Speaker Guidelines
Contents Checklist... 3 Registration... 3 Thematic sessions... 4 Long presentations... 4 Panel sessions... 5 Café sessions... 5 Pre-conference workshops... 5 Audiovisual... 6 Equipment in the room... 6 Technical assistance... 6 Internet... 6 PowerPoint and Prezi... 6 Program changes... 7 Last minute changes to program... 7 Scheduling conflicts... 7 Speaker changes... 7 Withdrawal policy... 7... 7 Conference proceedings... 7 Filming and photography... 7 Speaker profiles... 8 Speakers Lounge... 8 Speaking tips... 9 What to do on conference day... 10 Get there on time... 10 Register and get your name badge... 10 Check in at the Speakers Preparation Room... 10 Meet up with the chair... 10 Key Contacts Program enquiries Josephine Williams Conference and Events Leader IDP Education T: +61 3 9612 4566 E: Josephine.Williams@idp.com Pre-conference workshop enquiries Peter Muntz International Education Association of Australia (IEAA) T: +61 3 9925 4575 E: peter.muntz@ieaa.org.au Conference Office Think Business Events Unit 17, 3 Westside Avenue Port Melbourne VIC 3207 T: +61 3 9417 1350 F: +61 3 8610 2170 E: aiec@thinkbusinessevents.com.au Page 2
Page 3 Checklist Item Date Comment Receive notification of acceptance of 7 May Closed proposal Accept /decline invitation to present at 14 May Closed AIEC Register and pay registration fees 15 August Mandatory Advise of any special room set-up or audiovisual requirements for preconference workshops Deadline for pre-conference workshop presenters Send PowerPoint presentation to the conference office or advise that you won t be using PowerPoint: aiec@thinkbusinessevents.com.au Back-up copy of your PPT file on a USB 25 September Please name the file with the proposal ID followed by speaker s name and surname. E.g. 000_Name_Surname Prior to AIEC We recommend that you label it with your name, session number, and date/time of presentation. Registration Conference registration All speakers are entitled to the speaker registration fee ($1025). Speakers can register on the conference website on the registration page. Registration for speakers in the main conference program (excluding workshops) All speakers must have registered and paid the registration fees by the 15 August 2015 and must be able to speak at the conference to remain in the program. Speakers who fail to pay registration fees by this date risk being removed from the program at the discretion of the committee. Registration for speakers in preconference workshop program Workshop presenters who are also attending the main conference, either as delegates, speakers or exhibitors do not need to register for the workshop in which they are presenting. I.e. when you complete the online registration form, you are entitled to register at the full conference - speaker rate but you do not need to purchase a workshop ticket for yourself. You will be given a complimentary workshop pass for the Tuesday (morning or afternoon, depending on which time your workshop is scheduled). Workshop speakers who are NOT attending the main conference, i.e. only attending to present in a workshop but not staying for the rest of the conference, will be given a complimentary workshop pass and will be contacted closer to the conference dates on how to complete the registration.
Thematic sessions A thematic session will include two short presentations for a 75-minute session. Thematic sessions will be run approximately in the following way: 5 minutes for chair s introduction 32 minutes for each presentation 1 minute quick changeover between presentations 5 minutes for chair s final remarks The time allocated to your presentation is 32 minutes, including time for the chair to introduce the speakers, presentation time and Q&A. We recommend 15-20 minutes of presentation and at least 10 minutes for Q&A. As other sessions will be scheduled at the same time, delegates may switch from one room to another and may not necessarily stay to listen to more than one presentation. It is important for the chair and presenters to stick to their allocated time and for the Q&A to follow each presentation (during the 30-minute allocated time slot). Chair A chair will be appointed by the committee to chair the entire session. Your contact details will be shared with the chair or moderator (as per the submission terms and conditions) who may get in touch with you prior to your presentation to find out more information and discuss how you would like to conduct your presentation. Room set-up Long presentations Long presentations have been allocated a full session of 60 or 75 minutes in duration: approximately 45 or 60 minutes for the presenter and 15 minutes for the chair for intro and closing remarks. Please check the program schedule to see the exact start and end time of your session. The presentation must include time for Q&A. We recommend at least 20 minutes for Q&A. The chair usually assists and facilitates the Q&A. Chair A chair will be appointed by the committee. Your contact details will be shared with the chair or moderator (as per the submission terms and conditions) who may get in touch with you prior to your presentation to find out more information and discuss how you would like to conduct your presentation. Room set-up The room will be set up theatre style, unless otherwise noted. Audiovisual A computer, projector, screen, lectern and mic are provided in each room. Roving or stand-up mics will be available for Q&A. If you are using a PowerPoint presentation, please ensure you use the template required for your session s room screen to the correct ratio for that room (4:3 or 16:9). There will also be internet connectivity. The room will be set up theatre style, unless otherwise noted. Audiovisual A computer, projector, screen, lectern and mic are provided in each room. Roving or stand-up mics will be available for Q&A. If you are using a PowerPoint presentation, please ensure you use the template required for your session s room screen to the correct ratio for that room (4:3 or 16:9). There will also be internet connectivity. Page 4
Panel sessions There should be approximately 3 to 6 panelists (including chair or moderator). Please ensure the chair, moderator or facilitator has been included in the program. We recommend for the panelists and the moderator to meet prior to the conference session (either by teleconference or at the conference itself) to discuss how to structure the discussion, and go over the format, question and overall session flow. If you are planning on using a visual aid or PowerPoint, please let the moderator know, so they can assist with the set-up and timing of the presentation. All panel sessions have been allocated to a 75- minute session. The duration of each presentation within the session is determined and moderated by the chair of the session. The session must include time for Q&A, discussion and dialogue during or at the end of the session to allow for audience participation and engagement. Room set-up The room will be set up theatre style, unless otherwise noted. Audiovisual A computer, projector, screen, lectern and mic are provided in each room. Roving or stand-up mics will be available for Q&A. If any of the panelists are using a PowerPoint presentation, please ensure you use the template required for your session s room screen to the correct ratio for that room (4:3 or 16:9). There will also be internet connectivity. Café sessions Café sessions will be allocated a 75-minute slot. Room set-up The room will be set up banquet style (round tables with 8-10 attendees per table). Audiovisual A computer, projector, screen, lectern and mic are provided in each room in which a café session is scheduled. Roving or stand-up mics will be available for the rapporteurs. If any of the presenters are using a PowerPoint presentation, please ensure you use the template required for your session s room screen to the correct ratio for that room (4:3 or 16:9). There will also be internet connectivity. Pre-conference workshops To discuss your room set-up and audiovisual requirements please contact IEAA workshop coordinator Peter Muntz, no later than 4 September, at peter.muntz@ieaa.org.au or call +61 3 9925 4579. Workshops are three hours in duration, including a 20-minute break, and take place on Tuesday 6 October. They are offered at an additional fee to delegates and provide space for up to 40 participants. Room set-up The room will be set up cabaret style (round tables with 6-8 attendees). Audiovisual A computer, projector, screen, lectern and mic are provided in each room in which a workshop is scheduled. Roving or stand-up mics will be available for Q&A. If any of the panelists are using a PowerPoint presentation, please ensure you use the template required for your session s room screen to the correct ratio for that room (4:3 or 16:9). Page 5
Audiovisual Equipment in the room Standard equipment in session rooms includes: Lectern and microphone and data projection equipment including a laptop and a projection screen Equipment to play audio and video, however, note that DVD players will NOT be available in the session rooms. If you have a video file, please ensure you visit the Speakers Prep Room and advise the technician of your requirements Handheld roving microphone for Q&A Head table with table microphones. Please check the program to see which room your presentation will be in to ensure you use the correct ratio: Room R2, R3 or R4 4:3 All other rooms 16:9 PPT ratio Technical assistance There will be audiovisual assistance throughout the conference. The Speaker Preparation Room will be equipped with computers were you can make final adjustments to your PowerPoint presentations and double-check that all the videos and sound files are working correctly. Internet Venue wifi is not suitable for use for presenters and wifi is for delegate use only. For speakers it is recommended that videos are embedded in your presentation. PowerPoint and Prezi PowerPoint and Prezi presentations must be emailed to aiec@thinkbusinessevents.com.au no later than 25 September 2015. Different rooms at the conference venue have different sized screens, so it s important that you set up your PowerPoint template to the correct screen ratio as per the table on the right if you are planning on using a PowerPoint for your presentation. If you are using Prezi for your presentation the file must be an executable file designed to work offline. Laptops supplied by the Adelaide Convention Centre (ACC) use Microsoft Office 2013. Any video clips are to be in either AVI or WMV format playable in PowerPoint. If your presentation was created on a MAC and converted to run on a PC, you must convert your files (e.g. QuickTime, etc.) to AVI or WMV files. Please test your presentation before you come to the conference. Make sure that the hyperlinks still function. Avoid using a rewritable CD (CD-WR). As presentations will be screening from a computer via a projector, presentations with large file size photographs should have the photos compressed to 96dpi for screen/web. This will decrease the file size without affecting the image quality. This feature is available within PowerPoint in the picture tool bar. Please see PowerPoint Guidelines and Template on the speaker info page for tips on how to set up your file. Page 6
Program changes Last minute changes to program The preliminary program is available on the here. The program is subject to change, so please check the program for any last minute updates to the room, date and time of your presentation as soon as you arrive at the conference venue. Scheduling conflicts Please contact Josephine Williams immediately to advise of any conflicts in scheduling. Requests for changes must be made in writing as soon as possible. All requests will be given full consideration, but we cannot guarantee that the request will be met. To avoid any conflicts, we ask that speakers make themselves available for the entire duration of the conference. Speaker changes If you or any of your co-speakers are no longer able to attend and present at the conference, you must notify Josephine Williams in writing immediately. If a replacement is required, you will need to supply all the information required for the program and confirm that they have read and understood the speaker terms and conditions and AIEC privacy policy. Withdrawal policy If you choose to withdraw a presentation, please inform Josephine Williams in writing immediately. The designated contact person is responsible for notifying all co-speakers if the presentation is withdrawn. Please ensure that your presentation does not go over your allotted time, as this affects the time for other speakers. All sessions will start and stop on time, and this will be strictly enforced by the session chairs and moderators. Conference crew can assist with time notifications, and time remaining signage will be provided in the conference rooms. Conference proceedings PowerPoint presentations, posters and/or abstracts will be published on the conference website at the conclusion of the conference. If you do not wish for your presentation or poster to be published you must notify Josephine Williams in writing. In this instance, we strongly encourage modified presentations be published with sensitive or commercial in confidence information removed. Filming and photography Some sessions will be filmed. The official AIEC camera man and photographer will also enter the poster zone and conference rooms while sessions are in progress. Raw footage will also be taken. Photos or video footage will be used for conference related communications and future conference promotion. E.g. footage will be used for the AIEC daily news videos. A withdrawn presentation will not be reinstated. Page 7
Speaker profiles The conference program has been updated with all speaker bios and photos submitted. Please ensure that all your details are correct, as this is how they will appear in the final program and all related conference collateral, including: name, position, organisation and country. Photos Photos will be used for promotional and marketing purposes, on the conference website, conference app and in the speaker profile booklet and/or program handbook. If you have not yet submitted a photo, please send a portrait photo in the preferred size indicated here: 400x400 pixels, 72 dpi, JPEG or PNG, non-pixelated or blurry. Bios Bios will be used for promotional and marketing purposes on the conference website and conference app. Your bio should: be no longer than 200 words, not include bullet points and be written in the third person. The conference organisers may edit your bio according to AIEC style guidelines. Speakers Lounge The Speakers Lounge is a more informal, unstructured setting that allows delegates to meet the speakers and talk with them about any issues on their presentations. A space in the Exhibition Hall will be dedicated as a Speakers Lounge for any speakers or presenters who are available. This provides the ideal venue for speakers to review and discuss the ideas, frameworks and perspectives underlying their work with interested delegates who gather there, and who may have attended their session but did not get to ask a particular question. Meeting rooms are also available in the Exhibition Hall and can be booked should a particular speaker want to continue the conversation in a quieter environment. More details on how to book these rooms will be made available in the conference program handbook and app. The chairs in each session will be asked to let the audience know whether or not the speakers will be available for further discussion at the Speakers Lounge. Page 8
Speaking tips Language All presentations must be in English Give yourself time to write your presentation and ask someone to review it for you, especially if English is not your first language Speak slowly Use short sentences and small words Avoid phrases that are difficult to pronounce. Questions Prepare some questions in advance and share them with the session chair before your presentation to allow him or her to facilitate the question period Anticipate which questions the audience might ask and prepare short, relevant answers Spread the word Now that you have confirmed you are speaking at the conference, it s time to start telling everyone! Let your colleagues and people in your network know that you will be speaking at the conference. All speakers are AIEC ambassadors, and the more you spread the word, the more people will be interested in attending your session. Spread the word banners: You can use the AIEC 2015 I m speaking banners on your e-signature, through Twitter or even on your blog if you have one! Twitter: Follow-us on Twitter @AIEC and join the conversation using the #AIEC2015 hashtag. If you are on Twitter, you can ask people to send you questions in advance. Know your audience The conference attracts a varied and broad sector audience. If you have indicated that your presentation is for all sectors, please keep in mind that this means you may have delegates who work in higher education, English language, VET and schools sector Please ensure that your presentation is relevant to all the sectors listed for your session, as indicated in the program Visit the website and download the Delegate List this provides a list of all delegates who have consented to have their name listed and provides a good indication of the organisations and delegates represented at the conference Visit the conference website to see the who attends, and the overall breakdown of delegates in regards to their place of work or primary occupation. Page 9
Page 10 What to do on conference day Get there on time Whether you are flying or driving to Adelaide, please visit the website to see information on getting there and around. If you need further information, please contact the Conference Office. Please allow enough time to get to the venue, register, and visit the Speakers Preparation Room before your session. Register and get your name badge On arrival at the conference, please collect your badge and other materials at the Registration Desk. Check in at the Speakers Preparation Room All speakers are required to check in at the Speakers Preparation Room at least 2 hours prior to their session or, if possible, upon arrival or the day prior to your sessions. This will ensure your presentation can be opened and loaded onto the conference computer system and networked appropriately. Any final adjustments can be made at this time. Check in at the Conference Registration Desk to receive additional information about the Speaker Preparation Room. Friendly staff will be on hand during opening hours indicated below, to answer your questions and provide information about the conference, venue and surrounds. Registration Desk: Foyer F of the Adelaide Convention Centre Opening Hours (tentative): Tuesday 6 October Wednesday 7 October Thursday 8 October Friday 9 October 8:00am 5:30pm 8:00am 5:30pm 8:00am 5:00pm 8:30am 2:30pm Please check the conference page for updates to the conference schedule, which may affect registration desk and exhibition hall opening and closing times. Location: Ground Level, Room L1A Opening Hours Tuesday 6 October Wednesday 7 October Thursday 8 October Friday 9 October 8.00am 5.00pm 7.30am 5.00pm 7.30am 5.00pm 7.30am 1.00pm Meet up with the chair and other speakers in your session On the actual day of your presentation, please be at the appointed session room at least 15 minutes before your session to meet with the session chair. This allows you to discuss with the chair and fellow presentations how the session will run. You may want to: Let the chairperson know if your bio has changed Familiarise yourself with the AV equipment Ensure your presentation has been properly uploaded Discuss how Q&A and discussion time will be managed.