NASW/Texas Conference Presenter FAQ
Jump to: Acceptance | Preparing for Conference
Timeline at a Glance
|Presenter agreement due
||June 3, 2015
|Final confirmation with notification of room capacity and set up (email)
|October 12-16, 2015
|AV request due (to onsite AV company, Freeman)
||October 9, 2015
|Handouts for website due
||October 9, 2015
Thursday - Saturday
November 12-14, 2015
Please add firstname.lastname@example.org and/or the domain @naswtx.org to your safe sender list to ensure you receive all correspondence from NASW/Texas!
When will I find out when my presentation is scheduled?
If accepted, you will be notified of your presentation date and time in your acceptance letter. This information is subject to change and will be confirmed in an email in early October.
What if I cannot present at the date or time assigned?
Please contact Deanna Gabelein, Program & Communications Manager, immediately if you are unable to present at the date or time assigned. If possible, based on conflicts or cancellations, we will try to reschedule you. However, we cannot guarantee another time will be available.
What is the presenter agreement? When and how does it need to be returned?
If accepted the presenter agreement will be included with your acceptance letter. By signing the presenter agreement, you agree to present at the conference, confirm that the information listed on the form is correct for the site program, and agree to abide by conference policies. The presenter agreement form is due to the Chapter Office by June 3, 2015. This is a very important deadline for the printing of our preliminary program. Forms may be returned by mail, fax, or email attachment to Deanna Gabelein, Program & Communications Manager.
Where will the conference be held?
The 2015 Conference will be held at the Galveston Island Convention Center in Galveston, Texas (map).
How do I register for the conference?
You may register online at our registration page, which will open on July 30, 2015. Presenters may register at a discounted rate. Onsite registration will also be available, though it is $50 over the pre-registration rate.
I am only attending to present. Do I have to register for the conference?
If you are only attending the conference to present your session, you do not need to register. However, you must check in at the Non-Registered Presenter line near registration when you arrive. There you will receive your name badge, room assignment and copy of the site program.
You may receive CE for your session. Simply turn in the Attendance Verification Form at the back of your site program; note your session and write "Presenter” on the form.
We ask that non-registered presenters respect that breakout sessions, meals, and networking events are for registered attendees only. We encourage all presenters to register for the conference so you can join us for these wonderful events and learning opportunities.
I am a Student Member and will be presenting. At what rate should I register?
If you are an NASW Member with Student, Transitional, or Retired membership status, or if you are a current student who will be registering as a volunteer, you may register at the rate you qualify for that is least expensive.
May I attend other sessions, receive CE, or attend meal and networking events?
Presenters who register for the conference may attend all the functions open to a regular conference attendee. We ask that non-registered presenters respect that breakout sessions, meals, and networking events are for registered attendees only.
All presenters may receive CE credit for the session they present and registered presenters may receive CE for all sessions they attend; simply turn in the Attendance Verification Form at the back of your site program. Non-registered presenters: Please note your session and write "Presenter” on the form.
Where do I check in when I arrive at the conference?
Please check in at the registration desk when you arrive at conference. Registration can be found in the foyer of the Galveston Island Convention Center (map). If you are preregistered to attend the conference, you will check-in by your last name. If not, please look for the Non-Registered Presenter Check-In table next to the registration booth. If you choose to register onsite, you may do so in the Onsite Registration Line after picking up your materials at the check-in table.
What room will I present in? How will the room be set?
You will be notified in mid-October of the capacity and the set up (theater, classroom or mixed) of your assigned room. NASW/Texas will provide a microphone, podium, screen, and power in all rooms.
What AV will be provided? Will Internet be available in the session room?
NASW/Texas will provide a microphone, podium, screen, and power in all rooms. Presenters are expected to furnish their own laptops and LCD projectors for presentations. Internet access (including WiFi) is not furnished for session rooms. Individuals interested in purchasing dedicated Internet access or renting other AV equipment may do so at their own expense through the hotel's AV company. Contact information for the onsite AV company will be provided soon. Please plan to contact them with any AV needs by October 9, 2015.
How are handouts managed? Are they posted online? How many handouts will I need to bring?
New in 2015, NASW/Texas is requiring that all presenters provide at least a one page resource document to be posted online for attendees by October 9, 2015. This may be an outline of the presentation or a resources list/bibliography. Additional handouts, such as your slides, worksheets, or case studies may also be submitted for online posting. If accepted, you will receive instructions on how to submit your handouts. Handouts will be accepted after October 9, 2015, but we cannot guarantee how quickly they will be posted. Handouts will be posted approximately 3-4 weeks before the conference and will remain posted for one month following the conference.
You are welcome to also bring hard copies to your session, but this is not required. Since attendees do not preregister for individual sessions, it is difficult for us to say exactly how many handouts you’ll need. In October, you will receive an email detailing the number of seats available in your session room, which can help you plan for how many handouts to bring.
What should I bring with me for my presentation?
What you need will depend on what sort of presentation you are conducting. Many presenters choose to bring:
• LCD projector & necessary cords
• Adapters needed for Macs or HDMI jacks to connect to VGA cables.
• Extension cord (just in case!)
• Presentation files on a flash drive
We strongly recommend having any Internet files or web pages saved as documents on your laptop or flash drive. Internet will not be provided in the rooms, and while you may purchase dedicated Internet access through the convention center, the high cost of access is generally prohibitive. Please plan ahead!
What will NASW/Texas provide for my presentation?
NASW/Texas will provide a microphone, podium, screen, and power in all rooms. Water and notepads will be available in or just outside of the room.
As available, a volunteer will be assigned to your session to introduce and assist you. They will have sign in-sheets and session evaluation forms.
Will I be able to see my evaluations?
Yes, once we have reviewed and processed the evaluations you will receive a summary of the responses by email, typically within one week of the conference. At that time, you may request the original evaluations and/or copies of the session sign in sheets. Details and deadlines will be provided at that time.