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.
Presentations will be offered live, as well as pre-recorded.
We are excited for you to join us virtually and we know you are anxious to receive registration information. You should have received a confirmation email regarding the date and time of your presentation and registrations will be coming soon. If you have not received a confirmation for your specific session, please email the Industry Education team.
We will initiate a bulk registration of speakers prior to September 28 and you will receive login credentials at that time. Take the opportunity to login and build your profile, which will make you easier to connect with during the event.
MATERIALS SUBMISSION PROCESS
- Use the AUVSI XPONENTIAL 2020 PowerPoint slide template that may be downloaded here
- The Technical paper submission process is outlined below
- Pre-recorded presentations, which will be available On-Demand, should be completed and shared with AUVSI by Friday, September 11, 2020
- Submissions instructions for the recorded video presentation can be found here
- PowerPoint presentations can be submitted here
- Video and Presentation files should be submitted with the following file naming convention:
- Live presentations do not require a video submission, but PowerPoint presentations can be uploaded here; please use the following naming convention: XPO20_PresentationTitle
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 live session is 45 minutes, which includes audience Q&A, and wrap-up.
- Pre-recorded presentations should be approximately 30 minutes, but roundtable discussions can be setup for live Q&A during the event.
- 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 will be recorded and made available on-demand.
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, September 11, 2020.
- AUVSI reserves the right to replace any speaker who does not meet the above stated deadlines. This conference has a "No Paper, No (Virtual) 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 is being managed through a Technical Paper Submission form. Please submit papers by September 11, 2020.
- 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 their virtual booth.
- 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 one week before your session to make introductions, reiterate the vision, structure and ground rules and obtain AV support as needed. AUVSI can help coordinate pre-event 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 September.
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.
What is a Poster Presentation?
The virtual poster hall will allow attendees to see a complete list of posters, view individual posters and presentations, leave questions in the News Feed, and connect with Poster Presenters.
- Poster presenters will upload a digital poster (pdf) and a short, pre-recorded presentation (details below)
- Attendees will have access to this On-Demand material before, during, and after XPONENTIAL
- Presenters’ profiles will be linked directly to their posters for east connections
- Be sure to complete your personal profile prior to the beginning of XPONENTIAL!
- Presenters are encouraged to participate in at least one live roundtable Poster Q&A session
- A virtual roundtable is similar to a Zoom video call and allows the presenter to interact with attendees
- Virtual roundtables will be held between 12:05-1:00 pm ET each day during the week of the event
- Additional virtual roundtables can be started at any time
- PDF Poster: This “Electronic Poster” should include the traditional poster content areas and graphics to support your presentation.
- Pre-Recorded Video Presentation of your Poster: This should be no more than 5 minutes in length and less than 100MB in file size (that is the maximum video file size the platform can upload). This video will be available for attendees on-demand and will allow your Engagement time in Roundtables to focus on questions and discussion.
- Note: You will receive an email with a link to the platform about one week before the start of XPONENTIAL. You will need this before you are able to upload any material. While you cannot upload to the platform at this time, presenters are encouraged to complete their virtual poster and pre-recorded video during this time.
- You will be given early access to the platform in order to setup your profile and begin engaging with attendees.
- Additional instructions will be provided to all confirmed presenters a little closer to the live event.
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.
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