ASFPM Conference Presenter FAQ CALL FOR PRESENTERS What if I missed the Call for Presenters this year? What is the submission deadline? What is the difference between a Concurrent Session and a Workshop? How are Workshops selected? How are Concurrent Sessions selected? When will I know if my presentation has been selected? Why didn t I hear if my presentation was selected? What can I do to increase my chances of getting my presentation selected next year? WORKSHOP SUBMISSIONS Why do I need an Agenda for my Workshop? Why do I need a list of Objectives for my Workshop? Why do I need an Outline for my Workshop? WORKSHOP PRESENTERS Is there a charge for attendees to register for a Workshop? What does the workshop fee cover? What are the Presenter deadlines? When are Instructor / Speaker Agreements due? Why are Instructor / Speaker Agreements required? Must every Instructor / Speaker selected to present sign an Agreement? Is there a Presenter registration? Do I need to register for my own Workshop? Why doesn t my name show up in the pocket guide as a presenter? Who do I contact to get email addresses for my attendees? CONCURRENT SESSION PRESENTERS Is there a charge for attendees to register for a Concurrent Session? When are Instructor / Speaker Agreements due? Why are Instructor / Speaker Agreements required? Must every Instructor / Speaker selected to present sign an Agreement? Is there a Presenter registration? Why doesn t my name show up in the pocket guide as a presenter? Who do I contact to get email addresses for my attendees? PRESENTER PREPARATION & RESOURCES What do I need to bring to the conference? Who do I contact if I can t make it to my presentation? Who makes copies of my handouts? How many attendees will be in my session / workshop? What technology is available to me on-site to prepare my presentation? When can I get access to my presentation room before my session? Will there be someone in my presentation room to check in attendees and/or moderate? Will my presentation room have internet access? Will ASFPM provide a sign in sheet? Does ASFPM provide Certificates of Attendance? COPYING & SHIPPING Where do I go if I need to make copies?
Where can I ship my presentation materials and handouts? Where can ship packages from? How do I know how many attendees will be in my session / workshop? AV EQUIPMENT What AV equipment does ASFPM provide for presenters? Are there fees for AV equipment? How do I request AV equipment I need for my presentation? What if my AV needs change? What if I missed the Call for Presenters this year? ASFPM issues our Annual Conference Call for Presenters in September of the year prior to the conference. Submissions are accepted via our online form only. Submissions are due by October 31 st each year prior to the conference date. To review past submission form questions to prepare your submission for the next year, click here for Workshop Submission Form and here for the Concurrent Session Submission Form. ASFPM recommends reviewing our Speaker Tips brochure which outlines the presenter selection process and tips for increasing your chances of being selected to present. What is the Submission deadline? Submissions in response to ASFPM s Call for Presenters are due by October 31 st each year prior to the conference year. Presenters will be notified of their selection status by January 31 st of the conference year. What are the Presenter deadlines? For Workshop presenters, signed Instructor Agreements are due within one week of selection notification. How are Workshops selected? ASFPM s workshop selection committee reviews all workshop submissions received by the October 31 st deadline. ASFPM recommends reviewing our Speaker Tips brochure which outlines the presenter selection process and tips for increasing your chances of being selected to present. Workshop selection considerations may include: timeliness of the topic, demand for topic, if the topic has been offered before (repetition new topics preferred over repeat topics), skill of instructor as a trainer (priority for completers of FEMA E270 or E262), subject matter expertise of instructor in their topic area, CFM status of the instructor (CFMs receive priority treatment) inclusion of locals and experts from host state and / or topic area, instructor s ability to meet deadlines and comply with requests, courses which provide local floodplain administrators tools they can take home and implement, how well developed the course appears to be (is it fully formed or in initial stages of development), level of interaction / activities relative to course length, appropriateness of course length relative to the topic,
ranking when compared against similar workshops submitted, relevance to conference theme, quantity of selected workshops from same submitting agency (distribution across submittals: agencies, sectors, regions, levels of government, sponsors, etc.) How are Concurrent Sessions selected? ASFPM s Concurrent Session selection committee reviews all abstract submissions received by the October 31 st deadline. ASFPM recommends reviewing our Speaker Tips brochure which outlines the presenter selection process and tips for increasing your chances of being selected to present. Abstract selection considerations may include: timeliness of the topic, demand for topic, subject matter expertise of presenter in the topic area, number of submissions received by conference track (submitting an abstract for a track with fewer submissions increases your chances of being selected), CFM status of the presenter (CFMs receive priority treatment) Sponsorship status of presenter (certain level sponsors may receive a concurrent session showcase as part of their sponsorship benefits) inclusion of locals and experts from host state and / or topic area, presenter s ability to meet deadlines and comply with requests, topics which provide local floodplain administrators tools they can take home and implement, ranking when compared against similar abstracts submitted, relevance to conference theme, quantity of selected workshops from same submitting agency (distribution across submittals: agencies, sectors, regions, levels of government, sponsors, etc.) When will I know if my presentation has been selected? ASFPM will notify presenters of their selection status by January 31 st the year of the conference. ASFPM sends all presentation communications to one designated Point of Contact (POC) for each presentation as noted on your submission form. The POC is responsible for communicating and sharing that information with their copresenters / co-instructors. If you haven t heard from ASFPM, first check with your co-presenters to find out if they ve received any information from ASFPM. If the POC has not yet heard about your selection status, it may be that your topic has been waitlisted and ASFPM is waiting to see if there are additional openings in the program for which you may be selected. If your POC has not heard from ASFPM by the second week in January of the conference year, please ask your POC to contact Kait Laufenberg regarding Workshop submissions, and Steve McMaster regarding Concurrent Session submissions. Why do I need an Agenda for my Workshop? An agenda details for the attendee how much time you estimate spending on each topic covered. An agenda helps registrants to select a workshop appropriate to their needs as well as that your workshop has been fully developed and is unlikely to change at the last minute. Details provided about your workshop in our brochure
and online must be consistent with what registrants see when they attend your workshop ensuring that they get what they paid for. Why do I need a list of Objectives for my Workshop? Workshop objectives detail what the attendee will be able to do following your workshop. Workshop objectives helps registrants to select a workshop appropriate to their needs as well as demonstrating that your workshop has been fully developed and is unlikely to change at the last minute. Details provided about your workshop in our brochure and online must be consistent with what registrants see when they attend your workshop ensuring that they get what they paid for. Why do I need an Outline for my Workshop? An outline details how you plan to present your topics. It provides your methodology (lecture, exercises, handson activities, discussion, etc.) and percentage of time devoted to each. An outline helps demonstrate that your workshop has been fully developed and is unlikely to change at the last minute. Details provided about your workshop in our brochure and online must be consistent with what registrants see when they attend your workshop ensuring that they get what they paid for. Why didn t I hear if my presentation was selected? ASFPM will notify selected presenters of their selection status by January 31 st the year of the conference. ASFPM sends all presentation communications to one designated Point of Contact (POC) for each presentation as noted on your submission form. The POC is responsible for communicating and sharing that information with their co-presenters / co-instructors. If you haven t heard from ASFPM, first check with your copresenters to find out if they ve received any information from ASFPM. If the POC has not yet heard about your selection status, it may be that your topic has been waitlisted and ASFPM is waiting to see if there are additional openings in the program for which you may be selected. If your POC has not heard from ASFPM by the second week in January of the conference year, please have the POC contact Kait Laufenberg regarding workshop submissions, and Steve McMaster regarding concurrent session submissions. What can I do to increase my chances of getting my presentation selected next year? ASFPM s Workshop and Concurrent Session selection committees review all presentations received by the October 31 st deadline. ASFPM recommends reviewing our Speaker Tips brochure which outlines the presenter selection process and tips for increasing your chances of being selected to present. For additional selection considerations, please see FAQs How are Workshops selected? and How are Concurrent Sessions selected?. What is the difference between a Concurrent Session and a Workshop? Workshops are 2 4 hour long courses including a syllabus, course objectives, and exercises. They are targeted at offering continuing education for floodplain management professionals. Attendees may pay a fee in addition to their conference registration to attend. Workshops are offered on Sunday, Monday, and Friday of the
conference. ASFPM Board Members, Committee Chairs, and Volunteers are most likely to present on Friday due to scheduling conflicts with their other responsibilities. Concurrent Sessions are 25 30 minute long presentations with three presenters per one hour session. These sessions are targeted at conference topical tracks in the standard conference agenda. Attendance is included with conference registration and attendees do not register to attend these specific sessions. Concurrent sessions are offered on Tuesday, Wednesday, and Thursday of the conference. ASFPM recommends reviewing our Speaker Tips brochure which outlines the presenter selection process and tips for increasing your chances of being selected to present. Is there a charge for attendees to register for a Workshop? Yes. Each workshop has a registration fee to attend and registration is required. Is there a charge for attendees to register for a Concurrent Session? No. Concurrent Sessions are held within the conference topical tracks as part of the standard conference agenda. Attendance is included with full conference registration and attendees do not register to attend these specific sessions. What does the workshop fee cover? Workshop fees cover the cost to ASFPM of providing the workshop meeting rooms, AV equipment, and refreshments provided for workshop attendees. When are Instructor / Speaker Agreements due? Instructor Agreements for Workshops and Speaker Agreements for Concurrent Sessions are due at different times. Instructor Agreements have an earlier due date (details below). Instructor Agreements (Workshops) Signed Instructor Agreements for Workshops are due within one week of selection notification. Instructor Agreements are needed to lock-in instructors for workshops early in order to finalize our brochure and open conference registration by February of the conference year. The conference brochure provides detailed descriptions, instructor names (and even more details on our workshop page of the conference website) for workshops to assist registrants in selecting which workshop they like to attend (workshops require separate registration to attend). Questions regarding Instructor Agreements should be directed to Kait Laufenberg who coordinates the Workshop program. Speaker Agreements (Concurrent Sessions) Signed Speaker Agreements for Concurrent Sessions are due within one week of selection notice. Concurrent sessions are walk-in sessions included as part of the regular conference program so details don't need to be firmed up and locked in as early since attendees don't register separately to attend them (concurrent sessions are included in their conference registration). Speaker Agreements are due later because Concurrent Session details are provided about specific sessions and presenters in the on-site pocket guide which is printed closer to the actual conference date. Questions regarding Speaker Agreements should be directed to Steve McMaster who
coordinates the Concurrent Session program. Why are Instructor / Speaker Agreements required? Presenter Agreements are needed to lock-in presenters and finalize the conference brochure and pocket guide data for distribution and print. These documents are costly and directly impact registration numbers, ASFPM needs commitment from Presenters to minimize changes to the program once conference registration opens and ensure a complete schedule of events are filled. ASFPM receives far more presentation submissions than we have space available in our conference program. By signing your agreement, you are committing to attending and presenting; failure to submit a signed agreement by the deadline may result in ASFPM filling your slot with a presentation from the waiting list. Conference registrants use this information to determine what events they plan to attend (and may need to register for) at conference. Presenters may also need this to provide proof of their presentation commitments to secure permission from their employer to attend the conference. Must every Instructor / Speaker selected to present sign an Agreement? Every Lead Instructor / Presenter must sign an Instructor / Speaker Agreement. By signing your agreement, you are committing to attending and presenting; failure to submit a signed agreement by deadline may result in ASFPM filling your slot with a presentation from the waiting list. Is there a Presenter registration? All presenters are required to register to attend the full conference if selected to present. There is no specific registration rate for presenters. Presenters are expected to register no later than last day of the early-bird registration period. Early registration demonstrates commitment to attend as well as keeping presenters informed of critical conference-related information as expected from conference participants. Do I need to register for my own Workshop? No. Instructors do not need to register for their own workshop. Will there be someone in my presentation room to check in attendees and/or moderate? ASFPM and the local host team will schedule a volunteer to act as room monitor / moderator. Their role will be to ensure attendees are registered to attend (in the case of a workshop) and to moderate speakers for time (in the case of a concurrent session). Who makes copies of my handouts? ASFPM does not provide or print handouts for workshop and concurrent session attendees. Handouts are provided at the cost and discretion of the presenter. If you plan to bring handouts, please come prepared as ASFPM does not provide on-site resources for this purpose; if we know of an on-site print service provider nearby we will send information to presenters. ASFPM will provide Workshop instructors with registration
counts two weeks prior to conference so you can plan accordingly. NOTE: Concurrent Session presenters will not receive head counts as registration is not required for these walk-in sessions. Where can I ship my presentation materials and handouts? ASFPM does not provide storage or on-site shipping services for presenters. Please contact the conference facility or shipping service provider (if applicable) to arrange for shipping services. NOTE: there may be a daily storage fee for materials shipped in advance. If ASFPM knows of an on-site shipping service provider, we will send information to presenters. What do I need to bring to the conference? Your presentation on a CD or USB thumb drive. Presenter materials and notes. Enthusiasm for your topic and advanced review and familiarity your presentation and materials. Conference registration and Helpful Presenter Information provided by ASFPM. Any AV equipment you need that is not provided by ASFPM. Your Instructor / Speaker Agreement indicates what equipment your requested that ASFPM will be providing. If you know you ll need something not on that list, please let us know as soon as possible since we cannot accommodate changes on-site. Internet connectivity is not provided in the meeting rooms if you need it, it can be provided for a fee- contact ASFPM to inquire prior to the conference. Any handouts, materials you plan to distribute to attendees. Business cards with your name and contact information for sharing with attendees and networking. What AV equipment does ASFPM provide for presenters? NO FEE ASFPM will provide any of the following equipment to presenters upon request* at no charge if requested on Instructor / Speaker Agreement prior to the conference: LCD projector & screen 1 laptop for presenter use during presentation with CD drive and USB port 1 laser pointer (not air mouse) 1 flip chart easel with markers Additional electrical if needed for attendee laptop use (only if required for workshop participation) *Contact Kait Laufenberg for Workshop presentations, and Steve McMaster for Concurrent Session presentations. Please let us know as soon as possible what your AV needs are since we cannot accommodate changes on-site. FEE-BASED ASFPM will provide any of the following equipment to presenters upon request* for a fee if requested in writing with payment arrangements, up to one week prior to the conference (contact ASFPM for details): Internet connectivity in meeting room Additional laptop computers for attendee / presenter use during presentation Additional LCD projectors and screens Additional flip chart easels & markers
*Contact Kait Laufenberg for Workshop presentations, and Steve McMaster for Concurrent Session presentations. Please let us know as soon as possible what your AV needs are since we cannot accommodate changes on-site. Are there fees for AV equipment? There may be a fee for AV equipment depending on the type of equipment, quantity and facility fees. Please see FAQ What AV equipment does ASFPM provide for presenters? for more information about which items are fee-based. Fees will vary by facility, contact ASFPM in advance to request* and arrange payment for fee-based AV equipment. Please let us know as soon as possible what your AV needs are since we cannot accommodate changes on-site. *Contact Kait Laufenberg for Workshop presentations, and Steve McMaster for Concurrent Session presentations. Please let us know as soon as possible what your AV needs are since we cannot accommodate changes on-site. How do I request AV equipment I need for my presentation? To request AV equipment for your presentation, contact Kait Laufenberg for Workshop presentations, and Steve McMaster for Concurrent Session presentations. Please let us know as soon as possible since we cannot accommodate changes on-site. Note: internet connectivity is not provided in the meeting rooms if you need it, we can provide it for a fee. What if my AV needs change? Please let us know of any AV changes as soon as possible since we cannot accommodate changes on-site. Contact Kait Laufenberg for Workshop presentations, and Steve McMaster for Concurrent Session presentations. Who do I contact if I can t make it to my presentation? If your arrival is delayed or you will not be able to attend due to an unexpected emergency please contact ASFPM immediately so we can make any adjustments necessary for your presentation. Before Conference: Up to 3 days prior to conference start date call ASFPM Executive Office at 608-828-3000. On-site: call ASFPM on the conference phone: 608-333-7370 (call ONLY for presenter cancellations or delays). When can I get access to my presentation room before my session? You can access your room no earlier than 30 minutes before your workshop / concurrent session block start time. Please plan to arrive early to get your presentation loaded onto the computer and test your equipment. What technology is available to me on-site to prepare my presentation? ASFPM provides a speaker prep room Monday 8am through Friday 9am of the conference. If you are scheduled to present on Sunday or early Monday of the conference, please come prepared since we won t have full access to the conference facility to set up a speaker prep room until Monday morning. NOTE: this resource is limited
and is often be in high demand so presenters are encouraged to come prepared in advance. The speaker prep room does not provide resources for printing attendee handouts. If on-site printing service provider is available, ASFPM will share this information with presenters prior to arrival. Where do I go if I need to make copies? ASFPM does not provide or print handouts for workshop and concurrent session presenters / attendees. Attendee handouts are provided at the cost and discretion of the presenter. If you plan to provide handouts, please bring them with you as ASFPM does not provide on-site resources for this purpose; if we know of an onsite print service provider nearby we will send information to presenters before your arrival. ASFPM will provide Workshop Instructors with registration counts 2 weeks prior to conference so you can plan accordingly. NOTE: Concurrent Session presenters will not receive head counts as registration is not required for these walkin sessions. Where can I ship packages from? ASFPM does not provide storage or on-site shipping services for presenters. Please contact the conference facility or shipping service provider (if applicable) to arrange for shipping services. NOTE: there may be a daily storage fee for materials shipped to the facility in advance. If ASFPM knows of an on-site shipping service provider, we will send information to presenters before your arrival. Will my presentation room have internet access? Internet connectivity is not provided in the meeting rooms if you need it, we can provide it for a fee. Contact Kait Laufenberg for Workshop presentations, and Steve McMaster for Concurrent Session presentations. Please let us know as soon as possible since we cannot accommodate changes on-site. Will ASFPM provide a sign in sheet? ASFPM will provide sign in sheets for workshop presentations only. Does ASFPM provide Certificates of Attendance? Not automatically. ASFPM can provide a certificate attendance for conference attendees and/or workshop attendees upon request AFTER conference. CECs For CFMs: CFMs certified through ASFPM, IL, and NC do not need to submit proof of attendance for attending ASFPM s conference or workshops; CEC credits are automatically applied to your CFM records by ASFPM after the conference. CFMs certified in AR, NM, OK, and TX: ASFPM will send a list conference and workshops attendees to your State CFM program to verify your attendance, after the conference please contact them to ask if you need to submit anything else to get your CECs. Please allow three weeks after conference before contacting ASFPM to request a certificate of attendance. This allows adequate time for ASFPM to verify attendees and no shows in our system to produce a certificate of attendance. Does ASFPM provide evaluations for my Workshop?
Generally evaluations are not provided for workshops. ASFPM provides evaluation forms for ASFPMsponsored workshops only. Workshop Instructors are welcome to bring and distribute their own evaluation forms for attendees if they choose. ASFPM will send an electronic Conference evaluation form to attendees following the conference to collect information about the conference and related events. How many attendees will be in my session / workshop? Workshops require registration separate from conference registration; registration numbers will be sent to Workshop Instructors two weeks prior to conference. Concurrent Sessions are walk-in sessions and do not require separate registration from conference registration; as such we cannot provide registration numbers. Why doesn t my name show up in the pocket guide as a presenter? Due to space and print limitations in the pocket guide, each workshop and concurrent session are limited to listing two presenters. All presenter names will be listed on the conference website. Who do I contact to get email addresses for my attendees? ASFPM can only provide a list of workshop attendees since workshops require separate registration and have sign-in sheets. Concurrent Sessions are walk-in sessions. Concurrent Session presenters may provide a sign-in sheet for this purpose and/or reference the Conference Participants list.