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This page contains information and resources to assist you as a presenter at the ELI Annual Meeting. 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?

  • Exclusive Online Sessions
    Interactive session with experts on current topics, exclusively available live and on-demand for virtual meeting attendees for 90 days then published in the meeting proceedings.
  • Featured Sessions and Webcasts
    Featured session presenters are invited by ELI for their expertise on a variety of current topics. Eight total webcasts are available live and on-demand to registered meeting attendees. A limited number are available immediately to the public via the meeting homepage; all will be published in the EDUCAUSE library 90 days after the meeting ends. Captioning and transcripts will be provided if a request is submitted.
  • Preconference Seminars
    Offered for half days, preconference seminars give attendees the opportunity to have a deeper examination of various topics and are facilitated by experts with extensive experience in those areas. Seminars are highly interactive and give participants the chance to discuss in depth approaches to challenges, share solutions, and learn strategies.
  • Interactive Presentations and Webcasts
    These are 45-minute sessions where presenters allocate 15 to 20 minutes to engage the audience. Interactive presentations are opportunities to present in detail on a project. Eighteen total interactive session webcasts are available live and on-demand to registered meeting attendees. A limited number are available immediately to the public via the meeting homepage; all will be published in the EDUCAUSE library 90 days after the meeting ends. Captioning and transcripts will be provided if a request is submitted.
  • Short Presentation Pairs and Webcasts
    Presentations pairings include two 15-minute presentations followed by a 15-minute question/discussion period. Presentation sessions will be paired by the ELI Annual Meeting Program Team, based on the content anchor associated with the proposal. Proposals should be for one presentation only. Presentation pairs are highly visible and highlight pioneering practices by giving institutions a spotlighted venue with condensed presentation time. Please note these are not poster sessions.
  • Hands-On Workshop (face-to-face only):
    Workshops are 45-minute sessions where participants experience technology or pedagogical practices firsthand. Presenters guide a hands-on, tutorial-like experience using applications and resources. Participants are asked to bring mobile devices (e.g., smartphone, tablet, laptop) to the session in order to fully participate and to learn how an emerging, innovative technology or practice works. Workshop room sets include a hard-drop Internet connection at the podium, sound patch, projector, and screen. Presenters are responsible for providing any additional technologies needed to ensure an engaging hands-on experience.
  • Poster Sessions and the Digital Poster Session 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, you'll extend your poster session exposure through a Digital Poster Gallery, which will be promoted to virtual meeting attendees and to all onsite attendees.

Do I need to register to present?

As a presenter, you must register in order to present. . Be sure to register by January 5 to get the early-bird rate for the face-to-face meeting and by January 26 to get the early-bird registration rate for the virtual meeting.

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

EDUCAUSE provides an optional PowerPoint template for your convenience.
*If using a personal PowerPoint template for an Exclusive Online Session, please use Arial as your font to avoid conversion issues.

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

We invite you to share your presentation by uploading your files) or URLs before, during, or after the meeting. 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: ELI16
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 onsite room be set up?

All session meeting rooms (with the exception of poster sessions, flexible learning space sessions, and exclusive online sessions) will have theater-style seating throughout. There will be a head table and chairs for presenters at the front of the room.

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 7.5x10)
  • Projector Stand

Microphones:

  • Wired microphone at podium
  • Wired lavaliere microphone with 25' cord
  • One additional table microphone for panels of three or more.
  • Computer audio patch
  • 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 meeting room and is preferred for presenter 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 that are being Webcast

What is the virtual meeting and how many people attend?

The ELI Virtual Meeting will be held simultaneously with the face-to-face meeting. It will feature general, featured and concurrent session webcasts as well as interactive exclusive online sessions. Last year, nearly 100 people registered, and we estimate that about 350 people participated (groups consisting of two or more team members watched from single locations)

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 light stands in the back of the room.

The layout of Sonic Foundry's Mediasite player can be seen below.

Higher Ed Next: Innovations That Will Change the Face of Public Higher Ed by 2015

Will EDUCAUSE provide captions for my session?

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

Will my session be recorded and who has access?

  • Virtual meeting registrants: Access to all live and recorded sessions during and after the meeting.
  • Face-to-face registrants: Access to webcasts after the meeting ends.
  • General public: A limited number of sessions will be immediately available to anyone, anytime, from the meeting homepage.
  • Recordings: 90 days after the meeting ends, all recordings will be available to the general public.

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

All presenters have been asked to agree to a Creative Commons presenter 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, please consider the following tips and additional sections below:

  • Consider the 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.
  • Avoid wearing busy patterns or distracting clothing A volunteer facilitator in the room will monitor and ask questions on behalf of the virtual attendees during the question-and-answer periods.
  • 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. EDUCAUSE does not supply an online polling tool, but you are welcome to use your own. Be sure to provide the URL for the poll in your PPT presentation so that the audience can clearly see the path to access.

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 meeting 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.

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

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, 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 along with an explanation of how this information is being used.

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

Why are we asking? All presenters need to use mics so the virtual audience can hear you; we need to know how many mics 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 company will 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 company will need to switch modes and adjust the volume in order to seamlessly capture videos.

Poster Session Presenter Information

What will my area look like?

Standard supplies include a 6-foot skirted table, up to 2 floor easels, and up to 2 foam core poster boards (30" x 40"). Push pins, scissors and other supplies will be available at a supply table nearby.

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

Will I have Internet access?

All presenters will have wireless 802.11b access. The connection speed will be sufficient for accessing and navigating web and/or e-mail pages.

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, we are encouraging all posters presenters to extend your poster session exposure through the ELI Annual Meeting Digital Poster Gallery. The Gallery will be promoted to online meeting 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 San Antonio 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 meeting and how many people attend?

The ELI Virtual Meeting will be held simultaneously with the face-to-face meeting. It will feature general, featured and concurrent session webcasts as well as interactive exclusive online sessions. Last year, nearly 100 people registered, and we estimate that about 350 people participated (groups consisting of two or more team members watched from single locations).

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 recorded. These recordings will be available to online participants for 90 days, and will be posted in our public EDUCAUSE Library after that time.

Expert Discussion Session using a traditional layout (other layout options are available and will be discussed in the presenter walkthrough):

 Badging the Information Literacy Modules and Learning with Badges

If I am onsite in San Antonio for the face-to-face meeting, where will I go to present my Exclusive Online session?

If you're onsite: We'll have a production room in the Grand Hyatt San Antonio. 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 January 25, 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 offsite: 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 January 25, 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 JANUARY 22, 2016

Slides: Submit your slides to here. 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 30-minute logistics walkthrough by January 26. You will have an opportunity to explore the Adobe Connect platform, test your technology, and review any questions.

Face-to-Face Preconference Seminar Presenter Information

How should I submit my participant materials?

Submit your materials online by uploading files to your EDUCAUSE profile. We will not be printing materials before the conference, however, if this concerns you, please write to Sean Kennedy approximately a week before the conference and ask for a list of attendee e-mail addresses. You can then 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 bring them with them as needed. (Upload all files by January 29).

 

Contact Information

Sean Kennedy (Seminars, poster sessions, corporate purchased sessions, and all other face-to-face session types)

Loren Benavente (exclusive online sessions)

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? Learn 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."