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Preparing for your TAC Conference Session

The information on this page is directed primarily at presenters and others involved in providing Conference sessions. Please read the information below carefully.

About  | Session Roles | Session Roll-outs | Presentation Materials & Deadlines | On-site Information

About Conference Sessions

TAC Conference sessions are either presentation sessions, panel discussions or workshops. They are organized into tracks aligned with TAC’s councils and committees.

  • Presentation Sessions: Submissions received and accepted through TAC’s Call for Presenters are presented.
  • Panel Discussions & Workshops: Organized by TAC Council & Committee members, panel discussions include moderated discussion among invited panelists; workshops feature breakout discussions and/or group exercises with one or more invited presenters.

Session Roles

PRESENTER MODERATOR VOLUNTEER
Someone presenting in a session or participating in a panel discussion or workshop who:

  • prepares, saves and provides their final presentation materials to TAC (see list below)
  • practices their presentation
  • presents at the Conference in person
  • respects presentation time allotment
  • ensures presenter profile in Conference App is complete
  • uploads handouts and any other presentation materials (optional) via presenter profile in Conference App

TAC committee member who:

  • provides a welcome, housekeeping, and introduction to the session
  • acknowledges and thanks any session sponsor
  • introduces each presenter
  • helps presenters stay on time
  • facilitates the Q&A/exchanges during a panel discussion
  • ensures all Q&A is captured using a microphone
  • facilitates breakout and group discussion during a workshop
  • begins and ends the session on time

Employee of a Conference Host organization who:

  • welcome all attending the session
  • helps the moderator begin and end the session on time
  • provides general support to all attending the session
  • takes session attendance
  • ensures all Q&A is captured using a microphone

Session Roll-outs

Presenters and moderators are asked to arrive 20 minutes (session volunteers 30 minutes) before the official start time to:

  • Introduce themselves to each other
  • Familiarize themselves with the room set-up and technology (see below under On-site Information)
  • Confirm all presentations are uploaded to the laptop in session room

These describe the typical scenario for each type of session.

PRESENTATION SESSIONS PANEL DISCUSSIONS WORKSHOPS
90 minutes (2-3 presentations1)
  • Start at the scheduled time
  • 5-6 minutes welcome/housekeeping/topic introduction
  • 25 minutes2 TOTAL per presentation (includes presenter introduction(s), presentation, Q&A). The longer the presentation, the less time available for Q&A and vice versa.
  • Wrap up and closing remarks3
 90 minutes or 180 minutes, excluding breaks
  • Start at the scheduled time
  • 5-6 minutes welcome/housekeeping/topic introduction
  • 15-20 minutes per presentation (intro + presentation + brief Q&A/discussion)4
  • 25-40 minutes moderated discussion and wrap up. The moderator should prepare some questions in advance.4
  • Wrap up and closing remarks3
 90 minutes or 180 minutes, excluding breaks
  • Start at the scheduled time
  • 5-6 minutes welcome/housekeeping/topic introduction
  • The format of each workshop is unique, but will include both full group and break-out group discussions
  • Wrap up and closing remarks3

1. Sessions with four (4) presentations will be scheduled in the last block of the day.
2. The length of time available for the Q&A depends on the amount of time taken by the presentation; a 15-minute presentation leaves 10 minutes for Q&A and a 20-minute presentation leaves only 5 minutes for Q&A.
3. After ALL of the presentations and Q&As, the moderator may ask additional questions (time permitting) as well as thank key participants, session sponsors and make summative and closing remarks. The moderator will end the session on time, with the help of the volunteer.
4. Examples only. The moderator may provide more specific direction to panelists.

Final Presentation Materials & Deadlines (Due September 14)

Final presentation materials (see list below) MUST be submitted via TAC’s submission portal or Presenter Portal via Conference App.

File Name Format
Submit all files using TAC’s file naming convention―Presenter last name+first initial_title_version#.file format. See examples below. Session Code must be used without a period ie. RS1, RS2, RS3 etc.

  • RS1_GhazalC_presentation title_version#.pptx
  • RS1_GhazalC_paper title_version#.pdf
  • RS1_GhazalC_sample-questions.docx
  • RS1_GhazalC_handouts.pdf
TAC’s SUBMISSION PORTAL PRESENTER PORTAL via CONFERENCE APP

All presenters must login to their account on TAC’s submission portal to upload final presentation materials.

  • Regular PowerPoint, saved as a ‘PowerPoint Presentation’ (.pptx). Presenters should bring a copy of the final presentation on a USB as backup.
  • Paper (for authors who have a paper accepted in the program), saved as a PDF file (.pdf).
  • 2-3 sample (seed) questions that will be provided to the session moderator, saved as a Word Document (.docx) file.
  • Presenter bio and headshot should have been provided at the time of completing your submission.

Presenter portal access begins in August. All presenters MUST be registered to have access to their presenter portal.

  • Presenter bio and headshot if not previously provided via the submission portal.
  • Handouts of the slides or other materials you wish to provide to attendees, saved as PDF (.pdf) file. Handouts are optional.
Tips for Preparing Your Presentation
  • Present the material as it was proposed in your submission.
  • Prepare your presentation so that your ideas are logically organized and your points are clear.
  • Typical guidelines for preparation include planning one visual per minute and limiting the content to one idea per visual.
  • Rehearse your presentation. If your presentation runs longer than the allotted time, eliminate the least essential material and rehearse again.
  • Use the microphone provided and speak toward the audience and project your voice as if you are talking in a mid-sized conference room.
  • Be considerate of other presenters and the audience by staying within your allotted time. The podium timer will signal an advance warning and when time is done.

On-site Information

Presenter Schedule
Presenters will be notified in July about the timing of their presentation. The Technical Program provides the schedule of sessions.
Registration and Badge Pick-up
All individuals involved in Conference sessions MUST pre-register for the Conference no later than September 1 to ensure a seamless onsite check-in. Learn more about registration details and fees. Upon arrival to the Shaw Centre, pick up your badge at registration on Level 2.
Room Set-up and Technology
TAC has made the necessary arrangements for room set-up and audio-visual equipment in the session rooms. The below outlines the room setup including the technology equipment for presentation sessions and panel discussions only. Workshops will not be recorded. Only the laptops provided in the session rooms will be allowed to present the presentation as we are recording audio and slides.

PRESENTATION SESSIONS

  • Podium with microphone*
  • Screen and projector
  • Laptop
  • Slide advancer
  • Confidence monitor
  • Floor microphone for audience questions

PANEL DISCUSSIONS

  • Podium with microphone*
  • Screen and projector
  • Laptop
  • Slide advancer
  • Confidence monitor
  • Floor microphone for audience questions
  • Head table for panelists
  • Tabletop microphones*

WORKSHOPS

  • Podium with microphone
  • Screen and projector
  • Laptop
  • Floor microphone for audience questions
  • Roud tables for discussions
  • Flipcharts (limited)
* Presenters MUST remain at the podium or head table when presenting to capture their voice from the podium or tabletop microphone(s).
Final Presentations>
Final presentations are due September 14 and must be submitted via TAC’s submission portal. TAC will pre-load presentations to the session room laptop. Presenters are asked to arrive 20 minutes before their session starts to ensure their presentation is ready.
Simultaneous Interpretation
Simultaneous interpretation (French to English) will be provided for presentations delivered in French, when TAC has been advised of this in advance.
Presenters Lounge

A dedicated room for presenters and moderators is available during the Conference to provide an opportunity to meet prior to the session and review any last-minute details. This room also serves as a “ready room”, and will be equipped with a computer and printer for small printing needs. Light refreshments will be available during the day. Open to all presenters and moderators.

Location:    Shaw Centre | Room 104
Date/time:   Monday, Tuesday and Wednesday | 8:00-17:00

Questions?

Christina Ghazal, Meetings and Events Coordinator  |  613-736-1350 ext. 236

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