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Preconference Seminar Speaker Frequently Asked Questions

Contents

1. Some details about my seminar have changed. Who should I contact?
2. When is my session scheduled to take place?
3. What audio/visual equipment is available?
4. Is there a speaker room where I can practice my presentation?
5. What software will be available on the computers provided in the meeting rooms?
6. Will I have access to speakers for sound from my computer?
7. What if something goes wrong with the technology during my presentation?
8. What if I need help connecting my computer to the projector and the Internet?
9. Is there an EDUCAUSE 2008 PowerPoint template? Am I required to use it?
10. How will my seminar meeting room be set up?
11. How many people will attend my seminar?
12. Is it possible that my seminar could be canceled if not enough people register for it?
13. Is there a special registration fee for speakers?
14. Will EDUCAUSE provide reimbursement for travel and lodging?
15. You've requested my bio. How will it be used?
16. How should I submit my bio and long should it be?
17. What are my responsibilities for participant materials? When are they due? Are they required?
18. I'm including copyrighted material in my participant materials. Am I responsible for obtaining permission?
19. How do I obtain copyright permission?
20. Will someone introduce me before I speak?
21. Will attendees evaluate my session?
22. When is the breakfast for seminar speakers and conveners? Am I required to attend?
23. Will my seminar be audio taped?
24. Will my seminar presentation be included in the postconference proceedings?

Questions and Answers

1.	Some details about my seminar have changed. Who should I contact?
	For any changes, please notify Victoria Fanning , the seminar speaker liaison .    PLEASE NOTE: Since registration has already opened, we CANNOT change the title of your seminar.
2.	When is my session scheduled to take place?
	All preconference seminars take place on Tuesday, October 28. Morning seminars will be held 8:30 a.m.-12:00 p.m.; afternoon seminars 1:00-4:30 p.m; and full-day seminars 8:30 a.m.-4:30 p.m. The full list of seminars is online.
3.	What audio/visual equipment is available?
	Standard technology:   Every seminar room will have the following audio/visual equipment available.    * Projection screen and projector (at least 1024 x 768)  * One corded lavaliere microphone  * One podium microphone    * Sound patch for laptop audio (NOTE: Regardless of whether you use the in-room computer or your own laptop, if you need house sound - because you're playing a video or movie clip - please write to Victoria Fanning.)    * EDUCAUSE-provided computers. These computers will be connected to the Internet and to a projector, and will have DVD drives as well as USB ports. The latest versions of Microsoft Office 2007 (Word, Excel, PowerPoint, Access), Acrobat Reader, Internet Explorer, Firefox, WinZip, Windows Media Player, Real Audio, Macromedia Flash Player, Macromedia Shockwave Player will be installed.    --------------------------  Additional AV:   If you have additional A/V needs such as the ones listed below, please contact Victoria Fanning.    * Laptop(s): We strongly encourage you to use the in-room computer, but if you'd rather not, please write to Victoria Fanning. Please also make sure that your laptop can connect to a standard VGA.    * Flipcharts: If you need flipchart(s), please write to Victoria Fanning with how many you need (i.e., one at the head table and/or one for every five attendees registered).    * Set changes: The maximum number of registered attendees will be 60 per seminar. All seminars will be set classroom style, so please write to Victoria Fanning ASAP if you're interested in changing to rounds. If you have a half-day seminar and haven't already sent an e-mail, this set change may not be possible.
4.	Is there a speaker room where I can practice my presentation?
	Each speaker is strongly encouraged to check into the Speaker Staging Room (Room W231C of the Convention Center) well in advance of his/her presentation.
5.	What software will be available on the computers provided in the meeting rooms?
	The computers in the speaker staging room and those provided in the meeting rooms will have the following applications available:    the latest versions of Microsoft Office 2007 (Word, Excel, PowerPoint, Access), Acrobat Reader, Internet Explorer, Firefox, WinZip, Windows Media Player, Real Audio, Macromedia Flash Player, and Macromedia Shockwave Player
6.	Will I have access to speakers for sound from my computer?
	Yes, a sound patch for laptop /computer audio will be provided in every session room. NOTE: Regardless of whether you use the in-room computer or your own laptop, if you need house sound - because you're playing a video or movie clip - please write to Victoria Fanning.
7.	What if something goes wrong with the technology during my presentation?
	In the event of malfunction of audio/visual technology or other logistical challenges, the session convener has been asked to summon a nearby EDUCAUSE staff member or go to the registration desk. Technical staff will check each meeting room before sessions begin.
8.	What if I need help connecting my computer to the projector and the Internet?
	Each speaker should know how to use a projector with his/her computer; laptops should be equipped with a standard VGA output. Please go to the Speaker Staging Room room to test your equipment. Technical staff will check each meeting room before sessions begin.    If an Internet connection is vital to your presentation, please be prepared with contingency plans in the event that connectivity is lost.
9.	Is there an EDUCAUSE 2008 PowerPoint template? Am I required to use it?
	A PowerPoint template is available, but use of the template is not required.
10.	How will my seminar meeting room be set up?
	All rooms will be set classroom style unless rounds were requested in advance.
11.	How many people will attend my seminar?
	The maximum number of registered attendees is 60 per seminar. However, the actual number may be less; Victoria Fanning will send you attendance numbers after the early registration cut off date, September 29. However, feel free to request a list of your seminar attendees anytime.
12.	Is it possible that my seminar could be canceled if not enough people register for it?
	Decisions to cancel a seminar, because of low enrollment, will be made and communicated to you immediately after the early registration cut off date of September 29.    EDUCAUSE will not cover costs for any advance airline ticket purchases, penalties, or other similar expenses. However, if your seminar is canceled, speakers can keep the complimentary full conference registration.
13.	Is there a special registration fee for speakers?
	Each speaker must register for his or her own seminar, which is complimentary.     Also, every half-day seminar group is entitled to TWO FULL CONFERENCE complimentary registrations, and every full-day seminar group is entitled to FOUR FULL CONFERENCE complimentary registrations. NOTE: These complimentary registrations are intended for seminar speakers only.    You have received instructions from Victoria Fanning about how to obtain complimentary registrations. Please write if you have any questions.
14.	Will EDUCAUSE provide reimbursement for travel and lodging?
	You are responsible for your own airfare and hotel room. In order to access the hotel reservation system you will first need to register and then access the hotel page.
15.	You've requested my bio. How will it be used?
	This information will assist your session convener in preparing a brief introduction to your presentation, and will be linked to your name in the online conference program.
16.	How should I submit my bio and long should it be?
	A bio of about 100 words is ideal. Please update your EDUCAUSE Profile and enter in narrative text with no bullets.    Here is an example of an effective bio:    Deborah Keyek-Franssen is the Lead IT Initiatives Coordinator at the University of Colorado at Boulder, where she plays a significant role in strategic planning and policy development for information technology infrastructure and programs. Recent projects include the fall 2001 educational technology strategic planning process; the campus-wide 2002 information technology strategic plan; and work on the next phase of ATLAS (the Alliance for Technology, Learning, and Society). Deborah completed her Ph.D. in German Literature at the University of Michigan, where she also earned a master's degree in Higher Education Administration from the Center for the Study of Higher and Postsecondary Education, and a graduate certificate in Women's Studies.
17.	What are my responsibilities for participant materials? When are they due? Are they required?
	Each participant will receive seminar materials, which will include a title page and registration list (produced by EDUCAUSE) and copies of any visual aids and additional readings (produced by the speaker). Electronic files are preferred (PowerPoint, Word, PDF). These materials are REQUIRED. EDUCAUSE will handle the printing and distribution of all seminar materials if they are received by September 15.
18.	I'm including copyrighted material in my participant materials. Am I responsible for obtaining permission?
	It is the responsibility of the seminar speaker(s) to obtain copyright permission. Copyrighted material that has not been cleared for reproduction will not be printed. The seminar budget includes limited funds to pay for copyright permission, so it is important that you clear any expenses with Victoria Fanning.    EDUCAUSE respects the intellectual labor and creativity of others. In the spirit of sharing information, let's not lose sight of acknowledging the source. In some cases, the acknowledgment may be a simple statement recognizing the source from which the material came.
19.	How do I obtain copyright permission?
	Note: Our budget includes limited funds to pay for copyright permission. Therefore, it is important that any expense be cleared with Victoria Fanning.    * Direct your requests for permission and/or reprints to the publisher's copyright and permissions department. In magazines and newspapers this contact information is usually available in the masthead.    * Allow adequate lead time--at least 4 weeks.    * Provide as much information as possible to the publisher on the copyright holder, i.e., name and date of publication, title of article, page number.    * Provide information on where the material will be used and for what purpose. Note: If materials are being used for an EDUCAUSE activity, be sure to indicate that EDUCAUSE is a 501(c)(3) not-for-profit association and that we are using this material in a professional development opportunity for members. Sometimes permission to reprint is granted at no charge under these circumstances.    * Clarify any charges associated with the permission to reprint. You will need to determine if the publisher will provide copies or if they are giving you permission to copy. Most places give you permission to copy or retype, so the fee you are paying is for permission only.    * If the publisher is giving you permission to reprint, ask that the publisher provide you with the credit line in writing. You will have to include the credit line on the document. (For example, "Copyright 1990 by Journal of Systems Management, Cleveland, OH. Reprinted with permission.")    * If the publisher is providing you with reprints, request the number of reprints needed.    * Get from the publisher a contact name, address, fax, and telephone number.
20.	Will someone introduce me before I speak?
	Yes, each seminar will be assigned a convener, who is a volunteer and a seminar attendee. Your convener will introduce you upon request; they will also be asked to help in the event of malfunction of audio/visual equipment or other logistical challenges by going to the EDUCAUSE registration desk to summon assistance.
21.	Will attendees evaluate my session?
	Conveners will hand out and collect paper evaluations. Speakers will receive summaries of the evaluations by early December.
22.	When is the breakfast for seminar speakers and conveners? Am I required to attend?
	A continental breakfast for seminar speakers and conveners will be held from 7:15 to 8:15 AM in West Hall WF5 on Tuesday, October 28. You are encouraged to attend. Speaker packets will be handed out and the convener of your session may be present.
23.	Will my seminar be audio taped?
	No. Because attendees pay an extra fee to attend preconference seminars, your content will not be taped.
24.	Will my seminar presentation be included in the postconference proceedings?
	You can upload your file or URL before or during the conference if you wish, or you can wait for an invitation to do so from the speaker liaison, which will come within a week after the conference. These materials will then be included in the online conference proceedings and EDUCAUSE Resource Center.     Please note that if you believe your materials are valuable only to your seminar attendees, Victoria Fanning will send you a final list of attendee names and e-mail addresses after the conference and upon request.    Before uploading, first please take a moment to fulfill these three requests:    1. Because you will retain the intellectual property rights for your paper or other materials related to your conference presentation, we ask that you place a copyright statement to that effect on your materials. We suggest that you use the following statement, which is consistent with EDUCAUSE's use of the material, as the first slide in a PowerPoint document, or on the first page of a PDF document (If your document is word processed, please convert it to a PDF file before uploading.):    Copyright [your name] [year]. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.    2. We ask that you fill in your PowerPoint document's properties in the following manner prior to uploading the file.    Title: