Congratulations, and thank you for presenting at the AACRAO 109th Annual Meeting in Columbus, Ohio.
We are appreciative of you lending your professional knowledge to the AACRAO community. Please review all of the resources below as you prepare for your presentation. All of the information, links, and deadlines below apply to institutional and corporate presenters.
RECORDING AVAILABLE: Webinar for Annual Meeting presenters
Description: Many of us learn to present by doing it, but that
can be daunting. This webinar, co-hosted by instructional designer, Dr. Kristi Kaeppel, and seasoned AACRAO presenter, Erin Mason, will provide you with time-tested ideas you can easily incorporate into any presentation.
From simple tips
and tricks to ensure your audience is primed and engaged to learning how to embed adult learning principles and impactful instructional methods to facilitate learning, we’ll share ideas on how to ensure your presentation is amazing. Information
regarding logistics, uploading your session materials, and tips on how to use the Whova App to prepare presenters for the 2024 AACRAO Annual Meeting will also be covered.
Presenters: Dr. Kristi Kaeppel, Learning Designer, Brown University, PhD in Adult Learning; Erin Mason, University Registrar, University of Utah, M.Ed. in Adult Learning; Becky Fowkes, Director, Meetings & Events,
AACRAO
- Register for the AACRAO Annual Meeting. Presenters
are asked to register by the early-bird deadline of February 15, 2024. Sessions without at least one registered presenter by February 15, 2024 may be removed from the program and replaced with an alternate.
- Arrange travel and hotel accommodations. We encourage you to make your hotel reservations as soon as possible.
The AACRAO group rate is only available until the AACRAO block has sold out, which we expect will happen before the priority hotel reservation deadline of March 15, 2024.
- Submit presentation files, videos, and other digital handouts (submission deadline is March 25, 2024).
- Check your presenter profile and session details in the Whova App. Explore speaker resources such as communities, polls, and Q&A for your session. The app is expected to go live by March 25, 2024.
- Prepare to deliver a high-quality presentation that is inclusive and accessible to all attendees. Please review the Presenter Best Practices for Accessibility below.
- Share your session details with your networks. Use the Social Media Toolkit below to get started.
- Presenter Best Practices for Accessibility
AACRAO is committed to providing all meeting attendees with a high-quality experience that is accessible to all.
Diversity Awareness:
Be mindful of the diversity in your audience. When planning your presentation and presentation
materials understand that some of your audience might not be able to:
- See well or at all
- Hear well or at all
- Move well or at all
- Speak well or at all
- Process information in certain formats well or at all
Your audience has both visible and invisible identities and accessibility needs.
Presenters at the Annual Meeting are asked to follow these best practices:
- Use a provided microphone at all times while speaking, even if the number of attendees in the room is small. Hearing-impaired attendees deeply appreciate sound amplification from
all presenters at all times.
- Insist that all questions from the audience are amplified with a microphone, even if the number of attendees in the room is small. Wait to answer a question until it is asked
with a microphone, even if means asking the question-asker to repeat the question. Wireless microphones will be available for questions from the audience in every session room. Hearing-impaired attendees deeply appreciate sound amplification
during Q&A.
- Use inclusive language when referring to identities and demographics.
- Prepare PowerPoint slides that are in a simple font of 28 point or larger type.
- Check your color contrast with a contrast checker if using color combinations other than black and white.
- Make graphics as simple as possible. Do not use color as the only method for distinguishing information, particularly on charts and graphs. Communicate data in both color and text.
- Click here to learn more about creating accessible PowerPoint presentations.
- Encourage attendees to leave seating in the back row(s) for attendees who need accessible seating.
- Uploading Presentation Materials
Presenters must upload their presentation materials to the Meeting Tomorrow Presenter Portal. The deadline for uploading presentation materials is March 25, 2024.
NEW FOR 2024:
- Slides should be submitted only as PowerPoint files, no PDFs or JPEGs will be accepted
- Slide decks should be submitted as ONE master deck per presentation slot. All materials from all presenters should be merged into one file before submission
- Slide deck file names must be based on the presentation name, the version number of the file, and the date of the presentation.
Example Presentation Deck File Name: "DiversityinUniversitiesPresentation_v1_11-5-2023" - A login and password are not required to upload materials
Submitting Videos:
- Video files should be provided as separate files, not embedded into presentations
- Videos are to be provided in MP4 format
- Video file names must contain a presenter name, session title, and date of the presentation.
Example Video File Name: "JaneSmith_ Marketing 101_ 04-09-2024.mp4 - Recommended max video file size: 4GB total
For best results, please review the Presenter Content Guidelines provided by our AV team at Meeting Tomorrow.
- Powerpoint Presentation Template
Download the AACRAO-branded PowerPoint template for your session presentation. The template is provided as a resource for presenters;
it is not required for use.
Fonts: Avoid using custom or licensed fonts (aka fonts that have been downloaded from the internet.) Custom fonts used in PPT decks (those not included in Microsoft Office 2016), must be provided three business days in advance
of the due date for testing.
PREZI & Apple Product Users
We recommend creating all decks in PowerPoint. If slide decks were created on an Apple computer or in Prezi and then exported to PowerPoint, please check to make sure all formatting was exported correctly before submitting.
The Speaker Ready Room at the 2024 AACRAO Annual Meeting will be in the Clark meeting room.
All presenters must check into the Speaker Ready Room at least four hours before presenting. NEW for 2024: presentations will be loaded directly onto the laptop in your session room by the AV team (and not onto a networked
server). When checking in with the Speaker Ready team, please bring the final version of your presentation files on a thumb drive.
Speaker Ready Room Hours:
Sunday, April 7: 10:00 a.m. - 4:30 p.m.
Monday, April 8: 7:30 a.m. - 5:00 p.m.
Tuesday, April 9: 7:30 a.m. - 5:00 p.m.
Wednesday, April 10: 7:30 a.m. - 10:30 a.m.
Questions? Email meetings@aacrao.org