2018 Session Presenter and Chair Information

This page will be updated periodically for information for conference session presenters and chairs for the 2018 AIEA Conference. Please contact Katy Rosenbaum at the AIEA Secretariat with any questions. 

Important Information | Presenter Toolkit  | Conference Presenter FAQ 

Important Information 

  • Please note that the chair is the point of contact for the session, and AIEA will use the email address entered by the chair for all communication. If the chair is not receiving this correspondence, please see the relevant FAQ response.

  •  All standard/panel session rooms will have a projector, screen, and a table at the front of the room for presenters. Roundtable discussion rooms will not have a projector.  Large rooms may include one microphone to be shared between presenters; smaller breakout rooms will not. Please note that you must bring a computer for a slideshow presentation, and if you are using a Mac computer, you must provide your own projector adapter cable (HDMI).

  • Internet will not be available in all session breakout rooms-- please do not rely on an internet connection in your session. 

  • AIEA advises all presenters to register for the 2018 conference by the December 15 Early Registration deadline to benefit from discounted pricing. 

  • AIEA will send a list of registrants to all registered attendees following each registration deadline.

  • It has come to our attention that several  housing companies claiming to have a relationship with AIEA or conference hotels are offering hotel reservation services for the 2018 AIEA Annual Conference. These companies and others like it are NOT in any way affiliated with AIEA or the Marriott and should NOT be used to make hotel reservations. Please only make reservations for the conference through the information listed on the AIEA Conference Hotel page. 

Key Dates: 

October 30- Deadline to confirm chair and presenter participation in the AIEA Annual Conference
October 30- Deadline to confirm title, abstract, and presenter biographies for the conference program.
December 15- Early Registration Deadline
January 18- Regular registration deadline
February 10- Deadline to submit links to uploaded session materials to be posted in Mobile App
TBD - Last day to register for conference online


Presenter Toolkit

Please download and review the Presenter Toolkit and PowerPoint template for the type of session you are chairing below, and share this information with your co-presenters. AIEA requests that if your session involves a PowerPoint presentation, you make use of the template provided for your session type below:

Standard/Panel Sessions:

Roundtable Sessions: 

  • Roundtable Facilitator Toolkit (.pdf) 
  • NOTE: AIEA will not have projectors in all roundtable session rooms, and roundtable facilitators should not have a slideshow presentation.  

Conference Presenter FAQ 

How do I know when my session is? 
Session chairs received an email with the time/date of the session in October. Sessions that have been conditionally accepted may receive this official email after confirming the changes requested by the conference committee. 

How can I request microphones, projectors, computers, or other A/V materials? 
All standard/panel session breakout rooms will have a projector, screen, and a table at the front of the room for presenters. Large rooms will include one microphone to be shared between presenters; smaller breakout rooms will not. Please note that you must bring your own computer, and if you are using a Mac computer, you must provide your own projector adapter cable (HDMI). NOTE: Not all Roundtable rooms will have a projector.

How can I update a presenter's information or biography? 
Please email any changes to Katy Rosenbaum. We cannot guarantee changes will be reflected in the conference program after December 5. 

Is there a special conference registration rate for presenters? 
There is not a special conference registration rate for presenters, however, we encourage all presenters to register for the 2018 conference by the December 15 Early Registration deadline to benefit from discounted pricing. If a presenter does not wish to attend the conference, but will come for their session only, they can fill out this form to get on a special registration list. In this situation, the presenter is allowed to come for their session only, but will not receive conference materials, a nametag, or be able to attend other conference events. 

I am the session chair and I am not receiving the emails about my session. How can I fix this? All automated emails are sent to the chair of each session. If you are not receiving these,chances are the messages are being blocked by spam filters, firewalls or other security policies. This is most common with military email addresses, although it also happens with some universities, medical centers or legal firms. As these restrictions are often beyond our control, as a quick solution we recommend the following: please log in to your Catalyst account (that was used to submit a proposal) and check the "messages" tab on your dashboard. All emails that come through the system will also be available in Catalyst.