Organizer Information
Session Organizers
Session organizers will be responsible for: recruiting session speakers and ensuring their participation; facilitating prompt abstract submission from all session speakers; moderating or designating a moderator for the proposed session; and coordinating any special materials or handouts.
NOTE: The conference Organizing Committee will not provide for the printing of session handouts. Digital copies may be posted to the conference website.
All session organizers and presenters are expected to register for the conference and pay the applicable fee to attend.
Important Dates for Session Organizers
| February 14, 2018 | Session Proposal Submission Deadline |
| March 19, 2018 | Proposal Status Notifications Delivered |
| March 26, 2018 | Call for Abstracts Distributed |
| June 4, 2018 | Abstract Submission Deadline |
| June 13, 2018 | Final Session Agenda Grid (order of presentations) Submission Deadline |
Pre-Conference Workshop Organizers
Workshop organizers will be responsible for: inviting speakers and ensuring their participation; facilitating prompt abstract submission from interested workshop presenters; ensuring submission of other preliminary texts; structuring/leading the discussion session; and coordinating any special materials or handouts.
NOTE: The conference Organizing Committee will not provide for the printing of workshop handouts. Digital copies may be posted to the conference website.
All workshop organizers and presenters are expected to register for the conference and pay the applicable fee to attend.
Important Dates for Workshop Organizers
| February 14, 2018 | Workshop Proposal Submission Deadline |
| March 19, 2018 | Proposal Status Notifications Delivered |
| June 4, 2018 | Deadline for workshop presenters to submit optional abstracts |
| July 11, 2018 | Deadline for submission of finalized Workshop Description and Agenda for publication on conference website. Final Workshop Agenda to include confirmed full speaker names, talk titles (if applicable), and order of presentations. CLICK HERE to view an example of a complete Workshop Description and Agenda. |
| October 12, 2018 | Workshop organizer to email Conference Coordinator Kristin Zupancic detailed workshop set-up and audiovisual requests. You will be contacted prior to the conference to re-confirm final arrangements. |
| January 11, 2019 | Workshop organizer to email Conference Coordinator Kristin Zupancic final Workshop Summary as an MS Word document. CLICK HERE to view an example of a Workshop Summary. |
Town Hall Organizers
Town Hall organizers will be responsible for: recruiting a reporter/recorder for the Town Hall meeting; managing any discussion leader communications; moderating the Town Hall; and coordinating any special materials or handouts.
NOTE: The conference Organizing Committee will not provide for the printing of Town Hall handouts. Digital copies may be posted to the conference website.
All Town Hall organizers and participants are expected to register for the conference and pay the applicable fee to attend.
Important Dates for Town Hall Organizers
| February 14, 2018 | Town Hall Proposal Submission Deadline |
| March 19, 2018 | Proposal Status Notifications Delivered |
| July 11, 2018 | Deadline for submission of finalized Town Hall Description for publication on conference website. CLICK HERE to view an example of a Town Hall Description. |
| January 11, 2019 | Town Hall organizer to email Conference Coordinator Kristin Zupancic final Town Hall Report as an MS Word document. CLICK HERE to view an example of a Town Hall Report. |
Session Set-up Information
AV Equipment Available to Organized Sessions and Workshops:
- One Lavalier (Lapel) Microphone
- One Handheld Microphone
- One Podium Microphone
- Presentation PC Laptop
- Tabletop Microphones (by request only)
- LCD Projector
- Screen
- Confidence Monitor at Podium
- Wireless Presentation Remote/Mouse
- Flip Charts (by request only)
Room Arrangement Available to Organized Sessions:
- Theatre style (all chairs facing speaker), with the front row classroom style
Room Arrangements Available to Workshops:
- Theatre style: All chairs facing speaker, with the front row classroom style
- Classroom style: Tables with 2-3 chairs each, facing speaker
- Rounds: Used for round table discussion
- Half-Rounds: Chairs facing speaker, set around half of each round table
- Conference style: Board room set-up
- NOTE to Workshop Organizers: Remember to email Conference Coordinator Kristin Zupancic a detailed workshop room arrangement and audiovisual equipment request by October 12, 2018.
Room Arrangements and AV Equipment Available to Town Halls:
- Due to time constraints, room arrangements and AV equipment will remain static set from sessions prior to Town Hall meetings.
- Town Hall organizers will need to be prepared to manage the equipment in their assigned meeting rooms. Depending on the timing of the meeting, audiovisual technicians may not be provided for Town Halls.
Contact Kristin Zupancic at kzupancic@ufl.edu or 352-294-3582 with any questions and to confirm your arrangements.
