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Guidelines for Presenters

Thank you for submitting an abstract for 126th Annual Meeting of the ASP. We very much appreciate your contribution to this meeting. The following guidelines are provided to help you prepare in advance for your presentation in Burlingame, CA; please read them carefully. Our conference will be held at the Hyatt Regency (http://sanfranciscoairport.hyatt.com/) at 1333 Bayshore Highway, close to San Francisco Airport.

A. For All Presenters

1. Please be sure to share these guidelines with all co-presenters and co-authors that will be participating.

2. Before departing home, please check the conference web site for updates at: http://www.astrosociety.org/education/asp-annual-meeting/

3. All presenters must be registered for the ASP conference and wear their registration badges.

4. Please observe the times in the schedule: start and end on time, so people have sufficient time between sessions.

5. We will arrange to have a volunteer in each session room to help with crowds, handouts, and A/V.

6. We ask that you bring your laptop and connector cord with you. We will not have dongles available for loan. Please let us know beforehand if you will have sound embedded for your presentation.

7. The main ASP Registration/Information desk will be in the Hyatt Regency. If you have a problem during your session that you and the room volunteer can’t solve, please send the volunteer to the ASP desk. Also report any problems with your room equipment to that desk right after your session, so we can fix things for the next session.

8. During the concurrent sessions periods, we will be offering five concurrent sessions. We anticipate 160+ conference participants will be in attendance, and practice has shown that each concurrent session could get from 10 to 50 people. There are no pre-registration requirements for concurrent sessions. People will decide at the conference itself which sessions they choose to attend.

9. Note that your work can live on indefinitely in the conference proceedings to be prepared after the dust clears. You will receive a communication providing guidelines and deadlines for writing up and sending in your summaries of posters, orals, workshops, and special interest groups. In order for the proceedings to have greatest effect, we need to publish and distribute it as soon after the conference as is at all reasonable. Therefore, we thank you in advance for respecting our firm deadlines and prompts to get your contribution submitted. Timely release works to everyone’s advantage. The publication will be available digitally and as a bound volume.

10. If you have any questions in advance, about anything, contact us at 2014meeting {at} astrosociety.org. Thanks again for presenting at the 126th Annual Meeting of the ASP. It’s your participation that makes the conference go!

B. For Leaders of Special Interest Group (SIG) Discussion Sessions

1. The purpose of these SIG discussion sessions is to allow for a moderated airing of many points of view. If you plan to make a presentation at the beginning, please limit it to five minutes and use it to get everyone thinking about the topic.

2. Please begin the session by introducing yourself (yourselves) and, if needed, by asking for someone else to volunteer to be the “scribe” or note-taker who will record the essence of the discussion while you lead it.

3. The moderator(s) and the scribe should plan jointly to write up the discussion for the conference proceedings we will be publishing later.

4. In general, we don’t expect too many audiovisuals to be used in these SIG sessions, but you may choose to use some introductory and reference slides. We will have an LCD projector and screen available in each room, but no provided laptop.

5. If you prepare handouts for the group, try to bring at least 30 copies. A Business Center is available at the hotel.

6. As moderator, please make sure that everyone in the room gets a fair chance to be heard, and that one or two people don’t dominate the discussion.

7. Some SIGs will be two hours in length this year, but they are each scheduled in two back-to-back 60-minute blocks concurrent with other sessions. We ask that two-hour SIG attendees be given an opportunity to use as they see fit the scheduled 15-minute break in the middle, for bathrooms breaks and other uses. Attendees may also value the time to talk one-on-one with you during the break. Please do accommodate as best you can any new people coming in for Part 2 of these two-hour SIGs, or Part 1 people needing to attend or present elsewhere during the second half of your longer SIG.

C. For Workshop Presenters

1. The idea of these hands-on sessions is to help participants learn new skills, practice useful techniques, and try out new EPO ideas. They should be participatory and not just “show and tell.”

2. Please “scout out” the room and its A/V set up early enough so that you can adjust your presentation to the setup in the room. There should be a volunteer in each room to help you with logistics and A/V.

3. Each room will have a screen and LCD projector for computers. We also have a few speaker systems for laptops if you need sound amplification. These speakers should be requested in advance (2014meeting {at} astrosociety.org), and checked-out from the ASP registration desk. Please allow extra time to test the speakers with your laptop and adjust settings.

4. However there will be no computers in the rooms. We ask that you bring your own laptop and connector cord with you.

5. Participants typically bring a laptop to the conference and everyone will be given a code to connect wirelessly to the wireless internet. Still, you will not be able to count on every person in the room having a computer. Please prepare your workshop accordingly.

6. Several special workshops will be two hours in length this year, but they are each scheduled in two back-to-back 60-minute blocks concurrent with other sessions. We ask that two-hour workshop attendees be given an opportunity to use as they see fit the scheduled 15-minute break in the middle, for bathrooms breaks and other uses. Attendees may also value the time to talk one-on-one with you during the break. Please do accommodate as best you can any new people coming in for Part 2 of these two-hour workshops, or Part 1 people needing to attend or present elsewhere during the second half of your longer workshop.

D. For 10-Minute Oral Presenters

1. The idea of these 10-minute presentations is to discuss educational research, evaluation results, innovative EPO ideas, new media strategies, etc. — but in a tight eight-minute report focusing on announcements, key points, and references for further investigation, followed by two minutes of Q&A with the audience.

2. A volunteer Session Chair has been assigned for each session of 10-minute orals. The session chair will introduce lead presenters, and will be the timekeeper. Please arrive five minutes before the beginning of your 10-minute orals session, so that you can meet the session chair and be all set up. And please respect the session chair’s prompts for when your presentation and Q&A time should wrap up.

3. The room for 10-minute orals will be set up with a dedicated laptop and an LCD projector, as well as portable speakers, should you need sound amplified from the computer.

4. Please bring your presentation on a flash drive for loading onto the computer at the registration table at the start of the conference, and check that it works; the presentation will then be added to the set of presentations scheduled for your session. The presentations will be accessible from the laptop set up in your session room. If you have special features or special software used in your presentation, we advise bringing your own laptop (and adapter) as a precaution in case something doesn’t work properly on the session laptop. It is best if your presentation can work on either a PC or a Mac, since either may be present in the session room.

E. For Poster Presenters

1. All posters will be displayed in the Regency Ballroom.

2. Each poster will have four feet by four feet of space. Please make sure your materials completely fit into this space.

3. Posters can be up Mon morning through Wednesday afternoon. Each poster is assigned a code numbering and your poster’s code will be found in the final program posted, and will be used to identify which poster board you are assigned to.

4. We will provide push pins for you, so that you can pass through airport screening without being thought a suspicious character.

5. Poster presenters are welcome to set up their posters in the Regency Ballroom anytime Monday morning.

6. The poster boards will not have a table space under them. If you absolutely want to have handouts with your poster, bring a large envelope to tack to the poster board and put the handouts inside the envelope.

7. There is not a great likelihood that your poster will be near an electrical outlet, so plan a poster whose brilliant qualities can be displayed on paper alone.

8. Please make plans to stand by your poster during those times designated for poster viewing. (If you can’t be there the full time, please post times when you plan to be there.)

9. On Monday, starting at 10:30 am, we will have a session where each poster presenter will have one minute to present the essence of his or her poster to encourage people to later view it. The order of one-minute presentations will be by the poster code numbering. Please practice giving your poster “teaser” in 60 seconds or less.