Welcome to your XPONENTIAL Exhibitor Console!
The Exhibitor Console is your XPONENTIAL hub for all the information you need to know – from deadlines to promotional items - in one convenient location.
| Important Dates and Information |
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Update Online Profile
- Exhibit Space Information
- Company Description
- Demographic Questions/Cross-Reference Categories
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ASAP |
| Submit Certificate of Insurance |
Deadline: July 16, 2021 |
| Authorize Exhibitor Appointed Contractor |
Deadline: July 16, 2021 |
| Secure your Hotel Room |
Launch: May 2021 |
| Register your Team Members |
April 19, 2021 |
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Build Virtual Exhibit Booth
Once the virtual platform launches you will have the opportunity to build a full virtual exhibit booth. The platform is expected to launch on or about April 19, 2021.
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April 19, 2021 |
SPEAKER
RESOURCES
Welcome XPONENTIAL 2021 Speakers!
We are excited you are 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.
GENERAL INFORMATION
Presentations that are part of our virtual program will be offered live. If you have questions about the timing of your session, please email the Industry Education team at education@auvsi.org.
REGISTRATION
We are excited for you to join us at XPONENTIAL 2021. Whether you will be joining us virtually in May, in-person in Atlanta in August, or for both events, we know you are anxious to receive registration information. Upon acceptance into the educational program, you will receive a confirmation email regarding the date and time of your presentation, as well as a code to use during the registration process, which will equip you with a full-conference pass. If you have not received a confirmation for your specific session, please email the Industry Education team at education@auvsi.org.
It is important that all speakers pre-register for the event, so please begin the registration process as soon as possible.
MATERIALS SUBMISSION PROCESS
Use the AUVSI XPONENTIAL 2021 PowerPoint slide template wihch may be downloaded here.
PowerPoint presentations and related videos or resources for the virtual event can be submitted here by April 9th 2021, and the AUVSI team will ensure the materials are uploaded to the virtual platform.
Video and Presentation files should be submitted with the following file naming convention:
- XPO21_PresentationTitle
- XPO21Video_SessionTitle
Submit Here
The Technical paper submission process is outlined below.
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 bold, confident, and present your material as the expert that you are—own it!
- Be aware of time.
- For the virtual event, standalone speakers will be grouped with a complementary presentation and each will receive approximately 15-20 minutes to present with time for Q&A following both presentations. Panel sessions are 45 minutes, which includes audience Q&A, and wrap-up. For the live events each session is 45 minutes, which includes audience Q&A, and wrap-up.
- For the virtual event, pre-recorded standalone presentations should be approximately 20 minutes and panel presentations should be approximately 30 minutes, but roundtable discussions can be setup for live Q&A during the event.
- 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. Make sure to space your text and use easy to read fonts. For the in-person event, remember you may have audience members seated in the back of a large space.
- Please note that the sessions will be recorded and made available on-demand.
As a speaker at AUVSI XPONENTIAL 2021, we are pleased to offer tools to help you promote your participation to your network of contacts. Please visit the Speaker Promotional Toolkit for images, sample social posts and invitation language you can use in your marketing efforts!
Download Toolkit
TECHNICAL SESSION SPEAKERS
If you elected to participate as a part of the technical program, your presentation should be accompanied with a white paper. Your confirmation email would have indicated this requirement and submission instructions.
Technical papers submission deadline: Friday, April 23, 2021. AUVSI reserves the right to replace any speaker who does not meet the stated deadlines.
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 April 23, 2021.
- Technical paper files should be submitted in pdf format with the following naming convention: XPO21Paper_Author Last Name
Submit Here
STANDALONE PRESENTERS
XPONENTIAL will feature numerous standalone presentations throughout the week on a variety of topics. These presentations do not always have a technical paper requirement.
Standalone presenters at the virtual event will be paired with another standalone speaker for a single location and time slot. Each speaker will be given the opportunity to present and participate in Q&A during this time. A moderator will help manage the time and questions from the audience.
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 2021 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.
Moderators
Thank you for agreeing to dedicate your time and talents to moderate an 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. Please email education@auvsi.org if you would like assistance.
Panelists
A member of the XPONENTIAL 2021 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 April.
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.
ROUNDTABLES
What is a Roundtable?
A virtual Roundtable is similar to a Zoom video call and allows the presenter to interact with attendees in a more focused environment.
The virtual Roundtable will allow attendees to collaborate face to face through video conferencing technology. Hosts select the topic of each Roundtable and are encouraged to moderate the discussion, bringing all participants into the conversation.
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.
XPONENTIAL 2021 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
Keely Griffith
Director of Industry Education
Shannon Whitney
Education Manager
Kimberly Peicker
Program Manager
Rachel Whitmire
Program Coordinator