Step 1:   An acknowledgment of the receipt of the proposals should be sent from the Conference Chair, indicating the timeline for acceptance/rejection of proposals. 

Step 2:  Calculate how many presentations can be given, taking into account the number of breakout rooms available, the number of time periods, and the number of required sessions.

Step 3:  The program committee selects quality presentations and assigns times.

Step 4:  The program committee or conference chair mails or e-mail letters of acceptance/non-acceptance simultaneously. (Some tentative acceptance sessions should be held in case some “accepted” presenters are unable to attend.) Acceptance letters or e-mails should include:

• Date and time of the program.
• Length of time presenter has to confirm their participation and audio-visual arrangements.
• Length of time presenter is to speak (i.e. reconfirm the expectations of the type of presentation the person will be giving). 
• A presenter's confirmation form.   Presenters sign and return to the program committee.   They must confirm their ability to participate, final AV needs and a complete list of co-presenters.  This form should have a place for their signatures with the statement:  "By signing below you affirm:  The above information is correct. I will register in a timely manner, pay the appropriate registration fee, and give my presentation at the 200__ Region _ Conference.  Presentation handouts will be supplied to the Exec Office to be posted on their website.  I understand that attendees' evaluations of my presentation will be shared the the Program Committee.  
• If possible, the time and date the presenter is scheduled to present. 
• Presentation Acceptance Form Sample

Codes for Presentations, Audio-Visual and Subject Tracks Used in the On-line Call for Presentations

Keynote Speakers

If it is determined that a keynote speaker will help address the topics of the conference and add to the quality of the conference, please follow the Keynote Speaker Guidelines.

As NACADA has grown, it has begun to attract the attention of more commercial entities who are seeing the business value of reaching NACADA members. NACADA has provided a means for commercial entities to reach the participants at conferences through exhibit options and attendant "Exhibitor presentations" whereby exhibitors may demonstrate or explain their products to a group of participants at one time. Yet, some persons representing commercial entities are submitting presentation proposals through the regular channels, being accepted, and then touting their products to unknowing conference participants who have paid to attend these sessions that they presumed were free from commercials. These situations have initiated a policy regarding such proposals.

• A statement regarding "commercial products" is to be added to the Call for Proposals. For example: "Commercial products are not to be promoted in NACADA sessions."
• All proposals NOT from representatives of higher education institutions be compiled and reviewed separately by the National Program Committee (or regional program committee).
• All proposals obviously focusing on a commercial product be rejected and encouraged to become an exhibitor.
• All remaining proposals be carefully examined and the presenter contacted concerning the exact nature of the proposal and then required to sign an agreement NOT to promote any products during the presentation.
• Presenter confirmation forms contain this policy and ask for signature for acceptance.
• All presenters identified on their evaluations as having promoted their commercial item be banned from future presentations and this penalty be explicit in the acceptance letter.
• All presenters/companies not qualifying to present under the above regulations be encouraged to exhibit and provide an Exhibitor Presentation.

This policy is not intended to prevent product USERS from referring to specific commercial products nor prevent the conduct of “user” roundtable discussions regarding specific products.