Speaker Ready Room
The Speaker Ready Room (Hiawatha Room, Hyatt Recency Minneapolis) is where you can test your presentation, print notes, and load the files a day in advance.
- All speakers will load their presentations onsite in the Speaker Ready Room.
- Speaker Ready Room will be open during all 5 days of the meeting, both pre-session and main session days.
- Speakers should load their presentations at least the day before their talk.
- The Speaker Ready Room will be staffed by our streaming providers. Please let them know you are there to load a presentation and they will assist you.
Presentation Guidelines
The Speaker Ready Room typically has laptops and a screen and projector. We plan to provide a printer as well.
Basic AV
- The slide aspect ratio is 16:9 (widescreen), and the LCD projector resolution is 1920x1080, standard for widescreen presentations.
- Each room will have a PC laptop with the latest versions of Windows and Office. Speakers must use the computer in the meeting rooms to give their presentations. The cameras for live-streaming are embedded in the laptops supplied to the meeting rooms by the livestream provider.
- Speakers should bring their presentations with them on a USB drive to upload their presentations on the laptops in the Speaker Ready Room no later than the day before their talk.
- Speakers need to arrive at the meeting room where their talk will be presented 30 minutes before the start of their session (ideally this will be during a break).
- 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.
Uploading Presentations
- We require speakers to upload their presentations in the Speaker Ready Room at least one day before their scheduled talk. In addition, we request that speakers arrive to the meeting room where they will present at least 30 minutes 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 arrive at the meeting room at 1:30 pm.
- This will allow you to double-check your presentation and go over last-minute details with your program chair.
- We will have AV techs available to assist if issues arise.
- 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.
Livestreaming
All non-luncheon sessions will be live-streamed this year. (Luncheon programming is typically recorded and posted later to allow for editing.) 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.
ADA Issues
- 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. The microphone can be removed from the stand for an attendee using a wheelchair.
- 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.
- Any in-person attendee needing closed captioning will be provided with a virtual registration, so that they can view the captions on their own device. Please don’t use the caption feature in PowerPoint as it has the potential to interfere with the live streaming.
Hygiene Preparation
We will provide disinfectant wipes for speakers and attendees to use on the podium, tabletop, floor mic, and other surfaces.
Handouts
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 2025 Annual Meeting Community and log in.
- Go to the Library tab, or click ADD next to Latest Library Entries.
- Create a New Entry, select "Presentation Handouts," then the folder marked with the day of your presentation. 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.
Presentation Guides
Download this guide to prepare for your presentation onsite or online.
Conference Publication Submissions
We invite all speakers to submit their full papers to one of our conference publications ("postprints") after presenting them 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 can also submit them to the Journal of the American Institute for Conservation (JAIC).
Information about submitting to various session postprints is in the "AIC Postprint Submissions" document above.