Presenter Deadlines

Your presentation information page contains all critical information regarding your session or workshop.

2019 Annual Conference Presenter Deadlines Checklist 

Confirm your presentation session by April 30, 2019

Each individual listed on the presentation page must confirm electronically, this includes lead and co-presenters. NACADA reserves the right to not include in the schedule presentations that are not confirmed by this date. Please confirm yea or nay.

Edit and make any changes by April 30, 2019

Scroll down to review your title, accepted program format and audio visual request. Check the abstract and title for clarity and spelling. Make sure the title reflects the contents of your abstract; attendees will use this abstract in the onsite program to plan their conference schedule. All changes must be reflected in the comments box, be specific. Abstract changes will only be accepted from the lead presenter. If you are adding or deleting presenters include that information in the comments box also.

Upload handouts by October 15, 2019

Please upload the handouts to be provided for your presentation.
NOTE: preconference workshops DO NOT upload handouts.

General Presentation Information

We suggest presenters use this Guide to Avoiding Plagiarism to properly cite your presentation. 

Use the Source Document as an example for organizing citations. 

Both full-time advisors and faculty with advising responsibilities and duties provide effective academic advising. No doubt, members of either group can cite both good and bad examples of the other providing guidance to students. We request that presenters review their presentations for examples of stereotyping, labeling, or generalizing negative comments about the other and delete such references. We also request that during your presentation you assist the participants in your session to avoid using the session as a stage for making negative comments about one group of advisors or the other.

Together we can enhance academic advising delivered by everyone on our campuses: full-time advisors, faculty, or administrators! Remember that our participants all have a deep belief in effective advising for students or they would not be attending the Annual Conference.

Speaker Ready Room - It is important that participants feel you are confident and rehearsed in your session. There will be a Speaker Ready Room available (equipped with an LCD projector, computer sound, and internet access) for presenters to use to practice, double check equipment, or store material for their sessions - use this room whenever you like. Ask when you check-in at the conference for the room’s exact location or look on the map in your program for the Speaker Ready Room.

Locate and preview your presentation room PRIOR to your session. Most concurrent sessions will be set theatre style (rows of chairs, no tables) or classroom style (rows of tables and chairs). There will be a head table, chairs, and either a tabletop or floor podium in the front of the room. Rooms seating more than 90 people typically have a microphone on the podium.

Begin and end your presentation on time. You may want to have someone assist you in handling the distribution and collection of the evaluation forms at your session so you will not have to worry about that. Volunteers are assigned to help in each room with evaluations, but as we all know; things do not always work as planned! In addition, the person you ask to assist you could help in distributing material if you need such assistance. All individual sessions are 60 minutes. It is important to end your session on time to provide the next presenters with the opportunity to set up.

Your material and comments should match the program abstract you have provided. It is important that your presentation covers the information and topics you have outlined in your abstract; it can be frustrating when participants have chosen your session based on your abstract and you do not clearly cover the topics they are expecting. This is the number one complaint on the evaluation forms.

Do not read your presentation or even portions of it. Word-for-word reading should only be used in rare instances for the purpose of emphasizing a point or fact. Limit your notes for the session to key ideas or phrases that automatically bring to mind your ideas for delivery.

Contact Information: Distribute business cards or have contact information on your handouts. Participants appreciate being able to contact you after the conference for more information concerning your presentation, to ask questions they may think of later, or to ask for your assistance when they return to their campuses.

Questions and answer time should be incorporated into the presentation. Not having enough time has been a frequent complaint from past participants at our conferences. Presenters are encourage to leave at least 10-15 minutes at the end of the session for questions and/or discussion of your topic or you should plan accordingly so that participants may ask questions as you present your information.

Evaluations: Please allow time to take up evaluation forms from all participants attending your session. Hopefully a volunteer will be available to run the evaluations back to the Evaluation Counter for you, if not we ask that you return the packet to the counter. The evaluations are very important for our conference. In addition to providing you valuable feedback on your session, the evaluations are extremely valuable to the next year’s conference planning committee. Prior evaluations are used in the program selection process. Your copy of the evaluation forms can be picked up approximately one hour after your session at the Evaluation Counter. All evaluations not picked up by presenters will be available for a short time by contacting the Executive Office. We will hold the evaluations that are not picked up for two months before discarding.  Please encourage conference participants to complete the online evaluation available through the mobile app.  We are able to email these to you after the conference.

Uploading Handouts to Conference Website

Submit your electronic handouts now via your presentation information page:

Electronic handouts should be uploaded by October 15.

1. Session Material Online - Many of you provide excellent support material with your presentation, i.e. handouts, and ask us how many copies to bring. This is always difficult to predict, whether you are a seasoned or first-time presenter. Posting online gets your information out to the attendees both prior to and after the conference.

Our goal is to post electronic version of every session’s handouts, with the exception of preconference workshops. Use this process as a supplement to, or a substitute for, paper handouts you provide. Whichever you choose; it is important that you submit your presentation material.

Once your handouts are posted, they will be available to all attendees through the Interactive Schedule Planner. The location of all posted handouts will be shared with registered attendees prior to the conference and again in the Conference Program so they may return to their institutions and have the materials available to them. (Note: preconference workshop materials should not be posted and thus will not be available online). All session material should be uploaded by October 15.

How does the process work?

  • Access the presenter information page.
  • The code number provided to you in April and presenter’s last name/password are required for login.
  • All submissions are due by October 15. Early submissions are appreciated.
  • If you are the lead presenter for your session, please coordinate the submission of all material from either you or your co-presenters.

Advantages to you and other conference participants include:

  • Broader exposure for your ideas - participants can attend only one concurrent session each hour, but they can check our website before and after the conference and see your material.
  •  If you run out of paper handouts, direct attendees to our website instead of collecting business cards from each person and mailing information when you get home.
  • Some presenters have already adopted this strategy: Give out a one-page handout including information necessary to follow the presentation, a list of other URL’s you have used with information relevant to the topic, and a reminder to check the Conference Program for the URL where your handouts can be viewed and printed at home.
  •  Save time spent passing out several handouts, you’ll have more time to spend on the topic.
  •  Reduce or eliminate your photocopying cost.
  •  Avoid the hassle of bringing all those paper copies when you travel or the expense of shipping them ahead.
  • You’ll never run out of handouts or have too many, no matter how many people attend your session.

What kind of material may I upload?

  • PowerPoint slides
  •  Supporting charts
  •  Graphs and illustrative material
  •  A detailed outline of the presentation
  •  Summary of topics discussed during the presentation
  •  Presenter’s biographical data
  •  Bibliographic sources for further reading
  •  A list of URL’s relevant to your presentation
  • Optional: If you are willing to discuss your material further with attendees, include some contact information such as email or mailing address.

Include one, two or all of the above items. Your choice!

What file formats can I use to submit handouts?

  • PowerPoint (.ppt, .pptx)
  •  Word (.doc, .docx)
  •  Excel (.xls, .xlsx)
  •  Publisher (pub, pubx)
  •  Portable document format (.pdf)
  •  Image files (various types)
  •  Rich Text (.rtf)
  •  Other file types (photo/short video): gif, jpg, jpeg, png

2. Presenter’s Consent Agreement

By submitting my materials electronically, I agree to the following:

  • I guarantee that my work is original and does not infringe on any copyright or intellectual property rights of others, contains no libelous or other unlawful matter, and makes no improper invasion of the privacy of any other person. I understand that I will retain intellectual property rights to this work and will include a statement to that effect (sample language: copy; year by author at the bottom of the first page of any copyrighted materials submitted).
  •  I authorize NACADA to post the submitted material to its website.

Audio Visual Recommendations

1. You can check back to your presentation information page any time prior to conference to review the audio/visual you requested for your session. You were given the password and ID number in the April correspondence. The page has the date and time of you presentation and the audio visual that was requested. This is also the page where you will upload your handouts.

2. Once you are at the conference, you can confirm the audio visual set up for your session on the door to the Speaker Ready Room.

3. Speaker Ready Room - If you would like to practice your presentation or store handouts prior to your session, a practice room, set with all audio visual equipment is available. Ask at the registration desk for the room number or look in the program at the map.

4. Streaming of live video is not allowed. Available bandwidth is not strong enough for streaming and the possibility of being disconnected is extremely high. All presenters must be present and cannot be streamed in.

5. We will not be able to provide any additional equipment at the conference.

PowerPoint Recommendations

Top Eight Rules for Creating a PowerPoint Presentation By Beth Ziesenis

1. Remember that you are the presenter, not PowerPoint. Use your slides to emphasize a point, keep yourself on track, and illustrate a point with a graphic or photo. Don’t read the slides.

2. Don’t make your audience read the slides either. Keep text to a minimum (6-8 lines per slide, no more than 30 words per slide). The bullet points should be headlines, not new articles. Write in sentence fragments using key words, and keep your font size 24 or bigger.

3. Make sure your presentation is easy on the eyes. Stay away from weird colors and busy backgrounds. Use easy-to-read fonts such as Arial and Times New Roman for the bulk of your text, and, if you have to use a funky font, use it sparingly.

4. Never include anything that makes you announce, I don’t know if everyone can read this, but... Make sure they can read it before you begin. Print out all your slides on standard paper, and drop them to the floor. The slides are probably readable if you can read them while you are standing.

5. Leave out the sound effects and background music, unless it is related to the content being presented. If you haven’t made arrangements with the conference coordinator before your presentation, your audience members might not be able to hear your sound effects anyway. The same goes for animated graphics and imbedded movie files. Your sounds and animated graphics will not be functional on the synchronized version of your webcast.

6. Sure you can read the words boomerang onto the slide, but you don’t have to. Stick with simple animations if you use them at all. Remember that some of your audience may have learning disabilities such as dyslexia, and swirling words can be a tough challenge. These animations will not be functional in the webcast version.

7. Proofread, proofread, proofread. You’d hate to discover that you misspelled your company’s name during your presentation in front of 40 colleagues, with your boss in the front row.

8. Practice, practice, practice. The more times you go through the presentation, the less you have to rely on the slides for cues and the smoother your presentation will be. PowerPoint software allows you to make notes on each slide, and you can print out the notes versions if you need help with pronunciations or remembering what comes next.

Preconference Workshop Information

Preconference workshops must be highly participatory sessions. Since these workshops range from two to five hours, presenters must plan for participants to be involved and participate in the session not simply sit and be lectured to on a topic.

Participants expect to leave preconference workshops with information, material, strategies, and ideas they can take back to their campuses and use effectively. Preconference workshops should be very hands-on and issue-specific with material, activities, strategies and techniques that the participants can effectively use in their individual situations. Presenters should come prepared to answer questions concerning implementation and other issue-specific questions.

Presenters should plan varying presentation formats for preconference workshops. Due to the length of preconference workshops, presenters should plan to include some lecture as well as possible small and large group activities and a question and answer period.

Workshops should last the entire time indicated in the registration brochure. Please remember that participants have paid an additional fee to attend your workshop; it is important that you come prepared with material and information for the entire time period you have been allotted.

Rooms for preconference workshops are set classroom style (rows of long narrow tables with chairs). There will be a head table, chairs, and either a tabletop or floor podium in the front of the room.

Enrollment is initially limited. If your workshop reaches the limit, the NACADA Executive Office will contact you to see if you are willing to accept more participants. Do not ask for the enrollment number to be limited to a lesser number; we are trying to accommodate as many of our attendees as possible.

A Participant List of persons signed up for your session will be available at the conference registration desk when you check in so you can have an updated list. Check at the New Registrations counter for a copy of the Participant List. You may contact the Executive Office one to two weeks prior to the conference to request a list of attendees who have signed up for your workshop to help you determine how many handouts you will need.

**Preconference workshops DO NOT upload their handouts to NACADA's web page.** 

Poster Session Recommendations

A poster session at NACADA Annual Conference is a forum for presenters from around the world to highlight their programs and to share their successful ideas with colleagues by presenting a research study, a practical problem-solving effort, or an innovative program on their campus. Poster presentations provide other conference participants an opportunity to quickly and easily become acquainted with your topic. An effective poster presentation highlights, with a visual display, the main points or components of your topic.

Advantages of a Poster Session:

  • There is more opportunity for discussion with interested viewers.
  • More persons can view a poster than attend your concurrent session! A concurrent session can only be heard ONCE, a poster session can be discussed several times with many participants over the course of an hour.
  • The informal opportunity for networking and exchanging innovative ideas, and for useful feedback and discussion, can be greater with a poster presentation than with a formal concurrent session.
  • Posters can be prepared ahead of time, so the presenter can relax and focus on other things while attending the conference and not be worried about a formal presentation.

Date/Time/Room Setting of Poster Sessions:

The Poster Session is on Tuesday, October 22nd and runs concurrently with the complimentary breakfast for all attendees. Presenters can begin setting up their posters the afternoon before the poster session, Monday October 21st. All posters should be setup and displayed by the start of the poster session at 7:15 a.m. Presenters are expected to be available to answer questions only during the Tuesday time slot. Please make travel plans accordingly.

If you would like to keep your poster, you may remove the poster display at the end of the poster session. All remaining posters will be recycled shortly after the poster session ends.  

Audio Visual is not available during the Poster Session; if using a laptop be sure to have a fully charged battery. The Poster Chair, will be in contact with further information this summer.

Poster Presentation Templates

Not sure where to begin on building your poster presentation? Below are two templates that can be used to help make the process easier for you. Each template comes standard with NACADA's three main colors, but you are more than welcome to change the colors to your preference. These templates are just to help get you started, so feel free to edit them as you wish. More detailed instructions on using the templates are also included in each template.  

Template 1 - 36 x 60

Template 2 - 36 x 72

Developing Your Poster Presentation

Poster Presentation Information

  1. Poster presenters will be responsible for developing and printing the poster to be presented during the poster session. This includes all design and printing expenses incurred throughout the process. If you plan to hand carry your poster, shipping tubes or carrying cases can be used to protect it. NACADA is unable to print posters for presenters.
    1. When printing your poster, DO NOT print the NACADA poster number as that is subject to change.
  2. Poster presentations should be illustrative of your presentation and can contain information such as graphics, photographs, graphs, charts, tables, etc.  Please be certain that text is large enough to be read from at least 2 feet away. Headings should be at least 30 point or larger and primary text should be at least 20 point or larger.
  3. All posters will be attached to one side of a 4 feet tall x 8 feet wide standing bulletin board. Average poster sizes are 36 inches tall x 60 inches wide or 36 inches tall x 72 inches wide.
  4. Posters should be constructed of lightweight material that can be easily attached to the board with T-pins and easy to transport.   
  5. Be certain that any graphics and/or photographs contain the necessary copyright permission(s) as some images may require you to obtain permission for use.
  6. Please adhere to the NACADA promotional policy as is required for all annual conference presenters.
  7. Below is an image similar to the poster bulletin boards that will be available for use.

Mailing Materials
  • Packages can only be mailed to the hotel in which you are staying. Contact the hotel directly for specific mailing instructions.
  • All packages must be pre-paid; the hotel will not accept cash on delivery packages. 
  • Packages may arrive no more than a week in advance but should arrive at least one day before needed.
  • To avoid confusion, please only use the name of the individual staying at the hotel.
  • Contact the front desk upon arrival to arrange for package pick up/delivery.
  • Please check with the hotel directly for costs on outbound parcels.
  • NOTE: Shipment cannot be made directly to the convention center.

NACADA Commercial Promotion Policy

Purpose: To set guidelines for what may or may not be done within conference presentations regarding commercial or self promotion.

Definition of terms:

Commercial promotion:
Any entity (person, product, service) and any product or service for hire or sale, which is promoted by verbal or written reference in any manner (names, logos, description, etc.).

Promotion where a presenter engages in self-advertisement of a product or service for the purpose of advancing personal financial gain.

NACADA sponsored event:
Presentations, Fairs, or any NACADA-sponsored programming. Policy does not pertain to private, spontaneous conversations that occur at a NACADA-sponsored event.

Commercial Entity Representative:
Refers to a General Member who also receives a salary, commission, or compensation directly related to the entity.

Any NACADA member who represents a commercial entity may reference it as long as such entity:
• is mentioned in the context of an approved presentation,
• is not promoted for personal financial gain, or
• has received prior approval from the Executive Office.

If the entity (person, product, service) produces no direct personal gain, it can be referenced with no prior approval necessary.

Commercial promotions that occur outside of the purview of the above will be addressed by the Executive Office, which may consult with the appropriate Advisory Board and/or the Board of Directors, as deemed necessary.

Individuals concerned with violating this policy should contact the Executive Office for clarification. It is the responsibility of the Executive Office to make presenters at all NACADA sponsored events aware of this policy.

It is the responsibility of the Executive Office to advise the Conference Program Committee of this policy and the following requirements at NACADA-sponsored events:
• The inclusion of commercial promotion of products and services guidelines in all Calls for Presentations.
• The lead presenter on a proposal must be a NACADA member.
• Proposals, regardless of type of presentation, that directly promote a commercial product or service are prohibited.
• Proposals that include non-NACADA members or Affiliate Members should be reviewed separately by the Conference Program Committee.

(Revised 7/25/19)

Cancellation Policy

If it is not possible for a lead presenter or co-presenter to participate in this session, he/she must notify the Executive Office immediately. A cancellation after August 15th is considered failure to meet the agreement made between NACADA and the presenter(s). Presenters canceling after the August 15th deadline will not be considered for further presentations for 4 consecutive years.

Universal Design Resource

As you prepare your presentation, please use the resource above to help ensure your presentation is inclusive to all participants.