Presenter Information

We are delighted that you will be joining us as a presenter for the 2016 AIR Forum in New Orleans. The annual conference provides valuable learning experiences for more than 1,900 higher education professionals working in institutional research, assessment, planning and related postsecondary education fields.

Important Dates to Remember

February 5

  • Registration Opens

March

  • MyForum opens for presentation and scholarly paper uploads

March 25

  • Deadline for presenters to register and be listed in the program book
  • Deadline to upload Scholarly Paper for icon in program book

May 6

  • Deadline for special hotel rates

May 6

  • Deadline to upload Scholarly Papers and be highlighted on the MyForum web tool that participants use to build their schedules AND in Forum communications

May 31 - June 3

  • 2016 AIR Forum, Hyatt Regency New Orleans, New Orleans, LA

Preparation FAQs

A: No, you may use your own template, but please set your aspect ratio to “Widescreen (16:9)" in PowerPoint for best viewing on our screens.
A: No, you must bring your own laptop with the presentation fully loaded. Please see below for the AV and Session Set up provided. We suggest you bring a back-up copy of the presentation on one or two USB devices in the event something malfunctions with your laptop.
A: All session rooms will have WiFi connectivity, but if you are using the connection to incorporate video or other high bandwidth activities, we advise that you order and pay for higher levels of connectivity to ensure your presentation runs smoothly. Order forms may be requested by emailing forum@airweb.org.
A: Scholarly papers are valuable resources for Forum attendees. Concurrent sessions with supporting papers uploaded to the AIR Forum website by March 25, 2016 will receive special designations in the Forum program book and in the online schedule. Scholarly papers must include research questions, methodologies, literature reviews, and findings and be formatted as PDF or Word documents.
A: AIR strives to schedule volunteer facilitators for each session. Facilitators are asked to complete the following tasks to help ensure a seamless session for both presenters and participants:
  • Arrive at the room 10 minutes before the session start time and introduce themselves to the presenter(s).
  • Alert an AIR staff member of any issues such audio/visual difficulties or the presenter(s) are not present.
  • At the scheduled start time, announce the session, remind participants of evaluations, and make any announcements.
  • Signal the presenter(s) with five minutes left, and make sure the session ends on time, and record the number of attendees.
A: All presenters will receive their scheduled day, time, and room for their presentation about two weeks prior to the conference. Cancellations or other schedule adjustments may make it necessary to make last minute changes. We will notify you if your session is impacted.
A: All presenters must register for the Forum and purchase a 2016-2017 AIR membership. Attending the AIR Forum (our annual conference) is an exclusive benefit for AIR members holding a 2016-2017 membership. Not a member? No problem. An option to purchase a new membership is the first step of the registration process.
A: All registered attendees will receive access to MyForum, an online scheduling tool that contains information about all of the more than 300 Forum educational presentations, posters, and discussion groups, plus workshops, and networking events. The web-based program will help you build your Forum schedule with user-friendly tools to search for specific sessions, sign-up to facilitate a session, and even download presentation materials as they become available.

Presenting at the Forum

Session Setup and Audiovisual Support

Concurrent Sessions and Panel Sessions

Presenters are responsible for providing their own laptop computers and any adaptors necessary to connect to the VGA projector cable provided. International visitors should bring adapters for U.S. electrical outlets.

AIR will provide:

  • Projector, screen, and VGA projection cable
  • One podium with microphone (panels also include head table and up to 3 table microphones)
  • Table for materials


Discussion Groups

This year, discussion group sessions will be scheduled in individual meeting rooms with seating to accommodate up to 40 participants.

  • A flip chart and markers are available upon request.
  • No audio/visual support, Internet access, or electrical outlets are provided.


Session Evaluations

All concurrent session evaluations will be completed via the MyForum Web app or Mobile apps. Your results will be sent to you a few weeks after the conference. Evaluations ask attendees to rate a variety of things including: effective time allocation, content matching description, presentation content, presenters promoting specific products or providers and more. Please be cognizant of these rating categories as you prepare your materials as evaluation scores may be considered when making future programming selections.

Session Recordings

AIR may select sessions for recording for future online distribution. When you submitted your proposal you were asked to give or decline permission to record your session. You will receive more information if your session is selected for recording.

Presentation Tips

Poster Presentations

Display Information

Each poster is displayed on an area approximately 4’x4’ (half of a 4’ x 8’ board). Pushpins are provided to secure the posters to the display board. Use thin/lightweight poster paper or cardboard since heavy materials may be difficult to attach to the display board. Presenters are encouraged to prepare a brief handout for distribution during the scheduled poster presentation and question and answer time. Audio/visual support, internet access, and electrical outlets are not provided or available. Posters are encouraged to include a QR code to allow for additional documents or recorded content.

Presenters are responsible for the setup and breakdown of their poster displays. Posters that are not removed by the designated breakdown time will be taken down by AIR staff and will be available for pick up at the Registration Desk. Posters not claimed by the close of the Forum at noon on Friday, June 3, will be discarded. Please do not leave your poster case or any other valuables in the Exhibit Hall.

Poster sessions are located in the Exhibit Hall and open for viewing on Wednesday, June 1 and Thursday, June 2. Presenters must be available during their assigned 60 minute presentation period.

Poster Presentation Timeline


Tuesday, May 30

4:00 PM – 8:00 PM
Setup

Wednesday, June 1

7:00 AM – 9:00 AM
Setup

9:30 AM – 5:30 PM
Open Gallery Hours

11:45 AM – 12:45 PM
Poster Presentations

Thursday, June 2

8:30 AM – 2:30 PM
Open Gallery Hours

11:45 AM – 12:45 PM
Poster Presentations

3:00 PM – 5:00 PM
Poster Breakdown