leaders with extensive experience in those areas. These seminars are highly interactive and give participants the chance to discuss in depth approaches to challenges they are facing on campus - to share solutions and learn strategies.

Do I need to register to present?

As a speaker, you must register in order to present. Be sure to register by September 29, 2015 to get the early-bird rate.

Is there a PowerPoint template I should use for my presentation?

EDUCAUSE will prepare an optional PowerPoint template for your convenience. This will be available in early summer 2015 when speakers are notified. If you're using a personal PowerPoint template for an Exclusive Online Session, please use Arial font to avoid conversion issues.

Is there a Speaker Ready Room at the face-to-face conference where I can work on my presentation?

Yes, there will be a speaker ready room with EDUCAUSE staff available to assist you. Here are a few things you will be able to do in this room:

  • Test your laptop with an identical meeting room projector
  • Get help with technology questions
  • Make last-minute changes to your presentation
  • Print your presentation
  • Meet with your co-presenters to review your presentation
  • Pick up your speaker gift and "Speaker" ribbon for your name badge
HOURS:
  • Monday, 8:00 a.m.–5:00 p.m.
  • Tuesday, 7:00 a.m.–5:30 p.m.
  • Wednesday, 7:00 a.m.–5:00 p.m.
  • Thursday, 7:00 a.m.–5:30 p.m.
  • Friday, 7:30–10:15 a.m.

*Note - open/close times may be adjusted once registration desk hours are finalized later

How can I share my presentation materials, and should I include a copyright statement?

We invite you share your presentation by uploading your files) or URLs before, during, or after the conference. To do this, log in to your EDUCAUSE profile and click on "upload" in the presentation section. Then follow the prompts to upload your resources.

We ask that you fill in your PowerPoint document's properties in the following manner prior to uploading the file.

Title: TITLE
Subject: EDUCAUSE 2015
Author: NAME(S)

If you password protect a PDF document, please make sure to enable the file to be read by a screen reader. It is our goal to make our resources easily available to those who use Adaptive and Assistive Technology to access files over the Internet.

You may use this copyright statement on one of your first slides:

This presentation leaves copyright of the content to the presenter. Unless otherwise noted in the materials, uploaded content carries the Creative Commons Attribution-NonCommercial-ShareAlike license, which grants usage to the general public with the stipulated criteria.

Face-to-Face Session Presenter Information

How will my on-site room be set up?

All session meeting rooms (with the exception of poster sessions and exclusive online sessions) will be theater-style seating or a combination of round tables in the front of the room and theater-style seating in the back. There will be a head table and chairs for speakers at the front of the room.

EDUCAUSE will make every effort to accommodate panel sessions as defined as a group of three or more people presenting together on the same topic, but unfortunately we cannot guarantee additional chairs or microphones will be provided.

Will I have access to audio/video equipment?

All of the session rooms (with the exception of poster sessions and exclusive online sessions) will have the following standard AV:

  • LCD Projector
  • Screen (sizes vary depending on room size but are typically 7.5'x10')
  • Projector Stand
  • Capability to switch between two laptops (A/B switch)

Microphones:
  • Wireless microphone at podium
  • Wireless lavaliere microphone (with one additional table microphone for panels of three or more)
  • Computer audio patch
  • Larger and webcast rooms will have audience microphones

Will I have Internet access?

The following internet connections will be available:

  • Wireless access will be available for everyone, presenters and attendees. The connection speed will be sufficient to access and navigate web pages and e-mail .
  • One dedicated Ethernet connection will be provided in each conference room and is preferred for speaker use.
  • Substantial bandwidth will be provided and should be more than sufficient for applications you wish to present. However, if you know that your presentation will require a significant bandwidth and have concerns, please contact Sean Kennedy.

Face-to-Face Sessions Being Webcast Information

What is a webcast?

Webcasts are professional video streamed sessions that are available live as well as on-demand for the online audience, on-demand after the conference ends for face-to-face registrants, and on-demand in the EDUCAUSE library 90 days after the conference ends. A limited number of webcasts will be available immediately to the public. Captioning and transcripts will be provided if a request is submitted.

What is the virtual conference, and how many people attend?

The EDUCAUSE Virtual Conference will be held simultaneously with the face-to-face conference. It will feature more than 60 general, featured, and concurrent session webcasts, as well as over 15 exclusive online sessions. Last year, over 400 people registered, and we estimate that nearly 2,000 people participated (groups consisting of two or more team members watching from single locations) in the virtual conference.

Who will stream my session and how will it look?

Your session will be professionally streamed by Sonic Foundry, Platinum Partner. They use production-quality cameras. Your slides and session audio will be streamed in real time, so there's no need to submit your slides. Your room will have a neutral backdrop and bright overhead lights.

Sonic Foundry's Mediasite player can be seen in the example below:

Will EDUCAUSE provide captions for my session?

Captions will be provided for all public webcasts and for any session for which we receive a request from participants.

Will my session be recorded?

All virtual conference session presenters will receive an e-mail message asking them for permission to record their session.

  • Virtual conference registrants have immediate access to live and on-demand webcasts.
  • Face-to-face registrants have access to on-demand webcasts after the conference ends.
  • Public webcasts will be immediately available to anyone, anytime, from the conference homepage.
  • All session recordings will be made available to the general public 90 days after the conference ends.

Do I need to sign a release for my session to be recorded?

All speakers have been asked to agree to a Creative Commons speaker agreement form. If you have a question about this form, please write to Sean Kennedy.

What do I need to do to prepare to be webcast?

Although no advance preparation is required to stream your presentation, EDUCAUSE has assembled a few resources and tips. More tips on successfully interacting via polls, handouts, and/or breakout groups with both audiences are noted below.

  • Consider tthe presence of your virtual audience, and invite their participation throughout the session. In particular, acknowledge the online audience in your opening remarks and occasionally look at the camera.
  • Use the microphone and remind face-to-face attendees to use in-room audience mics when asking questions. A volunteer facilitator in the room will monitor and ask questions on behalf of the virtual attendees during the question-and-answer periods.
  • Avoid wearing busy patterns or distracting clothing, which could draw the focus away from your presentation and visual cues.
  • See our Presenter Concierge website for Online Presentation Design Tips and Resources.

How do I include the online audience when conducting polls?

Please remember the online audience only hears what's coming through the microphone. You may also communicate through written information in your presentation.

Ask a question and use an audience response system to capture and compile the responses from both the onsite and online attendees using mobile phones, twitter, or the web. NOTE: EDUCAUSE does its best to provide a strong wireless signal in these rooms, but we cannot guarantee a specific bandwidth. In addition, there may be a delay in the online audience members' stream. Therefore, when using these interactive polling tools, we recommend you wait a couple of minutes for responses as well as inform the audience that responses are not always instantaneous.

How do I include the online audience when distributing handouts?

If you have hard handouts for the face-to-face group, you need to inform the online attendees how to retrieve the same information electronically.

STEP ONE
You can upload documents to your EDUCAUSE session details page by following the below instructions, or feel free to upload documents to an alternate web page.

  • Log in with your EDUCAUSE username and password
  • Click the "Manage Your Profile" link
  • Click the "Presentations" tab
  • Click the "Upload" link for your session
  • Materials will appear within the conference program, under your session title, and under the tab "Resources."

Please keep in mind when using this feature:

  • Any files you upload will be visible to the public, including your session attendees.
  • Resources uploaded here will be archived in the EDUCAUSE Resource Center.

STEP TWO
Create a slide that gives the audience instructions on how to access your resources. Pause on this slide to give people time to copy the information and locate it. NOTE: Please convert long URLs to short URLs. Most of the online audience will need to retype the URL in order to retrieve the web page.

How to create a tiny URL:

  • Go to http://tinyurl.com/
  • Enter a URL into the box that shows on the main screen.
  • Click on "Make Tiny URL."
  • Test it.
  • Copy and paste it into your presentation
  • They do not expire.

How do I include the online audience when requesting that attendees breakout into small groups?

If you plan to ask people to breakout into small discussion groups, please contact onlineconf@educause.edu for assistance.

OPTION 1: The online conference team can create virtual breakout rooms for the online audience. The online audience can participate via a text chat area or via the phone.

OPTION 2: You can simply ask online participants to use the chat area found next to the website player.

EITHER WAY: It would be ideal if a designated facilitator met the online audience in their virtual room. The online group cannot verbally report out, but they can report out via the chat pod.

How should I welcome the online audience and include them in Q&A?

As part of your opening remarks, please welcome the online audience to your session. Inform attendees that the session is being recorded and will be accessible for on-demand viewing.

Q&A

  • Inform the face-to-face audience to use an audience microphone to ask questions
  • If an audience member attempts to ask a question without a microphone, guide them to a microphone or repeat the question before answering it. Reminder: The online audience only hears what's coming through the microphone.

What information do I need to send to EDUCAUSE prior to my webcast, and why?

Information Collection
You've been asked to send the following information to Sean Kennedy; here's the information we've requested, with an explanation of how this information is being used.

  1. Is your session a panel? (yes or no) If yes, are you speaking sequentially, or will it be interactive? If interactive, how many total presenters?

    Why are we asking? All speakers need to use microphones so the virtual audience can hear you; we need to know how many microphoness to order. The streaming companies also need to be prepared to adjust and move their cameras from the podium to the head table as needed.
  2. Will you use slides? (yes or no)

    Why are we asking? The streaming companies use a direct feed from the VGA cable to show your slides in real time, so you don't need to worry about last minute tweaks. If you don't have slides, however, they'll use a different layout.
     
  3. Will you use a video? (yes or no) If yes, will it be embedded, or will you play it as a separate file?

    Why are we asking? The streaming companies need to switch modes and adjust the volume to seamlessly capture videos.

Poster Session Presenter Information

What will my area look like?

The standard set includes a 4'x8' bulletin board. Push pins, scissors, tape and other supplies available at the check-in desk. Upon request we can also provide a table for your laptop. If you would like one, please contact Sean Kennedy by August 7. Requests received after August 7 will not be accepted.

You may opt to bring a laptop as an additional resource for your session time. However, there will be no AC outlets, equipment security, or storage available when you are not present.

Will I have Internet access?

Wireless internet access will not be provided in the exhibit hall, which includes the Poster Session area.

When can I set up and tear down my poster display?

You may set up your poster during the following times:

  • Tuesday, October 27, 2:00 – 4:00 p.m.
  • Wednesday, October 28, 7:00 – 8:00 a.m.

An EDUCAUSE staff member will be at the front of the poster area and can help direct you to your pre-assigned area. Also, all bulletin boards will have a piece of paper with your poster title attached to it.

Posters will be displayed during the conference on Wednesday, October 28 and Thursday, October 29 so attendees can view your information at their leisure. You must be present at your poster on Wednesday, October 28 from 1:30 – 2:30 p.m.. This is the time published in the online and onsite programs.

Tear-down of your poster is Thursday, October 29, 4:30 – 5:15 pm.

Do I have the option to ship or store my materials?

If you need to ship materials, it would be best to send materials to your hotel (labeled to your attention).

How do I participate in the Digital Poster Gallery?

In addition to presenting your poster on site, all posters presenters will extend your poster session exposure through the EDUCAUSE Digital Poster Gallery. The Gallery will be promoted to online conference attendees and to all onsite attendees.

To have your poster session included in the gallery, simply upload anything to your session web page in the online program. Everything you upload, from images and text explaining your poster session to a video of you presenting your poster, will be included in the gallery.

You have several options for the types of resources you can upload via your session webpage or your EDUCAUSE profile:

  • Use the PowerPoint slides or graphic images you printed for the poster and annotate the slides with notes, either in the notes area or in a separate document, to provide a narrative presentation of your slides/images.
  • Create a PowerPoint presentation with voice over-narrative. EDUCAUSE has prepared an optional PowerPoint template for your convenience.
  • Create a screen-captured presentation with an application like Camtasia to provide a voice-over narrative of your poster slides/images. Create a video of you presenting your poster.

We do ask that you upload your resources prior to arriving in Indianapolis to ensure your work is promoted through early marketing communications. To upload resources:

  • Log in with your EDUCAUSE username and password and go to your EDUCAUSE profile
  • Under "Presentations", click the "Upload" link for your poster session.
  • Please note: If your resources are larger than 256mb, you can post a URL for gallery visitors to access your resources.

Exclusive Online Session Presenter Information

What is the virtual conference, and how many people attend?

The EDUCAUSE Virtual Conference will be held simultaneously with the face-to-face conference. It will feature more than 60 general, featured, and concurrent session webcasts, as well as over 15 exclusive online sessions. Last year, over 400 people registered, and we estimate that nearly 2,000 people participated (groups consisting of two or more team members watching from single locations) in the virtual conference.

How will the online audience see me and/or my presentation? What will the virtual meeting room look like?

Virtual meeting room: These sessions will be presented in real-time using an Adobe Connect virtual meeting room and will be recorded. These recordings will be available exclusively to online participants for 90 days and posted in the public EDUCAUSE library after that time.

Here are two examples of exclusive online sessions so you can see the flexibility of the Adobe Connect layout for fostering participant engagement using chat and questions/polls.

If I am on-site in Indianapolis for the face-to-face conference, where will I go to present my exclusive online session?

If you're on-site: We'll have two production rooms in the Indianapolis Convention Center, rooms 103A and 103B in the West Building. You don't need to bring anything but yourself! We'll use Adobe Connect and will provide you with all of the necessary equipment including a Polycom or computer headset, Ethernet connection, and laptop. By September 15, you will receive a final information sheet with all session details including a floor plan and session production form.

If I present from an offsite location, what do I need?

If you're off site: You will need a high-speed WIRED connection; a reliable telephone line with a headset and mute button, or a computer headset; and Adobe Connect. By September 15, you will receive a final information sheet with all session details including technology requirements, the virtual room name, call-in numbers, and session production form.

What information do I need to send to EDUCAUSE prior to my session, and why?

Slides, Polls, and Headshots: DUE SEPTEMBER 22

Slides: Submit your slides to onlineconf@educause.edu. If you don't use our EDUCAUSE template, please use Arial as your font. See our Presenter Concierge website for Online Presentation Design Tips and Resources.

Polls: People can select one answer, multiple answers, or respond to an open ended question. Create a slide within your presentation with the question and possible answers so we know when the poll should be displayed.

How can I view the virtual environment beforehand? Can I run through and view my presentation beforehand?

All exclusive online presenters will be required to attend a 20 minute logistics walkthrough by September 15.

Presenters can also request a 30 minute 1:1 content consultation meeting between August 25 and September 15, if they review the two PDByte tutorials listed below and have a draft presentation to review.

Additionally, if slides are received by September 22, they can be loaded into Adobe Connect so you can practice using the interface. Please view these short EDUCAUSE PDByte tutorials, "Design Your Presentation" and "Getting to Know Adobe Connect", for presentation and engagement ideas using Adobe Connect.

Face-to-Face Preconference Seminar Presenter Information

How should I submit my participant materials?

Hard-Copy Notebook (submit by October 2)
Physical notebooks will include a title page and registration list, produced by EDUCAUSE, and copies of any visual aids and additional readings are produced by the speaker. It is the responsibility of the seminar speaker(s) to obtain copyright permission.

Please send PowerPoint, Word, or PDF files to Sean Kennedy. EDUCAUSE will handle the printing and distribution of all seminar materials if they are received by October 2. If you want a notebook, and your materials aren't available until after October 2, please write to Sean Kennedy, who will send you information about how to print them on your own.

Please also write to Sean Kennedy if you need a sample notebook and/or information on how to handle copyright permissions. Even if you have a notebook, you may want to also upload your files; if so, please see the next section.

Online (upload by October 26)
You can upload your files via your EDUCAUSE profile. If you're doing an electronic upload only, please write to Sean Kennedy about a week out and ask for a list of attendee e-mail addresses. Send a note to your group, and let them know that if they'd like a paper copy, they should access and print files on their own and as needed.

 

Contact Information

Preconference seminars, poster sessions, and all other face-to-face sessions selected through the CFP


Exclusive online sessions

 

Orientation Sessions

A speaker orientation session will be scheduled for all presenters in early October. Topics will include basic conference information for all presenters, and logistical and informational topics for:

  • Concurrent sessions
  • Poster sessions

We will conduct the session in our Adobe Connect meeting room. Please log in as a guest to our meeting space. The session will be recorded, archived, and made available on this page. Audio from the presentation will be provided online via the web conferencing room. Participants will be asked to direct questions and comments through the room's chat space.
 

Presenter Concierge

The EDUCAUSE Presenter Concierge is here to help you make the best presentation you have ever delivered and to ensure you use this professional development opportunity to the fullest extent possible. How can the concierge help you? Find out more.
 

Upload Your Presentation

To upload resources:

  1. Log in with your EDUCAUSE username and password
  2. Click the "Manage Your Profile" link
  3. Click the "Presentations" tab
  4. Click the "Upload" link for your session

Please keep in mind when using this feature:

  • Any files you upload will be visible to the public, including your session attendees.
  • Resources uploaded here will be archived in the EDUCAUSE Resource Center.

 

Bios and Photos

Please add your biographical information and photo to the agenda by establishing or updating your EDUCAUSE profile. Make sure that your privacy setting is not too restrictive. We recommend the option of "Limit to Authenticated (Logged-in) Users."

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