Guidelines for Speakers, Posters, Exhibitors, and Session Moderators
*NOTICE* The venue will be undergoing construction during Watershed Symposium this year. Please be aware that there may be construction noise, but hopefully it will be kept to a minimum.
Speakers (keynotes, breakout sessions, panel, & poster presenters)
- Use Speaker Tools to update your profile, add your photo, upload your presentation and any other materials you'd like to share with attendees, and connect with your session attendees.
- Please arrive 10-15 minutes before the session start time to check equipment, make sure your presentation is loaded, meet with the session moderator, and resolve any last-minute issues.
- Audience size can range from 120-200.
- Breakout sessions are 25-minutes long (unless otherwise discussed).
- Allow for at least 5 minutes of Q&A.
- Come prepared to give a talk that is informational and interactive!
- Bring copies of any handouts.
- Encourage the completion of session evaluations.
- *NEW* Sessions will be filmed this year.
- Session videos and presentation files will be posted online.
Presentation Files (powerpoint, prezi, etc.)
- Completed presentations are due by November 9.
- REMINDER: Presentations must reflect what was submitted on the abstract proposal.
- Send us your presentation in one of three ways:
- *PREFERRED* use Speaker Tools to upload your file (50MB max)
- email 25 MB or smaller files to firstname.lastname@example.org
- send larger files (up to 2GB) via MailBigFile.com (to email@example.com)
- If you are displaying a poster, please plan to be available during the Poster Session.
- Posters may be setup starting at 8:00am on November 15.
- We will provide easels and 30x40” foam core board for mounting, as well as velcro dots and thumbtacks to attach your poster to the board. If you are bringing a hard-back, pre-mounted poster, please make sure it will not be too large for a typical easel.
- Let us know if you plan to display your poster on something other than an easel.
Exhibitors (info tables)
- Each year exhibitors play a key role in the Watershed Symposium, as we strive to include information tables that represent a broad diversity of organizations and affiliations.
- Staffed tables are preferred, especially during morning registration and lunch.
- Please have tables set up by 8:30am on November 15 and cleared by 5:00pm on November 16.
- Tables may be left setup overnight.
- One 6'x30" table and two chairs will be provided.
- Please advise if more space, access to power, or wall space is preferred.
- Reserve an info table!
- Arrive 10-15 minutes before the session start time to check equipment, make sure each presentation is on the laptop, meet the speakers, and resolve any last-minute issues.
- Brief each speaker on how the session will be conducted, including when and how time reminders will be communicated:
- Determine how they want to handle Q&A: throughout the session, or at the end.
- You will give time reminders via placard at “2-minutes left” and “1-minute left”
- You will announce the session end when time is up
- Start on time. This is extremely important to ensure each speaker has her/his allotted time as well as having time for questions and answers.
- At the start of each session request that cell phones be silenced, and if they need to take a call to please leave the room before answering.
- Sessions will be filmed this year, so please let the audience know that a microphone will be provided for all questions (we want to be sure they can be heard on the recording)
- Introduce the speaker(s). Be sure to mention each speaker’s name, affiliation, and presentation title.
- An introduction “script” will be provided, which you are welcome, but not required, to use.
- Keep speakers on time with time reminder cards. If a speaker is taking too much time, you may need to interrupt and encourage them to finish in the next minute or two.
- If there are questions, make sure the questions do not go over the end of session time.
- Don’t let one person monopolize the Q&A.
- End the session on time. Thank the speakers and encourage the audience to complete a session evaluation and the Symposium online survey.
- Volunteer to moderate a session!