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Call for Presentation Proposals
Regions
issue a "Call for Presentations” so members can submit
abstracts of program sessions for you to choose from to build your
program.
NACADA
has an on-line submission system which allows you to designate
"readers" on your committee to receive the proposals that
are submitted through the official Regional Conference Webpages.
When you have the theme and topics determined, we will post that
information on your Regional Conference page, along with a link
to the on-line submission form.
Announcing
the Call for Presentations (and the conference):
- E-mail will be sent from the Exec. Office
to all region members.
- The Monthly NACADA Highlights will announce
your Call.
- You prepare flyers to be distributed
at the National Conference, in the Regional Business Meetings
and/or the NACADA display area. These simple flyers should
include simple what, where, when and how information about the
conference.
Information
to be posted to the web
The
Conference Chair sends the following information by e-mail to the
Executive Office where it is posted to the Regional Conference Web
- Name of Conference
- Dates & tentative schedule (start
time, end time)
- Place
- Host institution
- Theme
- Deadline for the return of the call
for proposals
- Anticipated date of selection and notification
of presenters.
- Greetings from Conference Chair which
introduces theme, list of conference committee (if there is room)
with committee titles, names, institutions, phone and e-mail
- Suggested topics of interest or
concern to the region/profession
- Criteria for selection of paper/presentation
- Eligibility for submission.
Selecting
readers
- You may send an e-mail (via the
Executive Office) to the region to ask for volunteers
- Or, you may ask the Executive
office for a list of region members and ask specific people to
be readers. (Please select from reach state/province in
your region and consider roles and institutional types as well)
- Send a list of readers and their
e-mails to Matteson@ksu.edu and they will be assigned passwords
and sent instructions on the proposal evaluation process.
On-line
Proposal System
NOTE:
The following will be posted on the on-line proposal system itself.
Here is a link to the
proposal system. You will need to check your specific
region to see if any of the program types, or other details should
be changed.
- Requirements of the paper/presentation
(i.e. title, objectives, etc.)
- Specifications and request for abstract
to print in conference program (200 word limit)
- Notification date for accepted/rejected
presentations
- Descriptions of options for presentations
(Panel Discussion, Poster Session, Roundtable Discussion, Workshop,
Preconference workshops, etc. and the anticipated length of each
type of session)
- Include
statement “Due to budgetary considerations, the conference
is unable to offer complimentary registration or lodging for paper
presenters."
- Notice of non-discrimination ("NACADA
does not discriminate on the basis of race, creed, gender, sexual
orientation, national origin, age, disability, or marital status.")
- Commercial presenter policy (see
below)
The
following information will be submitted from the applicants via
the on-line proposal system to the program chair (and/or committee)
with the on-line proposal system in place. The Executive Office
will receive a back up copy of the proposal as well.
- Title of Presentation
- Presenter Information (name, institution,
address, phone/fax/e-mail)
- Names of co-presenters and contact
information for them
- Requested program format
- Audio-Visual requests
- Program track choices
- Presentation proposal
- 135 word abstract
The
on-line submission process generates a "submission received"
e-mail message to the applicant.
Selecting the Presentations
Step
1: Set and communicate the timeline for readers and committee
chairs to finish the evaluations.
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 and method
of confirmation.
- 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 201__ Region _ Conference.
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
Issue of Presenters asking to have the fee waived:
NACADA Regional Conferences are designed for full participation by both presenters and attendees. As we promote quality advising to advisors and administrators, educational, networking and leadership development options are accomplished by providing a variety of sessions and activities. We can keep registration fees low because costs are spread across all participants, as are the benefits of both attending and presenting. For presenters, benefits include a having a vehicle for disseminating knowledge and sharing expertise, representing their institution in a positive way, and gleaning feedback from participants, all of which increase personal growth and development.
Though we understand that from time to time, schedules do not allow for full participation, we still require payment of registration fees and publish up front, both on our call for proposal site (reg 2 sample), and the region registration site (reg 2 sample) , that "due to budgetary considerations, the conference is unable to offer complimentary registration or lodging for presenters."
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.
Commercial Presenter
Policy: Read official policy here
and go to section K.
How
does this affect the Regional Conferences:
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.
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.
Reader and Chair Access E-mail Sent out from Executive Office.
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