SPEAKER GUIDE 1
CONGRATULATIONS! SPEAKER RESOURCES Congratulations! You will be a speaker on the program at the 2017 BIO International Convention program. Every year, the BIO International Convention regularly attracts more than 16,000 high-level professionals from 50 states and more than 75 countries. Convention attendees look forward to topnotch programming that is well planned and thought provoking. The strength of our event is demonstrated through the quality of its program thanks to our wonderful host of organizers, speakers, and moderators. This guide has been compiled to help you plan, prepare and deliver a professional session. We appreciate your time and talents in leading your session! Even if you are a seasoned speaker, I urge you to take a few moments to review the contents of this guide. I look forward to working with you over the next few months on what I am certain will be an exciting program! Best Regards, Katie DeLine Manager, Event Education Biotechnology Industry Organization (BIO) Phone: 202.742.6472 Email: program@bio.org Shape Your Session. 3-4 Speaker Check List Session Resources & Training Produce a Great Session 5-6 Speaker Resource Center Instructions Session Promotion Planning Your Trip to San Diego..7 Convention Travel Information Speaker Registration Housing/Hotel Reservation.7 On-Site Presentation Guidelines..8 PowerPoint Presentations Speaker Ready Room Check-In Procedures Audio-Visual Equipment Available Schedule at a Glance...9 Frequently Asked Questions..11 2
SPEAKER CHECKLIST This checklist highlights all the items an Speaker must complete in order to successfully plan an educational session at the 2017 BIO International Convention. Please note all of these tasks must be completed in BIO s Speaker Resource Center (SRC). Accept or Decline Speaker Invitation: BIO will send a speaker invitation via email. You must select decline or accept to confirm participation status. Due Date: 2/17/17 Policies Governing Accepted Proposals: Review policies. Due Date: 2/17/17 Session Promotion: Remind speakers to promote the session to increase attendance. Due Date: 2/28/17 Upload Photo & Bio to SRC: Upload a recent photo and biography to the SRC. Due Date: 3/16/17 Planning Calls: Planning calls should take place with speakers and moderator to discuss and define the role of each panelist and develop talking points. Due Date: 3/28/17 Polling Request Form: Complete BIO s online Polling Request Form located in the Speaker Resource Center (SRC). Due Date: 3/21/17 Registration Information: All speakers must register for the 2017 BIO International Convention. BIO will be sent a discount code in February in order for speakers to receive a complimentary Education & Exhibition Access pass. Due Date: 4/27/17 * Early Bird discount ends April 27, 2017 Hotel Reservation: Inform speakers of housing deadline and instructions on how to complete hotel reservation for BIO 2017. Due Date: 5/19/17 On-Site Speaker Orientation: Register for Speaker Orientation which will be located at the San Diego Convention Center on June 19. Registration form is located in the Speaker Resource Center. Due Date: 5/25/17 PowerPoint Presentations: Confirm whether or not your speakers are using a PowerPoint during the session. All final presentations must be submitted on BIO s branded PowerPoint template. Due Date: 5/26/17 Code of Professional Facilitator Ethics: Complete BIO s Code of Professional Facilitator Ethics form located in the Speaker Resource Center. Due Date: 5/31/17 3
SPEAKER TRAINING Overwhelmed by all the information provided? Well you re in luck because BIO will be offering a webinar series for all session organizers designed to keep you in the loop on all BIO 2016 related matters. Make sure you save the date and register for all upcoming organizer webinars in BIO s Speaker Resource Center (SRC) today. Additional Training Resources: Moderator/Speaker Training On-Site Speaker Orientation #BIO2017 SAN DIEGO JUNE 19-22 4
SPEAKER RESOURCE CENTER INSTRUCTIONS As a speaker you have been assigned the responsibility of maintaining your information in the BIO speaker console aka Speaker Resource Center (SRC). The speaker role is vital in order to successfully plan a session. Below you will find instructions on how to navigate BIO s SRC. Speaker Resource Center (SRC) Login: BIO will provide you with the password to the Speaker Resource Center via email in January. Here is the link to the Speaker Resource Center -https://bio17.eventsbio.com/content Speaker Resource Center Tabs: Once you log into the SRC, you will see three tabs General Info, Session Tasks, and Presentations. Each tab has a specific purpose. BIO encourages Session Speakers to view each tab before getting started. General Info Tab: The General Info tab displays your session(s) details time, session number, description, and location. Please click on the session name which appears as a hyperlink under My Sessions to review your session details. Session & Participant Tasks Tab: Under the Session & Participant Tasks tabs, you will find all of the items that a Speaker must complete in order to participate in a session at BIO 2017. Every task listed under the Session Task tab must be completed by the due date displayed next to each task. Please note tasks are organized by three categories Presentation Details, Speaker Details, and Trainings. A green check mark will appear once you have completed a task. Additionally, BIO will be sending email reminders prior to upcoming due dates to make sure you are staying on track. The complete Speaker checklist is located on page 4 of the Session Speaker Guide. Upload Photo & Biography: You will find this feature under the Participant Tasks tab titled Upload Biography and Upload Photo. All speakers will need to upload their bios and photos in order to display on the Convention website and to be searchable for attendees looking for information on the education program. It is in the best interest to make sure your session includes this information in the system as soon as you have accepted your invitation to speak. Speaker bios and photos are an excellent tool in helping to market your session. Presentations Tab: This tab is where your will upload a copy of your final PowerPoint presentation which will be reviewed by your designated Program Committee Member. There will be a place holder in the pop-up where you will be able to upload the presentation. Your final presentation must be submitted on BIO s branded PowerPoint template. You can find the template in the SRC. After a member of the BIO Program Committee reviews your speakers presentations and provides feedback, you must bring the presentation with you and upload it in the Speaker Ready Room at the San Diego Convention Center at minimum of 24 hours prior to you session start time. 5
SESSION PROMOTION IDEAS mybio: AN ONLINE EVENT PLANNING TOOL Use mybio to send personal emails to attendees promoting your session.. BIO 2017 TWITTER #BIO2017 OR @BIOCONVENTION Use the Convention hashtag when tweeting about your session.. MYBIO LINKEDIN & ORGANIZER GR0UP More than 50,000 members! Join the mybio LinkedIn group and share the importance of your session or converse with fellow organizers BLOGGING OR WORD OF MOUTH There are so many ways to promote your session whether its via social media, word of mouth, email outreach. As long as you are spreading the word, you will have no problem obtaining a packed session room at Convention. 6
The 2017 BIO International Convention will be held at the San Diego Convention Center from June 19-22, 2017 in San Diego, California. Transportation San Diego Convention Center 111 W Harbor Dr, San Diego, CA 92101 Airport or Train: If you are arriving by plane or train we are conveniently located 3 miles from San Diego International Airport and less than one mile from the Amtrak Station. The San Diego Trolley has two stops directly in front of the convention center at Harbor Drive/First Avenue and Harbor Drive/Fifth Avenue. Free BIO Shuttle Service: Speakers, moderators, and attendees staying in certain BIO hotels will receive complimentary shuttle service to the San Diego Convention Center and to evening networking events throughout the duration of the convention. A detailed schedule will be shared about three weeks prior to convention. San Diego Convention Center Parking: There are many parking options both garages and lots conveniently located within blocks of the San Diego Convention Center. Please click here for garage locations. Registration TRAVEL INFORMATION Complimentary Education & Exhibition Access: As a token of our appreciation, speakers, organizers, and moderators receive complimentary Education & Exhibition Access this registration type provides access to the education sessions and exhibit hall all days of the 2017 BIO International Convention. This registration does not grant access to Keynotes and Receptions. Interested in Upgrading Your Registration to Convention Access? Speakers may upgrade their registration to Convention Access for a discounted rate of $800 (before April 27, $1,200 after April 27). Convention Access registration provides access to the Keynotes, Welcome Reception, Reception on Wednesday night, BIO Exhibitor Hospitality Receptions on Tuesday, Business Forum Company Presentations, and access to education sessions and exhibit hall. Note: Speakers, Organizers, and Moderators will receive a code via email to register for the 2017 BIO International Convention and can upgrade their complimentary registration at that time. Housing/Hotel Reservations We are pleased to partner with OnPeak, our official, exclusive housing provider for the 2017 BIO International Convention. Complete your reservations by May 19, visit http://convention.bio.org/book_housing/ for more information. This is a fast, easy, and secure reservation website which includes special features and hotel extras. Note: We do not provide any travel or housing reimbursements for speakers, moderators, or session organizers. 7
ON-SITE SPEAKER READY ROOM PROCEDURES Please bring your presentation directly to the on-site Speaker Ready Room for check-in located at the San Diego Convention Center, Room 11B, a minimum of 24 hours in advance of your session. SPEAKER READY ROOM HOURS Monday, June 19 12:00 PM 5:00 PM Tuesday, June 20 7:00 AM 5:00 PM Wednesday, June 21 7:00 AM 5:00 PM Thursday, June 22 7:00 AM 3:30 PM PowerPoint Presentations BIO requires all presenters using PowerPoint to use the approved 2017 BIO International Convention PowerPoint Template which is available under on the Speaker Resource Center (SRC). Please note: The presentation computers at BIO will be running Microsoft Office 2010, PC PowerPoint 2007 and Mac PowerPoint 2008. Users should save their presentations in the default.pptx format, rather than the backward compatible.ppt format, as this will allow the greatest compatibility. Please Submit Your Presentation Utilizing One Of The Following Media Types: - USB Mini Drives Any brand as long as they do not require drivers - Memory Cards (Memory Stick, Micro Drive, Secure Digital, Multimedia, Smart Media, Compact Flash, Thumb Drive) Audio-Visual Equipment That Will Be Setup in Each Workshop Session Room: - HD Projector - 32 LCD Flat Panel confidence (preview) monitor- Projection Screen - Computer operated by Audio Visual Technician - Lavaliere Microphones Presentation tips and compatibility guidelines are available here: http://www.projectionnet.com/styleguide/presentationstyleguide.aspx Security and Intellectual Property Declaration The Biotechnology Industry Organization (BIO) believes that each speaker has the right to his or her own intellectual property and the expectation that this content will not be disseminated or re-used without his or her consent. On-site, speakers may access their own presentations in the Speaker Ready Room. In the session rooms, speakers have access to only those presentations intended for that session. Hard or soft copies of presentations are not available from the Speaker Ready Room, except in the case of a speaker making substantial changes to his or her own presentation and wishing an updated copy. UNDER NO CIRCUMSTANCES WILL SPEAKERS BE ALLOWED TO E-MAIL PRESENTATIONS TO BIO! 8
MONDAY JUNE 19 TUESDAY JUNE 20 WEDNESDAY JUNE 21 THURSDAY JUNE 22 2017 Schedule BIO Business Forum Partnering Meetings Afternoon Special Programming Afternoon BIO Business Forum Partnering Meetings Keynote Morning BIO Business Forum Partnering Meetings Keynote Morning BIO Business Forum Partnering Meetings Partnering kicks off Monday stay through Thursday to maximize ROI Education Tracks Afternoon BIO Exhibition Open & Booth Partnering Education Tracks BIO Exhibition Open & Booth Partnering Education Tracks BIO Exhibition Open & Booth Partnering Education Tracks Super Session Afternoon Super Sessions Mid-Day Super Sessions Mid-Day Super Sessions Mid-Day Welcome Reception at Petco Park Evening Exhibitor Hospitality Receptions Evening Wednesday Gaslamp Reception Evening BIO Career Fair Make sure to check convention.bio.org/schedule for updates
MONDAY, JUNE 19 Monday Welcome Reception Toast with us in downtown San Diego TUESDAY, JUNE 20 BIO Exhibitor Hospitality Receptions Party in the BIO Exhibition and network with friends around town during Open Night WEDNESDAY, JUNE 21 Wednesday Night Reception Mingle, network and sample the best San Diego has to offer
FREQUENTLY ASKED QUESTIONS What audio visual equipment will be available in the session room? Is polling technology available? All session rooms are equipped with an LCD projector and screen, podium (if applicable), viewing monitor, and lavaliere mics. Polling is available to all organizers who complete the online Polling Request Form in BIO s Speaker Resource Center. Will the educational sessions be recorded? A select number of sessions at the BIO International Convention will be recorded and may be used for webcasting, audio, video, and other communications. As an organizer, you will be entitled to a free online copy of your session if it is recorded. Please contact program@bio.org to find out if your session will be recorded. What does BIO provide financially for speakers? BIO does not provide speaker honoraria or reimburse for travel or housing expenses. BIO does extend a complimentary Education and Exhibition registration for the convention to confirmed moderators, speakers, and organizers. Speakers have the option to expand their registration to Convention Access for a separate registration fee of a discounted rate of $800 before April 27 ($1,200 after April 27). Will my session be evaluated? Yes, all sessions at the 2017 BIO International Convention will be evaluated. Attendees will receive an evaluation form for each session attended upon conclusion of each day of the event. Can more than one speaker from the same company participate on a panel? All speakers (including the moderator) must be from different companies/organizations. How will speakers receive their complimentary Education & Exhibition Access registration? In order for you, your speakers and moderators to receive a complimentary Education & Exhibition Access registration and the ability to upgrade to Convention Access for $800 ($1,200 after April 27), they must register using the discount code emailed by BIO s Registration Team. Please email register@bio.org if you do not receive a discount code by April 27. I would like to invite an FDA speaker; can I send the invitation to participate directly? If you plan to have a speaker from the FDA participate in your session, do not issue an invitation directly to that person. The FDA has very strict guidelines for securing speakers and all requests for an FDA speaker to participate in a session should be sent to at program@bio.org. All requests for FDA speakers are due by February 10, 2016. If a speaker authors a book, can the book be highlighted at the BIO International Convention? If a speaker has authored a book or will be referencing a book during their presentation, we can carry it in the BIO Store and even coordinate a book signing. BIO will work on the consignment arrangement with the publisher if you can provide the title, author, publisher and ISBN for the book or books you recommend. We will then decide whether or not we can carry the item, based on space and availability. Please send the full details listed above for the recommended item to Toby LeFaivre at toby@metrologo.com Does BIO provide complimentary transportation from hotels to the San Diego Convention Center for speakers? Yes, shuttle buses from a select number of BIO International Convention hotels will be available for travel between the hotels and the San Diego Convention Center. A detailed schedule will be posted about 3 weeks before the Convention begins. 11