Presenter FAQ

As a presenter, do I need to register for conference?

Yes, all presenters must register for the AASL National Conference, if you are a member of the school library field. If you are not a member of the school library field, please fill out the form for a registration waiver. This waiver allows you to attend your session and present but does not allow you to attend any other sessions or to roam the exhibit hall. Exhibit hall passes will be sold onsite for $25/day.

Will AASL cover any other conference-related costs for presenters?

No, AASL does not cover any other conference-related expenses for presenters. As a non-profit, AASL is unable to provide assistance for travel or lodging expenses to presenters. Presenters are responsible for their own travel and lodging expenses, including all taxes and fees on said travel and lodging expenses.

When is the last possible date I can submit changes to my presentation information?

The final date presenters can submit edits to their abstracts or submit co-presenter information is September 1, 2019. Any changes submitted after that date will not be included in the printed program book and may or may not be updated on the website and mobile app. Any changes to presenters, session descriptions, etc. must be submitted no later than September 1 to mjacobsen@ala.org.

Does AASL allow virtual presentations?

AASL’s policy on virtual presentations is that the lead presenter must register for and attend the conference on-site. A co-presenter may be brought in virtually, but AASL cannot promise a robust Wi-Fi connection for this type of inclusion. AASL does not provide IT support or cover the cost of any additional technology required for virtual presenters. IdeaLab sessions are not conducive to virtual presenters due to difficulties with hearing sound volume.

Does AASL provide laptops for presenters to use?

No, AASL does not provide laptops for presenters. Each room is equipped with an LCD projector, laptop audio output capability, a podium and a screen (16:9 ratio). Computers are not provided. Each presenter must bring his/her own laptop. LCD projectors are installed with a universal VGA cable (subject to change to HDMI) to accommodate both PC and Macintosh systems. Make certain that your computer is properly configured and all the necessary plug-ins have been pre-loaded prior to your presentation. If you are using a non-PC device to present, be sure to bring the appropriate adapters. If you are presenting using an Apple Macintosh computer, PLEASE remember to bring your video adapter – specifically, the adapter that converts your computer’s video output to VGA. A VGA connector looks like the standard 15-pin monitor connector. In addition, because of the idiosyncrasies of internet traffic, you should consider loading Web pages onto a flash drive rather than trying to call them up live. If you have technical questions or other A/V needs not mentioned above, please contact mjacobsen@ala.org.

An audio/visual request form will be sent in July 2019.

Does AASL have a special room rate at nearby hotels for conference attendees?

Yes, AASL has contracted for special room rates at four nearby hotels. Attendees of the conference must book their hotel room through the conference website no later than October 21, 2019 in order to receive discounted rates. The special conference rate also applies for three days prior to and three days after the conclusion of the conference. You will be able to make your hotel reservations using onPeak, AASL’s official housing provider.

onPeak is the only hotel provider endorsed by the 2019 AASL National Conference. If you are contacted by other third-party companies offering hotel assistance, please be aware they are not endorsed by our event. Entering into financial agreements with these companies can have costly consequences and are not protected by event management.

How do I find out when I am scheduled to present?

All lead presenters will be notified of their session’s date and time by mid-July. If you are not the lead presenter, please reach out to him/her for this information. The conference website will also have a complete listing of sessions where you may find the date and time assigned for your presentation. After the schedule is published in August, you may search for your presentation date/time/room assignment.

Will my presentation be recorded?

Certain sessions have been designated for recording from the conference for virtual attendee viewing after the conference. Please review the schedule to determine if your session has been designated for recording. No additional preparation is required for recorded sessions.

Will my presentation be evaluated?

TBD

Who would I ask if I needed technical help during my presentation?

Each session will have a room monitor. Please notify the room monitor of any issues. Your room monitor will notify the AV staff if the presenter is having technical issues. If a room monitor is not present, AASL staff and AV staff will be located in the hallways. AASL staff will have red vests and will be able to find technical support for your session.

May I bring hand-outs for my presentation?

Due to the number of presentations, we are unable to make photocopies of any presentation materials, either onsite or prior to the conference. We encourage you to post your presentation and any support materials to the conference proceedings repository (more information will be available at a later date). If you feel you must provide handouts during your presentation, we recommend bringing at least 35-50 copies. If there are extra handouts, you may bring them to the Registration Desk and they will be displayed for others to pick-up.

Do you provide flip charts in the presentation rooms?

AASL will provide a limited number of flipcharts for presenters to use in the presentation rooms. Please think of other creative ways to capture information before requesting flip charts. We recommend that you start a Google doc and project it as your “flip chart” and then share the doc with any participants who want access after your presentation.

Do you provide slide templates for presenters?

Yes! Templates will be available for download in early August 2019.

What size slides should I prepare?

Breakout rooms will have screens that are set up for 16:9 presentations, but either 4:3 or 16:9 can be accommodated.

May I promote my session on social media?

Yes! Let’s work together to create some buzz about your participation in this conference! Please promote your own presentation as well as the conference in general to your colleagues and social networks. The AASL Twitter handle is @AASL; the hashtag for this conference is #aasl19. Feel free to create hashtag for your own presentation as well. We also suggest you post hashtags at the start of your session and encourage attendees to use them.

What should I do when I arrive for the conference?

Check in and pick-up your name badge at the conference registration desk. Check the website to verify your session time/room. Last minute changes are always possible.

I am presenting an IdeaLab at the conference. How do I prepare for it?

IdeaLab sessions should include a brief (5 minutes maximum, repeated to attendees over a 2-hour time period) electronic presentation to elicit ideas from your peers. The IdeaLab allows for interactive 1:1 discussions between presenters and a small group of attendees. In general, we recommend a short series of PowerPoint slides that hit your key points and are visually appealing to draw attendees to your table. The IdeaLab is 2-hours long, so you will be starting and stopping the slide show repeatedly as attendees come and go from your table. People will likely join during the middle of your presentation; consider beforehand how you will welcome them into the conversation.

  • For your presentation, you will be assigned a table number. You will find signs on the tables indicating in which space you should set-up your equipment. Sessions are arranged by topic area.
  • AASL will offer 1:1 set-up times with AV support staff. It is encouraged that you sign up for one of these times and attend. A sign-up sheet will be shared a month before the conference.
  • Please, do not leave your personal items unattended at any time in the IdeaLab.
  • All sessions are designated at BYOD (Bring Your Own Device). Each presenter must bring his own laptop/device. You will present on your laptop to attendees as they circulate around the area to the various IdeaLab stations. The conference will provide a small table for your laptop, a monitor (if requested), wireless internet, and power to the table.
  • There is no right or wrong way to present your IdeaLab session. But, please note that there will be 24-34 other IdeaLab sessions happening concurrently to your session. Noise levels may rise, and any audio output may be hard to hear.
  • It is especially important for IdeaLab session presenters to bring handouts or upload information for attendees to access after the IdeaLab. AASL staff is working on a repository for conference and will notify presenters when the repository is read.
How can I share my conference materials and be social (media) with my presentation?

It is becoming increasingly common for conference participants to document and disseminate the information shared in conference sessions through social media.  We are requesting that you help them (and us) capture, credit, and amplify your message more effectively and accurately. Here are some best practices and ideas for your consideration.

  • Review the Presenter Promo Kit (coming soon) for important dates, information, and a meme you can share.
  • Include your Twitter handle and conference hashtag on each slide. If you do not have a Twitter handle, consider including one of a research partner or affiliated program or institution. Doing so benefits you in several ways. First, it provides session attendees with an easy way to give you credit for your ideas. Second, it allows you to monitor what attendees are tweeting about your session.  If they quote you incorrectly, you have the opportunity to correct them or engage them in dialogue. Finally, by having the information on each slide, it automatically provides a source and context when participants take pictures of your slides – even if they fail to caption the pictures on social media.
  • Be explicit (in advance) about things you don’t want shared beyond the room. If there are just a few ideas within your talk that are sensitive in nature, just make that clear to your audience; live tweeters are even more likely to honor your wishes than the non-tweeting conference goer, because if they share something inappropriate you are more likely to find out!
  • Consider publishing your slides to a digital slide sharing service. Many presenters across disciplines are beginning to publish their slides – either in advance or immediately after – to platforms such as www.slideshare.net. This allows attendees to revisit the presentation and reaches individuals who were unable to attend your session, thereby amplifying your message far beyond your session. 
  • Use a microphone and repeat any audience questions into it. Some of these sessions are being recorded; virtual attendees cannot hear you or questions if they are not spoken into a microphone.
How do I link or upload my presentation materials?

We are still finalizing this detail. Please allow us a little more time to share this information. 

Please check this page as updates and additional information is added as the conference approaches.

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