Important Due Dates
By August 4
Email your speaker photo
If you haven’t submitted a photo to the Guild before or need to update it, email it to Juli Balding.
Photos must be:
- in color
- in TIFF, JPG, or PNG formats
- a minimum of 4”X6” at 300 DPI
- named “Lastname_Firstname.fileformat” (for example “Kelly_David.jpg”)
For tips on choosing a great speaker photo, check out this TWIST blog post.
By August 4
Review session description and speaker bio
Your session description and speaker bio are based off the content from your proposal. However, they may have been edited to align with Guild standards. You’ll want to review each when they’re posted to the conference website and make sure they’re still accurate.
If you have any minor edits*, send them to Juli Balding.
- Copy and paste the text from the website to a Word document.
- Use the “track changes” option when editing or indicate your edits with bold red text.
* It’s not acceptable to change your session’s focus or objectives (add additional or make significant changes). At this point your session has been publically promoted.
By August 16
Confirm your Audio/Visual needs
- If you have special needs for your session, it is your responsibility to contact Juli Balding by this date. You will receive an email about 2 weeks prior to the date which will give you the opportunity to submit this information.
- Concurrent session rooms will have the following:
- Theater style seating with a head table to present from.
- One(1) HD LCD projector with HDMI input
- One(1) Projection screen 16:9 Aspect Ratio
- Wireless Internet connectivity
- Speakers for your laptop
- One (1) flipchart
- NOTE: Microphones are ONLY available in large rooms.
- Stage sessions will have the following:
- Theater style seating with a small head table to present from.
- One(1) HD LCD projector with HDMI input
- One(1) Projection screen 16:9 Aspect Ratio
- Speakers for your laptop
- Wireless internet connectivity
- One (1) flipchart
- Microphone
- NOTE: Stage sessions take place inside the expo hall or in the foyer space just outside the expo hall.
- Pre-conference Workshop rooms will have the following:
- A head table to present from
- One (1) HD LCD projector with HDMI Input
- One (1) projection screen 16:9 Aspect Ratio
- Wireless internet connectivity
- Audio speakers for laptop
- One (1) flipchart
- Seating configuration will be determined based on your feedback.
- NOTE: Microphones will only be provided for large rooms.
SPECIAL NOTE FOR ALL PRESENTERS: The A/V company provides HDMI connection projectors. If your device has an VGA output connection please advise us. For slide decks: Projectors will be able to accommodate slides in both 16:9 format. The resolution of screens will be 1920x1080.
By August 30
Morning Buzz topics due
- Morning Buzz sessions are informal group discussions that run Wednesday – Friday, 7:30a – 8:15a.
- A link to a Morning Buzz proposal survey will be sent out to all speakers in mid August.
- If you are interested in facilitating one, ensure your topic proposal is submitted by this date.
By September 6
Co-presenters MUST HAVE REGISTERED AND PAID for the event
- The first co-presenter listed in the submission form receives a discounted registration rate and is responsible for registering themselves.
- To register as a co-presenter, follow the instructions listed on the Speaker Registration Information page.
- Co-presenters not registered by this date risk losing their speaking status.
- Additional co-presenters, beyond the first, must register at the full conference rate.
Note: The primary presenter for each session receives a free registration and is automatically registered for the event.
By September 20
WORKSHOP PRESENTERS ONLY: Pre-conference attendee draft email due
This email, sent by the Guild to all your workshop attendees, is your opportunity to make a first connection and provide the important information participants will want to know before they arrive. If you choose to create a personalized attendee email, please send it to Juli Balding by this date.
Suggested contents:
- Your contact info should they have questions leading up to the event
- What software and/or equipment (if any) they’ll need to bring to the workshop
- Links to workshop resource files
- A reminder to arrive early to ensure the start time of the workshop isn’t delayed
Based on past experience, attendee emails that are shorter are more likely to be read, so ensure that your content is concise and contains only must-have information.
If you choose not to provide a personalized email, The Guild will send a general email on your behalf with your contact info should attendees have questions.
Note: Participants who register for your workshop just before the conference or on-site will not have received this email, so you will also want to share this same information at the start of workshop.
By September 27
WORKSHOP PRESENTERS ONLY: Pre-conference workshop materials due
- Any workshop materials you wish the Guild to print for participants MUST be received by this date in order to make our print deadline.
- Please email these materials in Word, PPT, and/or PDF format to Juli Balding.
- For additional information about session materials click here
- Materials for pre-conference workshops will NOT be posted on the event resource page.
- This is the drop dead submission date. If we do not receive your materials by this date, YOU are responsible for making copies of your materials and for any related costs, including, but not limited to, copy and shipping costs.
By September 29
Deadline for special room rate at event hotel
- Speakers are responsible for making their own hotel reservations.
- Rooms at the conference hotel are available at a discounted rate (click here for hotel reservation information).
- We recommend booking as early as possible as our hotel block routinely sells out.
By October 2
Concurrent & Stage session materials due
- All materials you wish to have available during the conference must be sent by email to Juli Balding by this date.
- For information about session material requirements, click here.
- Please submit only finalized files. If you are not able to meet the deadline please contact Juli Balding by or before this date.
- Materials for sessions will be posted on the event resource page. Presentation files will also be available through the mobile app.