Presenters

June 9 - 12 | Exposition: June 10 - 12 | Colorado Convention Center | Denver, CO | USA

Access the Speaker Portal

Thank you and congratulations on being selected to present!

In order for podium and poster presenters to have materials published in the conference proceedings, all primary authors and co-authors are required to submit a Creative Commons Agreement. Forms should be signed electronically in the Speaker Portal (preferred method), or if necessary by completing the Creative Commons Agreement Form.



  
If you have any questions or need assistance, please contact Education Services.


 

BEFORE THE CONFERENCE

Access the conference Speaker Portal:

  • Confirm your participation
  • Upload professional headshot
  • Add professional biography
  • Sign electronic Creative Commons or Complete the AWWA Creative Commons Form by the deadline indicated on your acceptance notification.
  • Utilize the ACE19 PowerPoint (Standard) (Widescreen)
  • Register for the conference
  • Please bring a copy of your presentation along with you to the conference as a backup on a USB drive.

Notify staff if you have any special presentation requirements. Such as: internet for streaming videos, laptop sound, microphone other than the podium microphone, etc.

AWWA utilizes a system called Presentation Management. You will receive an email with access information to upload your presentation approximately 30 days prior to ACE.

 

CHECKING-IN AT THE CONFERENCE

When you arrive at the conference site, please go directly to the Presenter Ready/Local Host Room. The knowledgeable staff can provide you with the following services:

  • On-Site registration
  • Presenter ribbons
  • A place for you to prepare your presentation
  • Projector and laptops to utilize and access Presentation Management to upload or update your presentation
  • Directions to your session and/or other events you would like to attend
  • ALL Presenters Must Check-In
  • Refreshments
  • Arrive at the session room 30 minutes before the start of the session to check in with the session moderator.
  • Introduce yourself to the moderator

 

DURING THE SESSION

  • After the moderator introduces you, position yourself at the podium and begin your presentation. A laser pointer/slide advancer will be at the podium for you to use during your presentation.
  • In accordance with AWWA policy, we require that you refrain from overt to extensive commercialism during your presentation. Your company logo may only be on the first and last slide of your audio/visual presentation.
  • It is also requested that presenters conduct themselves in a professional manner when referring to other persons, companies or organizations in any part of their presentations.
  • Please define meanings of acronyms such as AWWA, EPA, and SDWA, in your oral presentation as well as your visuals for the benefit of all attendees.

Each presentation is 22-25 minutes in length (unless otherwise noted) with an additional 5-8 minutes for questions from the audience. The moderator will indicate to you how much time you have left with 5-minute and 2-minute warning cards. They will then indicate your time is up with a red card. Proceed with questions from the audience. When you have concluded, remove the microphone and return to your seat.

 

A poster presentation is a bulletin board organized so research data, plans or case studies stand for themselves. It is a technical paper displayed graphically, giving the reader research objectives, experimental methods, materials, results and conclusions. The author(s) provides the discussion. Posters optimize one-to-one communication and provide the opportunity for discussing topics of mutual interest.

 

BEFORE THE CONFERENCE

Access the conference Speaker Portal:

  • Confirm your participation
  • Upload professional headshot
  • Add professional biography
  • Sign electronic Creative Commons form or Complete the AWWA Creative Commons Form by the deadline indicated on your acceptance notification.
  • Register for the conference
  • Please bring a PDF copy of your poster to load into Presentation Management for proceedings.

AWWA utilizes a system called Presentation Management. You will receive an email with access information to upload your poster for proceedings approximately 30 days prior to ACE.

 

TECHNICAL DETAILS

Title banner – A title banner should be 4-foot-long and high enough to contain the title of the poster, author(s) and employer(s).

  • All Poster Boards are approximately 4 ft high by 8 ft (96 inches) wide, covered in cloth which can be either blue/gray or brown in color, depending on what is available at the convention center or hotel.
  • Poster Units- Each piece of paper, graph, photograph, etc., on the poster board is defined as a poster unit. Your audience must be able to see your material from a distance of 6 ft.
  • The following rules govern design of Poster Units:
    • The minimum size unit should be 8 1/2 x 11 in. Larger sizes may be used, but consistency is encouraged.
    • Lettering should be a minimum of 0.4 in. Please print; do not use cursive.
    • Graphs and figures should be drawn with a minimum width of 1 mm.
    • Use photos that are 4 x 6 in. or larger.

 

POSTER CONTENT

To aid the reader, a clearly and concisely stated objective section is necessary. This can be followed by an experimental section. The results should be the major portion of the poster with the conclusions, stated briefly following the results.

ORGANIZATION

A poster should be able to extract the essence of your work by viewing the poster during the period when it is unattended. This goal may be achieved by the use of one or more of the following:

  • Organize the poster units in an orderly fashion for a logical flow top to bottom or left to right.
  • Number the units in the order you want them viewed or use connecting lines to guide the reader.
  • Block and subtitle the parts of your poster as you would a paper.
  • Lay out your poster before coming to the conference and have it critiqued by a colleague.
  • Have handouts, supplementary texts or abstracts available.

 

PRESENTER CONTACT INFORMATION

  • As a moderator, we recommend that you reach out to each presenter prior to the conference to see if they have any questions and/or needs prior to arriving on-site.
  • Moderators can download agendas and presenter information (contact information and bios) through the Speaker Portal by selecting the Moderator Report.

 

CHECKING-IN AT THE CONFERENCE

When you arrive at the conference site, please go directly to the Presenter Ready/Local Host Room to check-in. The knowledgeable staff can provide you with the following services:

  • On-Site registration
  • Moderator ribbon
  • Presenters will check in with you 30 minutes before their presentation.
  • Directions to your session and/or other events you would like to attend.
  • ALL Presenters Must Check-In

 

BEFORE SESSION STARTS

  • Arrive at your session room at least 30 minutes before the start of the session.
  • A room monitor (look for ribbon on badge) will be assigned to the session to assist you (see Monitor Responsibilities) and will bring you the session materials.
  • Presenters will check in with you 30 minutes before their presentation.
  • Instruct the presenters where to sit at the head table, if one is available or in the front row.
  • Encourage attendees to sit in the front of the room or fill in the seating.
  • Read the session announcements.

 

DURING THE SESSION

  • Start the session on time. Do not change the order of the presentation or the times. If a cancellation or no show occurs, promote discussion, or as a last resort, declare a break.
  • Introduce yourself and committee affiliation.
  • Introduce each presenter before their presentation using the presenter biographies provided.
  • Presentations are 22-25 minutes long with 5-8 minutes for Q&A.
  • Repeat any questions asked by attendees, so all attendees can hear the question.

 

AFTER THE SESSION

  • At the end of the session, the room monitor will collect the materials from you and will return them to AWWA Staff.

 

IMPORTANT INFORMATION

AWWA utilizes a system called Presentation Management. You will receive an email with access information to access the sessions you are moderating approximately 30 days prior to ACE.  In the system, you will be able to view your presenter’s presentations and be able to contract them through the system.

AWWA will provide laptops, slide advances and laser pointers for all sessions.

If your session has specific requirements (e.g. room set, audio visual needs, etc.), please contact AWWA Staff 60 days prior to ACE.  We will review your request and get back with you.

 

When you arrive at the ACE conference site, please go directly to the Presenter Ready/Local Host Room. The Presenter Ready/Local Host Room provides conference participants with the following services:

  • Volunteer Check-In (Mandatory for all volunteers)
  • On-Site registration
  • Room Monitor Ribbons
  • Room Monitor session bags
  • Knowledgeable staff who will answer questions and assist you in any way they can

 

How to submit your presentation and/or manuscript for proceedings

Any materials ((e.g. Manuscripts, Presentations, Extended Abstract, etc.) uploaded into Presentation Management at ACE will be made available by AWWA in the conference proceedings. Access to the proceedings will be made through a URL link that will be emailed out to all attendees.

For your materials to be included, all authors MUST sign the Creative Commons Form.

Proceeding Guidelines

Presentations must be submitted in PowerPoint, Word or PDF format

Please note: Having speaker notes in your PowerPoint and leaving your presentation in “speak” mode will cause speaker notes to appear in the conference proceedings. We recommend you provide AWWA with a PDF file of your work specifically for the conference proceedings

You will be sent a link to the ACE Presenter Management website about 30 days before ACE. Once you’ve been sent the link:

  1. Log-in to the Presentation Management website by entering your email address.
    (The first time you log-in you will prompted to create a password.)
  2. Find your presentation(s) on the Personal Presentations tab. IMPORTANT: Please make sure you are uploading the correct PowerPoint file to the correct presentation.
  3. Click the “add/remove files” link under the presentation you would like to upload a file to.
  4. After you click the “upload presentation files” link, a pop-up window will open.
  5. Click the “Browse” button to find and select your presentation file(s).
  6. Once you open the file(s), it/they will appear in the list box.
  7. Finally, click the “Upload” button.
  8. Once you have successfully uploaded the file(s), select the “Cancel/Close” button to return to the main screen.
  9. You should receive a confirmation email alerting you that your file(s) have uploaded successfully.
  10. Repeat the upload process for each presentation for which you are speaking.

 

HOW TO SUBMIT YOUR WORKSHOP MATERIALS

To be GREEN and Sustainable, AWWA does not provide printed workshop notebooks.

30 days before ACE, Workshop Coordinators will receive an email from AWWA with access to your workshop folder to upload all the materials you would like provided to attendees. Workshop materials are due 3 weeks prior to ACE. At that time, AWWA will prepare the notebooks and email them out to all attendees.

If you have any problems or questions, please email Education Services.