Texas Tech University

Presenter Information

Where is the conference located?

Are there Travel or Other Scholarships?

Travel Scholarships

  • The Program, unless otherwise noted, is unable to offer travel scholarships at this time.

Join us for the Pre-Conference Event

What are the requirements for presenters?

Registration

  • All presenters are required to register.  Registration is FREE.  

Check In (Student Union Building, Upper Level)

  • Remember to arrive 10-15 minutes prior to your assigned session to check in at the registration desk (if you haven't done so already at the 8:30 am check in and continental breakfast) for your conference name tag and program.
  • The registration table is located on the upper level of the Student Union Bldg. near the elevator. For those traveling from out of town, enter the campus off of University and 15th street. Request a visitor pass from the parking attendant at the traffic kiosk. Indicate you are going to the Student Union Building so that they will circle it on the map they provide you.

Session Time

Prior to the conference, you will be communicating by email or phone with the Conference organizer.  Check your emails regarding your confirmation of assigned time and room for your presentation.  Additional details will be given prior to the day of the conference.

The sessions are 55 minutes. You will have one session monitor in the room to help you stay on track.

  • For presenters that are part of a panel (meaning your proposal was for a full panel), you will have the full 55 minutes to present, leaving 5-10 minutes for Q&A.
  • For individual paper presenters, with three presenters to a session, you should prepare your presentation to fit within the 15 minute time frame. The Q&A comes after the final presenter. Ideally with three people presenting a 15 presentation there will be 5 minutes left for Q&A.

Session Set Up

  • You will have a session monitor greet you as you set up for your presentation at the front of the room. There will also be a Technical Monitor to help with any needs for your PowerPoint (where applicable).
  • For individual paper presenters, your session monitor will instruct each presenter to present in the order of the program. You will also have the opportunity to introduce yourself as you begin your presentation.
  • The session monitor will let you know how she/he will prompt you to know how much time you have left in your 12-15 min presentation (for individuals) and 55 min presentation (for full panels) so that we stay on time for the conference.

Accessibility Requirements for All Presenters

  • Access Copies: Speakers should plan to bring five copies of their papers, even in draft form, for the use of members who wish to follow the written text. Speakers who use handouts should prepare some copies in a large-print format (Sans-serif font, 16-point type size). Speakers should indicate whether they want their papers and handouts returned.
  • When speaking, position your face at an angle that allows participants to read your lips. Avoid speaking while facing away from the audience or while looking down at papers or screens.
  • Please say your name before asking a question.
  • Please describe any slides or visuals.
  • If you are planning to show video during your presentation, please plan to caption/subtitle your video or have transcripts available.
  • If engaging in experiential activities make sure you have planned for the inclusion of all, regardless of physical abilities.
  • If there is a microphone, use it. While you may think your voice is "loud enough" or "projects enough," listeners may need to hear your voice through a microphone for accessibility. Don't assume you are loud enough and please note that shouting is not ideal.

General Information

  • Know the time and location of your session. If possible, visit the room prior to your talk so you have a sense of the space. 
  • Arrive at the assigned room as early as you can and set up quickly to allow the session to start on time.
  • End your session on time – exceeding time makes it harder for the next set of presenters to prepare for their session, and causes your attendees to arrive late to their next session.
  • When presenting, talk at a normal speaking rate, loudly enough for those in the back of the room to hear. Vary your speech patterns to avoid a monotone presentation.
  • Even if reading a paper, make every effort to look at your audience and engage them in your presentation.
  • Do not exceed your time – doing so negatively impacts the others in the session. Practice your presentation prior to the conference to ensure that you are able to cover desired material in the allotted time.
  • If your session includes discussion or questions, ensure that those speaking take turns so that attendees can focus on the contributions of one participant at a time.
  • Take care that sounds from your session do not negatively affect other sessions occurring in adjoining rooms.
  • Expect that session attendees will be interested in talking to you further about your work – come prepared with business cards or other materials that can help others contact you after the conference.
  • If you are unable to make your presentation, either find a colleague to share your materials, or inform the moderator of your absence.

Presenting a Paper

  • Presenting a paper does not mean simply reading your paper. Ideas that are clearly, and perhaps cleverly, communicated in writing may not always appear so when presented aurally. Practice the presentation to ensure that your ideas can be communicated well in the conference format.
  • You will not be able to share everything you know about your subject in the time allotted. Your goal should be to highlight the most interesting aspects of your work, and to create enough interest in your topic to encourage the audience members to seek out your completed paper for additional information.
  • Make sure you have a strong opening and closing to your talk, and have identified some body material that can be eliminated should you find yourself short on time. Do not sacrifice the closing since this is the summative information about your work.
  • It takes about 2 minutes to read a double-spaced page, so a 7-8 page paper would yield a 15 minute presentation. Plan your time wisely, taking into consideration the number of panelists and the desire for post-presentation discussion.
  • Be careful with the amount of editorializing you do during your presentation – time taken for this commentary may lengthen your talk if you timed your discussion based on your written work.
  • Consider printing your paper in 16-point font so it will be easy for you to read; you may wish to mark pauses and points of emphasis so you can note them with your voice.
  • Prepare yourself for questions: allow for disagreement and do not be afraid to say “I don't know,” or “That's a point I hadn't considered.”

Use of Audiovisual Equipment

  •  Audio-visual equipment will be assigned to rooms and sessions based on requests submitted via the acceptance email. Although there will be technicians on hand to ensure that the requested audio-visual equipment is available and working properly, it is the presenter's responsibility to know how to use the equipment they have requested.
  • If using computers, projectors, or other similar items, make sure to work with the technical moderator and other presenters to ensure that the flow of the session is planned in a manner that allows a quick transition from speaker to speaker regardless of equipment used.
  • Although one hopes not to need it, create a back-up plan in case the audio-visual portion of the presentation cannot be used (i.e. disc error, faulty equipment, etc).