We will have a Speaker Ready Room with laptops, printers, and often a screen and projector.
- The slide ratio is 16 x 9, and the LCD projector ration is 1080 (which is the Ratio for 16 x 9 slides)
- Each room will have a PC laptop with the latest versions of Windows and Office.
- Speakers should bring their presentations with them on a USB drive to upload to the laptop in the session room where they will present.
- We will have Wi-Fi for all attendees and dedicated bandwidth for speakers. However, we cannot guarantee its availability or strength. Please upload all files necessary to the presentation laptop rather than relying on Wi-FI to access them during your presentation.
For this reason, we strongly discourage use of Google slides.
- We require speakers to upload their presentations in the session rooms. We request that speakers upload 1 hour before the start of their session and not just before their own talk. For example, if a presentation is at 2 pm or 5 pm, the speaker should upload their presentation at 1 pm. We will have AV techs available to assist.
- All talks for each session typically remain in the same room throughout the meeting. AV techs will bring the same laptop back to the same room. Therefore, speakers on May 18 and 19 can load their talks the night before if they wish. However, speakers should still be in the session rooms 1 hour before their session start time.
Speakers for live-streamed presentations do not need to do anything extra to prepare. They should focus on in-person attendees and present like they normally would. We will broadcast the audio and video of their presentation to virtual attendees.
- Speakers must ask all attendees to use the standing microphones in the audience to ask questions for the livestream (if applicable) and for those using personal transmitters to boost audio.
- All session rooms will have a podium with a microphone and a head table with table mics. We request that the speakers in each 90-minute block sit at the head table and go to the podium to give their talk. At the podium, we request speakers to remove their masks before speaking. Speaking through a mask makes it hard for anyone who needs to read lips to follow the presentation and for the closed-captioning for the live-streaming to work. We will place the podium at a relatively safe distance from the head table and the attendees.
We will provide disinfectant wipes for speakers and attendees to use on the podium, tabletop, floor mic and other surfaces.
Speakers may upload handouts for attendees to the meeting's online community or a session in the online Program and Schedule.
For the meeting community, follow these steps.
- Go to the 2023 Annual Meeting Community and log in.
- Go to the Library tab, or click ADD next to Latest Library Entries.
- Create a New Entry, select the folder marked with the day of your presentation, and describe your files (title of presentation, abstract, whatever seems relevant).
- Select Entry Type > Standard File Upload.
- Drag and drop or upload ALL of your files on the next screen so there is just ONE entry for your talk in the folder.
- Click through to finish.
Download this guide to prepare for your presentation at in-person or online events.
Conference Publication Submisssions
We invite all speakers to submit their full papers to one of our conference publications or "postprints" after presenting it at the meeting. These publications are not peer-reviewed, but they are copyedited and formatted for style. Authors who publish their papers in one of our postprints may also submit them to the Journal of the American Institute for Conservation (JAIC)
as they typically evolve through the peer-review process.