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FAQ's for Presenters
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Table of Contents

  1. Preparing For A Presentation
    1. When is my presentation?
    2. Where can I access the electronic schedule for the conference program?
    3. What equipment do I need to bring?
    4. When do I need to arrive to set up for my presentation?
    5. If I am giving a paper, a shared shorter paper presentation, or if I am part of a colloquium, should I prepare a written text and read my paper aloud?
    6. What is the best way to prepare a slideshow for my presentation?
    7. Do I need to prepare copies of a handout or other materials?
    8. How can I share my materials and/or slideshow with people who could not attend my presentation?
    9. Is it generally accepted that attendees will be taking pictures of my slideshow and/or me during (or after) my presentation?
    10. Do the papers presented at the conference get published in a book of conference proceedings?
  2. Questions About Shared Shorter Paper Presentations
    1. How is a shared shorter paper presentation different from traditional papers?
  3. Questions About Poster Presentation
    1. I’m giving a poster presentation. What are the dimensions of the posters?
    2. Will there be audio/visual support for my poster presentation?
    3. What is the timing for the poster presentations?
  4. Questions About Roundtables
    1. What is the format of a roundtable discussion?
    2. How much time will I have to present my ideas in the roundtable session?
    3. Is there a question-and-answer period in a roundtable session?
    4. Do I need to coordinate with other presenters at my roundtable?
    5. Is audiovisual equipment available at the roundtable sessions?
  5. Questions About Colloquia
    1. What exactly is a colloquium?
    2. What is the role of discussants in a colloquium?
    3. As a presenter in a colloquium, should I share my paper with the other panelists before the conference?
    4. Do the papers in colloquia get published?

PREPARING FOR A PRESENTATION

When is my presentation?

You will be notified via email after the conference schedule is complete. The “searchable schedule” is available online in the Conference section of the AAAL website.

Due to room limitations and in an effort to be fair, we cannot accept requests to change the schedule or to present on particular days. We appreciate your patience and understanding with these issues.

Where can I access the electronic schedule for the conference program?

The electronic version of the conference program is posted on the AAAL website.

What equipment do I need to bring?

Individual Paper, Shared Paper, and Colloquium Presentations Rooms: AAAL will be providing an LCD Projector, Screen and VGA Cables. Microphones will not be provided in the smaller conference rooms.

As a presenter, you will be responsible for providing a laptop and the necessary dongle / HDMI cable to connect your laptop to the LCD projector. We cannot stress enough that you remember to pack these for your presentation.

Due to the limited resources with our Audio Visual Company, they will not have the capabilities of providing dongles / HMDI cables for every session. Should you require one, the AV company will gladly make arrangements for payments to have one provided for you.

Roundtable and Poster Presentations: No audio / visual will be provided.

When do I need to arrive to set up for my presentation?

We encourage you to arrive at your presentation room at least ten minutes early, to give yourself time to load your slideshow, check the AV equipment, organize your materials, or set up your poster (if you are giving a poster presentation), or check in with your co-presenters and/or panelists. Arriving early is a good strategy so as not to feel rushed or disorganized at the start of your presentation.

If I am giving a paper, a shared shorter paper presentation, or if I am part of a colloquium, should I prepare a written text and read my paper aloud?

It is generally not a good idea to read a paper aloud, but you should be fully prepared to talk confidently from notes or a PowerPoint slideshow.

What is the best way to prepare a slideshow for my presentation?

Please use 32-point font, with high contrast colors, as some of the conference rooms are quite large. Also, please use limited text to prevent simply reading from the slides.

Do I need to prepare copies of a handout or other materials?

It is often helpful for audience members to have visual support, especially if you are sharing data, such as numerical tables or transcripts. However, AAAL is trying to “go green” so please avoid paper duplication if you can.

How can I share my materials and/or slideshow with people who could not attend my presentation?

AAAL is tentatively planning on instituting a system whereby presenters can upload their materials after the conference. Further information will be made available closer to the conference date if we can implement this system.

Is it generally accepted that attendees will be taking pictures of my slideshow and/or me during (or after) my presentation?

It’s up to you whether or not you allow people to take photographs of you and/or your slideshow. This practice is becoming more and more common, so if you don’t want your audience members to take photos, you should say so explicitly at the beginning of your talk.

Please be aware that people may want to engage in further discussion and/or take photos with you after your presentation. Whether or not you agree to picture-taking and chatting after your talk is up to you, but please be aware that the turn-around time between presentations is very brief. For this reason, you should gather your materials and leave the room as soon as possible to make space for the next presenters. The conference venue has ample space for talking with people outside of the presentation rooms.

Do the papers presented at the conference get published in a book of conference proceedings?

AAAL does not publish conference presentations, but the presenters are welcome to pursue publication opportunities.

QUESTIONS ABOUT SHARED SHORTER PAPER PRESENTATIONS

How is a shared shorter paper presentation different from traditional papers?

There is no difference in the quality or completeness of the research. The time allowed for presentation is shorter – only ten minutes. The shorter time limit forces greater focus and economy. The format also allows much greater time for discussion of the content of the papers presented. Each session lasts for 65 minutes, allowing the presentation of three ten-minute papers, with a minute or two after each for clarification questions, followed at the end of the three papers by thirty minutes for discussion of all three papers.

The thematic linking of the three papers in the session will be made by the organizing committee, who will group together as far as possible papers from the same strand, or which are otherwise thematically linked.

QUESTIONS ABOUT POSTER PRESENTATIONS

I’m giving a poster presentation. What are the dimensions of the posters?

The bulletin boards for mounting the posters are four feet by eight feet in size. One poster presenter will use the front and another presenter will use the back. Thus you will be sharing the mounting board with another poster presenter. Visual examples of how various sized posters will fit in this space can be found at http://www.posterpresentations.com/html/presentation_size_options.html.

Will there be audio/visual support for my poster presentation?

No audio/visual equipment is available for poster sessions. You may use our own equipment, such as a laptop or portable DVD player, but you should be certain your equipment has enough battery power to last for the duration of your session as proximity to outlets is uncertain. You should also note that there will not be any tables near the posters for you to set up equipment.

What is the timing for the poster presentations?

Each poster will be displayed for approximately 3 hrs. You should remain next to your poster during exhibits/poster break to answer questions from the audience members who may visit. For the rest of the time your poster is displayed, you may choose to stay at your poster board at your discretion.

QUESTIONS ABOUT ROUNDTABLES

What is the format of a roundtable discussion?

Roundtable discussions present an opportunity for informal, in-depth discussions between presenters and attendees on a specific topic. They are particularly well suited for works-in-progress and are not meant to be formal paper presentations. Roundtable discussions will be held in a large room with several sessions taking place at the same time at different tables.

Each table will be organized by strand or theme. Two presenters will be assigned to a table in each session and each table may seat up to twelve attendees. There will be no roundtable session chairs, although there will be a time-keeper. We encourage roundtable presenters to prepare handouts or laptop PowerPoint slides to accompany their presentations.

How much time will I have to present my ideas in the roundtable session?

Each roundtable presenter will be allocated 15 minutes: 8 minutes for speaking on his/her topic and 7 minutes for group discussion. Each of the presenters at a single roundtable should plan to allow sufficient time for discussion for their own paper. It is important that the presentation phase not exceed 8 minutes. After 15 minutes, the next speaker and topic will begin their part of the session.

Is there a question-and-answer period in a roundtable session?

Yes! The idea is to promote discussion among people interested in your topic, so the question-and-answer period is very important. Roundtable sessions are intended to be much more interactive than paper presentations. The advantage of roundtable sessions is that they allow for stimulating conversations and networking opportunities among participants on shared research interests.

Do I need to coordinate with other presenters at my roundtable?

It is a good idea to arrive at the roundtable meeting room ten minutes early to decide on the sequence of speakers. Each presenter should be respectful of the others’ time as there will be no individual roundtable session chair. The two presenters at a table will be responsible for facilitating the session together.

Is audiovisual equipment available at the roundtable sessions?

No audio/visual equipment is available for roundtable sessions. You may use our own equipment, such as a laptop or portable DVD player, but you should be certain your equipment has enough battery power to last for the duration of your session as proximity to outlets is uncertain.

QUESTIONS ABOUT COLLOQUIA

What exactly is a colloquium?

A colloquium is a panel presentation with various people presenting papers about a central theme or topic allowing for extended discussion on that particular topic. They are presented in two different blocks of time: 1 hour and 40 minutes (typically 3-4 presenters, plus discussant(s)) or 3 hours (typically 5-6 presenters, plus discussant(s)). Colloquium organizers must designate the specific time block for the proposed colloquium. Because the purpose of this format is to foster dialogue among attendees, generous time allowance should be made throughout the colloquium for extended audience discussion of the papers presented. Colloquium organizers serve as the liaisons between participants in the colloquium and the program committee, and are therefore responsible for communication among the presenters and discussants.

What is the role of discussants in a colloquium?

The discussants are typically chosen for their expertise related to the colloquium topic. They must familiarize themselves with all the presentations. Because the purpose of the colloquium format is to foster dialogue among attendees, time should be allocated for extended audience discussion of the papers presented.

As a presenter in a colloquium, should I share my paper with the other panelists before the conference?

Yes. Ideally, the papers would be circulated to the discussant(s) and panelists well in advance of the conference. It is a good idea for the colloquium organizer to take the responsibility of seeing that this is done. Colloquium organizers serve as the liaisons between participants in the colloquium and the program committee, as well as among the panelists. They are therefore responsible for communication among the presenters and discussants.

Do the papers in colloquia get published?

AAAL does not publish colloquium presentations, but the panelists in any given colloquium are welcome to pursue publication opportunities that are appropriate to the particular topic(s) they address.

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