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Presenter Guidelines

Congratulations, and thank you for presenting at the AACRAO 110th Annual Meeting in Seattle, Washington.

We are appreciative of you lending your professional knowledge to the AACRAO community. Please review all of the resources below as you prepare for your presentation.  All of the information, links, and deadlines below apply to institutional and corporate presenters.

 PRESENTER CHECKLIST
  • Register for the AACRAO Annual Meeting.  Presenters are asked to register by the early-bird deadline of February 15, 2024.  Sessions without at least one registered presenter by January 31, 2025 may be removed from the program and replaced with an alternate.

  • Arrange travel and hotel accommodations.  We encourage you to make your hotel reservations as soon as possible.  The AACRAO group rate is only available until the AACRAO block has sold out, which we expect will happen before the priority hotel reservation deadline of March 15, 2024.

  • Plan to attend the webinar for Annual Meeting Presenters. Date is TBD in February 2025.

  • Submit presentation files, videos, and other digital handouts (submission deadline is March 14, 2025).  Submissions not received before March 14, 2025 may not be available for projection during your session.

  • Check your presenter profile and session details in the Whova App.  Explore speaker resources such as communities, polls, and Q&A for your session.  The app is expected to go live in the first week of March.

  • Prepare to deliver a high-quality presentation that is inclusive and accessible to all attendees. Please review the Presenter Best Practices for Accessibility below.

  • Share your session details with your networks. Use the Social Media Toolkit below to get started.
  • Presenter Best Practices for Accessibility

    AACRAO is committed to providing all meeting attendees with a high-quality experience that is accessible to all.

    Diversity Awareness:
    Be mindful of the diversity in your audience. When planning your presentation and presentation materials understand that some of your audience might not be able to:

    • See well or at all
    • Hear well or at all
    • Move well or at all
    • Speak well or at all
    • Process information in certain formats well or at all
    Your audience has both visible and invisible identities and accessibility needs.

    Presenters at the Annual Meeting are asked to follow these best practices:
    • Use a provided microphone at all times while speaking, even if the number of attendees in the room is small. Hearing-impaired attendees deeply appreciate sound amplification from all presenters at all times.
    • Insist that all questions from the audience are amplified with a microphone, even if the number of attendees in the room is small.  Wait to answer a question until it is asked with a microphone, even if means asking the question-asker to repeat the question. Wireless microphones will be available for questions from the audience in every session room. Hearing-impaired attendees deeply appreciate sound amplification during Q&A.
    • Use inclusive language when referring to identities and demographics.
    • Prepare PowerPoint slides that are in a simple font of 28 point or larger type.
    • Check your color contrast with a contrast checker if using color combinations other than black and white.
    • Make graphics as simple as possible. Do not use color as the only method for distinguishing information, particularly on charts and graphs. Communicate data in both color and text.
    • Click here to learn more about creating accessible PowerPoint presentations.
    • Encourage attendees to leave seating in the back row(s) for attendees who need accessible seating.
    • Uploading Presenter Materials

      Presenters must use the laptop provided by the onsite AV company for their presentation.  Personal laptops cannot be connected to the projection or audio equipment and onsite technicians cannot provide support for equipment not provided by the onsite AV company.

      Presenters must upload their presentation materials to the Presenter Portal before March 14, 2025. The AV company and AACRAO staff require adequate time to review materials and prepare the on-site platform so presenters can access their session materials onsite. Presenters who do not upload materials by the deadline cannot be guaranteed projection of their presentation slides in their session room.

      UPLOAD REQUIREMENTS:

      • The name of the uploaded file must include the full presentation title and the full name of the presenter.  Files uploaded without the presentation title in the name of the file will be deleted and will not be available to presenters onsite.
        Example Acceptable File Name: "Accessing Student Data Records in Brazil - Shelly Shellerson"
        Example Unacceptable File Name: "SEM"
      • Slide decks must be submitted only as PowerPoint files; no Word documents, PDFs, or JPEGs will be accepted.
      • Co-presenters submitting separate slide decks for the same presentation must include the full presentation title and full name of the submitting presenter.
        Example Acceptable File Name: "Accessing Student Data Records in Brazil - Shelly Shellerson"
        Example Unacceptable File Name: "AACRAO - Shelly Shellerson"

      Submitting Videos:

      • Video files must be uploaded as separate files (not embedded into presentations)
      • Videos are to be provided in MP4 format
      • The name of the uploaded video must include the full presentation title and the full name of the presenter. Video files uploaded without the presentation title in the name of the file will be deleted and will not be available to presenters onsite.
        Example Acceptable Video File Name: "Accessing Student Data Records in Brazil Video1 - Shelly Shellerson"
        Example Unacceptable File Name:  "AACRAO"
      • Recommended max video file size: 4GB total
    • Powerpoint Presentation Template

      Download the AACRAO-branded PowerPoint template for your session presentation. The template is provided as a resource for presenters; it is not required for use.

      Fonts: Avoid using custom or licensed fonts (aka fonts that have been downloaded from the internet.) Custom fonts used in PPT decks (those not included in Microsoft Office 2016), must be provided three business days in advance of the due date for testing.

      PREZI & Apple Product Users

      We recommend creating all decks in PowerPoint. If slide decks were created on an Apple computer or in Prezi and then exported to PowerPoint, please check to make sure all formatting was exported correctly before submitting.

    • Speaker Ready Room

      All presenters must check into the Speaker Ready Room at least four hours before presenting.

      Speaker Ready Room Hours:
      Sunday, March 30: 10:00 a.m. - 4:30 p.m.
      Monday, March 31: 7:30 a.m. - 5:00 p.m.
      Tuesday, April 1: 7:30 a.m. - 5:00 p.m.
      Wednesday, April 2: 7:30 a.m. - 10:30 a.m.

    Questions? Email meetings@aacrao.org


  • Presenter
    Materials


  • Corporate
    Presenters


  • Code of Conduct


  • Social Media
    Toolkit

Presenter Materials

Download the AACRAO-branded PowerPoint template for your session presentation. The template is provided as a resource for presenters; it is not required for use.

Presenters must upload their presentation materials to the Meeting Tomorrow Presenter Portal. The deadline for uploading presentation materials is March 25, 2024.

NEW FOR 2024:

  • Slides should be submitted only as PowerPoint files, no PDFs or JPEGs will be accepted
  • Slide decks should be submitted as ONE master deck per presentation slot. All materials from all presenters should be merged into one file before submission
  • Slide deck file names must be based on the presentation name, the version number of the file, and the date of the presentation.  
    Example Presentation Deck File Name: "DiversityinUniversitiesPresentation_v1_11-5-2023"
  • A login and password are not required to upload materials

Submitting Videos:

  • Video files should be provided as separate files, not embedded into presentations
  • Videos are to be provided in MP4 format
  • Video file names must contain a presenter name, session title, and date of the presentation. 
    Example Video File Name: "JaneSmith_ Marketing 101_ 04-09-2024.mp4
  • Recommended max video file size: 4GB total

Thank you for sponsoring the 109th AACRAO Annual Meeting. Explore the various ways your valued sponsorship can leave an impact on the community:

As a leading voice in higher education, AACRAO envisions a community centered on learner success driven by professional excellence and leadership in enrollment and academic services. The AACRAO Code of Conduct extends the values of collaboration, inclusivity, and integrity to all event attendees, regardless of race, ethnicity, religion, sexual orientation, differing or disability, physical appearance, neurodiversity, gender identity and expression, or age. AACRAO is committed to providing an environment of respect and civility at all AACRAO events with adherence to high standards of ethical, moral, and legal business conduct.

Event Code of Conduct

Help build excitement and anticipation around the 109th AACRAO Annual Meeting by sharing these resources with your colleagues, connections, and networks. Tag us using @AACRAO and add #AACRAO2024 in your caption when posting about the 109th Annual Meeting on social media channels.

  • Sample SOCIAL Posts FOR PRESENTERS
    • Join me at the 109th AACRAO Annual Meeting in Columbus, Ohio, to attend my session titled [Session Title] and hear my research on non-traditional learning and redefining success in higher education:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • Register for the 109th AACRAO Annual Meeting in Columbus, Ohio, to hear my session on establishing student enrollment pipelines and building lasting student recruitment strategies:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • I'm presenting my session titled [Session Title] at the 109th AACRAO Annual Meeting. Register to connect with me in Columbus, Ohio, and hear my research on implementing foundational knowledge and best practices to support continuous personal and professional growth:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • I'm presenting my research on strategies for cultivating a welcoming and equitable campus community at the 109th AACRAO Annual Meeting. Register now to attend my session titled [Session Title] in Columbus, Ohio, from April 7-10, 2024:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • My session at the 109th AACRAO Annual Meeting analyzes the use of data and policy review to inform institutional decisions and shape the student experience. Register to join me in Columbus, Ohio, and hear my research:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • Join me at AACRAO's 109th Annual Meeting in Columbus, Ohio, from April 7-10, 2024. I'll be presenting my session on identifying pathways for holistic admissions practices and expanding access to global higher education:
      www.aacrao.org/aacrao2024 #AACRAO2024
    Downloadable Images
    • Instagram
    • LinkedIn
    • Facebook
    • Twitter

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  • Sample SOCIAL Posts FOR SPONSORS
    • [Company/Organization] is looking forward to attending the 109th AACRAO Annual Meeting. Register to hear our session on [Topic]:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • [Company/Organization] is presenting the session titled [Session Title] at the 109th AACRAO Annual Meeting. Join our session to access tools needed for redefining success in higher education:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • [Company/Organization] is a proud sponsor of the 109th AACRAO Annual Meeting. Join us in exploring innovative strategies to cultivate an inclusive campus community at your institution:
      www.aacrao.org/aacrao2024 #AACRAO2024
    • Register for the 109th AACRAO Annual Meeting to meet the [Company/Organization] team in Columbus, Ohio, from April 7-10, 2024. We’ll discuss methods for expanding access to global higher education during our session titled [Session title].
      www.aacrao.org/aacrao2024 #AACRAO2024
Downloadable Images
  • Instagram
  • LinkedIn
  • Facebook
  • Twitter

    •  

Connect with AACRAO's social media channels to join the conversation:


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  • Uploading Your Materials to the AV Team - DEADLINE MARCH 23, 2022

    To give our AV team sufficient time to prepare for your presentation, please upload your slides as a PowerPoint file to your account with PRG via the links below by March 23, 2022. PRG is providing audio-visual support for AACRAO at the Oregon Convention Center. A template for AACRAO for PowerPoint slides can be found here.

    An account has been created for you on presents.prg.com. PRG will send you an email with your account password. If you don't receive an email from PRG by Monday, March 14, please contact mburnett@prg.com.

    Your presents.prg.com account will allow you to upload presentation files, view conference information and more. Your presenters.prg.com account and login are not connected to your AACRAO Membership credentials.

    Go to http://presents.prg.com/en/events/107AACRAOAnn to upload your materials.

    The deadline for uploading your presentation materials to PRG is March 23, 2022. When you've arrived in Oregon, you must check-in with the PRG staff in the Speaker Lounge to ensure your presentation delivery will be smooth and free of "technical issues". ALL presenters must check into the Speaker Lounge at least 4 hours PRIOR to your presentation.

    If your presentation materials change or need updates after you've uploaded them, simply login again and upload the most recent version of your PowerPoint file.

    If you have any trouble logging into the site or uploading your materials, please contact mburnett@prg.com, directly.

  • Speaker Lounge

    ALL presenters must check into the Speaker Lounge at least 4 hours PRIOR to your presentation. All meeting rooms have presentation computers networked to a central computer located in the Speaker Lounge. Presenters are encouraged and expected to bring their memory device to the Speaker Lounge, where they will have the opportunity to review their presentations or make any last-minute changes.

    REMINDER: Presenters will have Internet access through the provided laptop. Wi-Fi will be accessible in the meeting rooms; however, the internet will not support "Zooming in" a co-presenter or additional speakers.

  • Powerpoint Presentation Template + Resources

    AACRAO has supplied a branded PowerPoint template that you may use for your session handouts.

    1. Download the template.
    2. Select "Enable Editing" at the top of the presentation.
    3. Click the large grey rectangle where it states, "Click to add first slide."
    4. Populate your presentation with the preset template choices. 

    When building your presentation, make sure you include any external files utilized in the same folder as your presentation (e.g., movie files). When creating your media for transportation, copy the entire folder to the memory device. To ensure the success of your presentation, remember to make a backup copy of your files and transport that media in a separate piece of luggage. If you have movies in your presentation, it is even more important that you verify the file in the Speaker Lounge well ahead of your presentation time.

    If your PowerPoint presentation includes an embedded video (or videos) you MUST bring the presentation and video as SEPARATE files. If you are using PowerPoint 2010 (which allows for embedding of video into the PowerPoint), it is preferred that you bring the separate video files with you in case any problems are encountered.

    Fonts: We can only supply fonts that are included in the base installation of Windows. Any font other than these will need to be embedded into your PowerPoint presentation. For information on embedding fonts, see below. We suggest using the fonts such as Times New Roman, Arial, and Tahoma. The use of fonts not included in Windows can lead to words that bleed into graphics or bullets that may be the wrong style.

    You can embed the fonts into your presentation by following these steps:
    Office 2003: On the File menu, click Save As. On the toolbar, click Tools, click Save Options, select the Embed TrueType Fonts check box, and then do the following: To embed all the characters in the font set, select Embed All Characters (best for editing by others)
    Note: If you plan to have others review and edit your file, it's best to embed the full font set, though that creates a larger file.

    Microsoft Office 2007: Click the Office button, and then PowerPoint Options Select the Save Tab and check the box to Embed Fonts in the file

    Office 2010 and 2013: Click File, then Options Select the Save Button and check the Embed Fonts box
    Note: PowerPoint 2011 for Macs and other Mac versions of PowerPoint cannot embed fonts

     

  • PREZI Users

    We do allow presenters to use Prezi if desired. If possible, use the Present Offline version, which does not require internet connectivity to operate. We ask that you come by the Speaker Lounge in advance to test the presentation.

  • APPLE Products Users

    If you are creating your presentation on an Apple computer, please be aware of the following issues.

    • Movies: QuickTime is not native to Windows computers. It is preferable to have your video files converted to .avi’s to allow for proper operation in PowerPoint for Mac or PC.
    • Pictures: Use common image formats that are cross-platform, such as JPG, PNG, GIF.
    • Fonts: Use common cross-platform fonts such as Times New Roman, Arial, and Courier. Many pre-installed and custom fonts will not translate properly on a Windows machine.
    • Animations: Use simple entry animation effects, such as fly-in/out, appear, and dissolve. The best way to ensure your success is to come by the Speaker Lounge. There will be technicians available to assist you.

       

  • Social Media Toolkit

    Help build excitement and anticipation around the 107th Annual Meeting by sharing these resources with your friends, colleagues, and connections. Use #AACRAO2022 when posting on any social media channels regarding the 107th Annual Meeting. The following hashtags are also applicable:

    • #HigherEd
    • #StudentSuccess
    • #ImplementingSuccess
    • #ProfessionalDevelopment

    Sample Posts

    • Headed to Portland, OR in April to discuss [session topic] at #AACRAO2022. Join me by registering today: www.aacrao.org/aacrao2022
    • Join me in Portland April 3-6, 2022, for the 107th AACRAO Annual Meeting. I’m looking forward to presenting [session topic], attending sessions on supporting #StudentSuccess, and connecting with my colleagues: www.aacrao.org/aacrao2022
    • Honored to be presenting at #AACRAO2022 in Portland, April 3-6. Register to hear my research and attend the hundreds of other sessions available: www.aacrao.org/aacrao2022

    AM22 Social Media Toolkit - Presenter

    Click the image to download the social media graphic.