SPEAKER RESOURCES INFORMATION
Welcome XPONENTIAL 2020 Speakers!
Thank you for joining this year's educational program. We look forward to working with you to deliver meaningful insights and actionable information at this year’s event! Please refer to the following information for more on speaker policies, materials submission detail, panel preparation and answers to general inquiries.
We are excited to see you in Boston and we know you are anxious to receive registration information. You should have received a confirmation email regarding the date, time, and location of your presentation. If you have not, please email the Industry Education team.
We will initiate a bulk registration of speakers in early April, but we encourage you to book your travel prior to that time. More information related to travel can be found here.
MATERIALS SUBMISSION PROCESS
- Use the AUVSI XPONENTIAL 2020 PowerPoint slide template that may be downloaded here
- The PowerPoint submission process will be conducted by Freeman Orchestrate
- PowerPoint Presentation and video submission deadline: Friday, July 10, 2020
- PowerPoint and video files should be submitted with the following file naming convention: XPO20Presentation_Presenter Last Name and XPO20Video_Presenter Last Name
- Upon arriving at the Boston Convention and Exhibition Center, be sure to check in at the Speaker Ready Room — Room 265 — to ensure your materials are loaded and ready to go. See below for room hours.
SPEAKER READY ROOM
Boston Convention and Exhibition Center
Hours of Operation:
|Monday, May 4
||9:00 AM – 5:30 PM
|Tuesday, May 5
||8:00 AM – 5:00 PM
|Wednesday, May 6
||8:00 AM – 5:00 PM
|Thursday, May 7
||8:00 AM – 3:00 PM
BEST PRACTICES FOR A SUCCESSFUL PRESENTATION
To ensure that AUVSI provides the best possible experience and a consistent approach to all our presentations, we ask our speakers to incorporate the following into every presentation:
- Presentations should be high-energy, informal and engaging. Work in activities and opportunities for audience participation. Consider including a polling tool, a unique Twitter hashtag, or even group exercises to maintain engagement.
- Presentations outside of the Enterprise and Government Solutions track should remain product/service agnostic. Educational sessions should NEVER become a sales pitch and violators will not be invited to speak at future events.
- Be commanding and capture the audience’s attention
- Be aware of time. Each session is 45 minutes, which includes setup, audience Q&A, and wrap-up.
- Be bold, confident and present your material as the expert that you are—own it!
- When using PowerPoint remember these key points:
- Keep it simple. Limit text, bullet points, transitions and builds.
- Use high-quality graphics including photographs.
- Have a visual theme, but avoid using PowerPoint templates
- When using charts ask yourself “How much detail do I need?”
- Choose your fonts and color scheme wisely. Remember you may have audience members seated in the back of a large space. Make sure to space your text and use easy to read fonts.
- Please note that the sessions may be filmed or photographed.
As a speaker at AUVSI XPONENTIAL 2020, we’re pleased to offer tools to help you promote your participation to your network of contacts. Please visit the Speaker Promotional Toolkit page for images, sample social posts and invitation language you can use in your marketing efforts!
TECHNICAL SESSION SPEAKERS
- Technical papers submission deadline: Friday, July 3, 2020
- AUVSI reserves the right to replace any speaker who does not meet the above stated deadlines. This conference has a "No Paper, No Podium" If a written paper is not submitted by the deadline authors will not be permitted to present the paper at the conference.
Technical Paper Requirements
- AUVSI requires that technical papers adhere to the AAS or APA format. An AAS format template is available here: DOWNLOAD TEMPLATE
- Technical papers are not limited to a set number of pages. The average length is between 10-12 pages.
- The Technical Paper submission process will be conducted by Freeman Orchestrate. Please refer to the submission instructions here.
- Technical paper files should be submitted in pdf format with the following naming convention: XPO20Paper_Author Last Name
XPONENTIAL will feature numerous standalone presentations throughout the week on a variety of topics. These presentations do not have a technical paper requirement.
MODERATORS AND PANELISTS
- If there is a change to the moderator or panelists, please reach out to Education@auvsi.org as soon as possible. We will need updated speaker agreements and speaker details before making the change to the program.
- Some Panels will include a few slides or video. If your session is planning to have materials, please review the submission process.
- Panel sessions at XPONENTIAL 2020 are moderated discussions with few to no presentation materials. Each group will receive guidance from AUVSI and the panel moderator regarding format, flow and topic direction.
Thank you for agreeing to dedicate your time and talents to moderate a XPONENTIAL conference session. Your role as moderator is critical to the success of your session and the conference program. We hope you also enjoy this opportunity to connect with new contacts and demonstrate thought leadership.
When collaborating with your panelists, please consider these points:
- SET THE OBJECTIVE Set the primary objective and vision for the panel discussion. With what new understanding should the audience walk away? For example, you may discuss business or customer benefits, the possibilities and field results of a new technology, market drivers, current and projected adoption, current issues, practical applications and more.
- STRUCTURE THE SESSION Structure the time allocated for the session, how much time you'd like to spend on introductory remarks (as the moderator), individual remarks, moderated questions and Q&A with the audience.
- PREPARE YOUR PANEL Prepare a list of questions you plan to ask during the session. Most panelists will feel more comfortable if they can prepare at least a couple responses.
- SET GROUND RULES Set the ground rules about contextual sharing vs. promoting or selling company/product information. Comments and experiences relevant to the dialogue are great, but they need to save the sales pitches for exhibit floor.
- ENCOURAGE ENTHUSIASM Encourage speakers to command attention, be bold and engage the audience thru storytelling, case studies, factoids, descriptive language and future projections.
- PLAN TO MEET At a minimum, plan to meet your panelists 20 minutes before your session start time to make introductions, reiterate the vision, structure and ground rules and obtain AV support as needed. We suggest all panels meet for 60 minutes in the Speaker Ready Room — Room 256 — prior to their sessions if possible. AUVSI can help coordinate onsite meetings as needed.
A member of the XPONENTIAL 2020 team and/or your session moderator will touch base with you before the event about your session's content. Plan to participate in at least one discussion about your session’s format, direction and planned questions from the moderator. Meetings will be scheduled and facilitated by your moderator and/or AUVSI staff in March and April.
In addition to a discussion prior to XPONENTIAL, AUVSI or your session moderator should also coordinate an onsite meeting during XPONENTIAL.
Panel sessions at XPONENTIAL are discussion-based which means the use of multi-media materials is discouraged. Any plans for video or slides will need to be discussed with your session moderator and AUVSI.
LEARNING LAB THEATER SPEAKERS
The Learning Lab Theater hosts speakers from a variety of disciplines and the nature of these sessions may be STEM, business, or solutions-oriented. These sessions are 30 minutes (unless otherwise noted).
The Learning Lab Theater is located on the XPO Floor — Booth 2030 — an LCD projector, screen, microphone and laptop will be provided at the theater. Please arrive 15 minutes prior to your speaking slot and plan to visit the Speaker Ready Room prior to your presentation in order to confirm materials.
What is a Poster Presentation?
A poster presentation is where the presenter directly presents their paper as a visual display, which is positioned on a 4’ x 8’ board. The poster is usually a mixture of a brief narrative paper, intermixed with tables, graphs, pictures and other presentation formats. The presenter stands by the poster display during an assigned time, while conference participants view the presentation and interact with the author.
Location and Session Time
This year we are moving poster sessions to the educational hall to increase audience participation.
- Poster presenters will display their work in the Northeast Hall on the Second Floor, on their assigned day.
- Posters will be presented during Take Five Session Breaks – from 2:15 - 3:00 PM on Tuesday and Wednesday but will be available all day for browsing.
- AUVSI holds dedicated poster viewing hours each day, and presenters are required to be present with their posters during their assigned date and time:
- Tuesday, 2:15 pm – 3:00 pm
- Wednesday, 2:15 pm – 3:00 pm
Poster Setup Timeline
||Presenters set up
|8:00 AM – 2:15 PM
||Leave poster out for attendees to browse at their leisure
|2:15 PM – 3:00 PM
||Mandatory hours to present poster
|3:00 PM – 5:00 PM
||Leave poster out for attendees to browse at their leisure
|5:00 PM – 6:00 PM
||Presenters will need to take down their posters
Suggested Poster Format and Layout Ideas
- Each presenter will be provided a 4’ tall x 8’ long board (horizontal orientation) on which to attach their presentation, by either Velcro or push pins. Push pins will be provided.
- The actual POSTER SIZE should be no larger than 6’ x 3.5’.
- Each poster should include the title of the presentation in large letters (104 pt. text), the company or organization where the work was completed (72 pt. text) and the author(s) name(s) (72 pt. text) at the top center of the poster.
- Material must be easily read from 4 feet (16-18 pt. text is recommended for body copy).
- An abstract placed in the upper left corner of the poster is suggested.
- Due to space limitations, hardware and handouts are not permitted for poster sessions.
Poster Best Practices
- When in doubt, edit out … crowded and cluttered posters are difficult to read and are often disregarded. Make sure every item in your poster is necessary. Your poster should stimulate discussion.
- When composing your poster, use blank space to highlight or offset information. Be sure to align all edges of paper. Place related materials (i.e. photo with accompanying text) close together.
- Space your information proportionally. A good way is to divide your poster either horizontally or vertically into three or four sections and place your materials within those sections.
- When choosing a background to frame the components of your poster, neutral or grayish colors of poster or matte board will be easier on the eyes than a bright color. Dark backgrounds will make a dark photo seem brighter and vice versa. Color photographs look best when mounted on a grayish backing.
- Use a mailing tube or portfolio case for transporting your poster to the conference.
XPONENTIAL 2020 PROGRAM QUESTIONS:
We realize that preparing for this event is on the forefront of your mind. If you have questions, please reach out to our Industry Education team at Education@auvsi.org
Industry Education Team
Director of Industry Education