Feb. 27-March 1, 2012
Santa Fe, New Mexico

Instructions for Speakers

Thank you for agreeing to speak in a session at this conference.  It is important that you get your presentations loaded well before the start of your session, if possible prior to the day of your session.  There will be NO opportunity to load it once the session begins, nor can you attach your own laptop computer to the projector in the room.

Registration.  For conference check-in, the registration table (located in the Hotel Lobby, first floor, adjacent to guest room check-in) will be open:

  • Monday, February 27, 0700-1900
  • Tuesday, February 28, 0730-1900
  • Wednesday, February 29, 0730-1830
  • Thursday, March 1, 0730-1300

Prior to the session: Before the session you need to make sure that you are familiar with the layout of the conference, where and when your session is scheduled, and with your place on the agenda for your session.  Know your starting and finishing times.  You will receive a program in your conference materials that assigns the tracks to rooms at the hotel.  Signs will also be posted in the hotel and there will be people at the registration table to assist.

Loading your presentations.  You must load your presentations onto the computer assigned to your session. You will be able to load your presentations at the following times (locations provided upon conference check-in):

  • Monday, February 27, 1700-1900
  • Tuesday, February 28, 0700-0730; 1200-1300; 1700-1800
  • Wednesday, February 29, 0700-0730; 1200-1300; 1700-1800

If you know you will not be able to load your presentations at the listed times above, please contact your session chair/moderator and make plans with them.

Naming your presentation file:  There are close to 100 presentations at this conference.  To minimize confusion and loss of presentations, you must use the following format to name your presentation. 
Presenters last name (underscoree)trackname(underscore)date of presentation am/pm
Example: Thode_Restoration_Jan30pm

Time: The conference runs primarily in synchronized 20-minute time blocks that allow attendees to move between sessions. All of the contributed session talks are 20 minutes.  It is very important that we keep to these time blocks.  Even small overruns can throw the schedule off.  If only one speaker goes five minutes long, the session will not match the other sessions and it will impact another speaker’s time.  If a few speakers run over, it may eliminate someone’s speaking time.  Moderators have been notified that they cannot let this happen and each speaker’s time must be strictly enforced.

Moderators will hold up a sign when there are 5 minutes, 3 minutes, 1 minute, and 0 minutes remaining in your total speaking time.  You must be finished on time.  If you finish earlier, there can be a question or a few questions.  Please make sure to look for these signs!  You will be cut off quickly when you are out of time.

Where to sit:  Speakers need to sit close to the stage prior to their speaking time.  It is helpful if the moderator knows who and where you are.  I suggest that you sit near the front if possible. 

Introductions:  Please note that the introductions will be very short.  The 20 minute speaking intervals include the time to change and introduce speakers, make the presentation and any set-up that needs to be done.  To maximize the amount of time that the speakers have, we will keep the introductions very brief.  Please help your session moderator with pronunciation of your name.

Microphones:  Please use the lapel microphone.  The podium stands have microphones.  However, the speaker who uses them cannot be heard if they turn to face the screen. 

Breaks:  There are half hour breaks in the morning and afternoon sessions.  Lunch is an hour and a half.  If necessary, we will run the sessions into the breaks to get them back on schedule.  These breaks are our only buffer for the sessions that get off schedule.

Thanks for your time and patience!