Presenter Information

We are delighted that you will be joining us as a presenter for the 2017 AIR Forum in Washington DC. 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 6

  • Registration Opens

March

  • MyForum opens for presentation and scholarly paper uploads

March 24

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

May 8

  • Deadline for special hotel rates

May 8

  • 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 29 - June 2

  • 2017 AIR Forum, Washington Marriott Marquis, Washington DC

Preparation FAQs

A: We encourage presenters to use the AIR Template for the beginning and ending slide in the slide deck. 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. Mac products are not fully supported. If you are using a Mac computer, please bring a compatible VGA adapter.
A: AIR typically provides complimentary basic bandwidth wireless internet access to meeting attendees in the session rooms during the Forum. If you are considering incorporating videos into your presentations, keep in mind that the basic bandwidth is sufficient to allow web browsing, access to the Forum App information and email access. However, it will not support streaming data (including Skype and FaceTime).
A: Scholarly papers are valuable resources for Forum attendees. Concurrent sessions with supporting papers uploaded to the AIR Forum website by March 24, 2017 will receive special designations in the Forum program book and in the online schedule. Scholarly papers must include research questions, methodologies, literature reviews, 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, 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 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: Yes. All presenters must register for the Forum and purchase a 2017-2018 AIR membership. Attending the AIR Forum is an exclusive benefit for AIR members holding a 2017-2018 membership. 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 400 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. Mac products have limited support. If you are using a Mac product, please bring an adapter.

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

Discussion Groups will be scheduled in individual rooms with seating to accommodate up to 40 participants. The aim of a discussion group is to hold a conversation among participants.

  • A flip chart and markers are available upon request.
  • No audio/visual support, Internet access, or electrical outlets are provided or available. Requests for AV will not be honored.

Session Evaluations

All session evaluations will be completed via the MyForum Web app or Mobile app. Your results will be sent to you 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

NEW For 2017

Add Multimedia Content Via QR Code:

This year, poster presenters are encouraged to include an additional display element designed to engage conference attendees in new ways.  Presenters can now add a QR code* (provided by AIR) that links to additional content, such as:

  • A recording of your poster presentation for people to view at times other than your stated presentation time (AIR will upload these videos or audio files to a dedicated Vimeo channel).
  • Elements that are well documented by video, including interactive demos, PowerPoint presentations, and multimedia animations (AIR will upload these videos to a dedicated Vimeo channel).

Please note that information shared via QR code should not include critical information available only through the code. The general rule for poster presentations is that the visual display should be as self-explanatory as possible. Information available via the QR code is considered bonus material not essential for understanding the visual display.

*a QR code is a like a square bar code that when scanned with a bar code reading app on a smartphone or tablet takes the viewer to the content via the internet.

Poster Presentations

This year, poster presentations have their 45-minute time slots (separate from the lunch hour) on Wednesday and Thursday. Even numbered posters present one day and odd numbers present the other day to minimize distractions and assure that viewers can derive the best experience from the presentation.

Display Information

Each poster is displayed on an area approximately 4’x4’ (half of a 4’ x 8’ free-standing poster board). Poster boards and pushpins are provided. Velcro may also be used but is not provided. Use thin/lightweight poster paper or cardboard since heavy materials may be difficult to attach to the display board. Audio/visual support, internet access, materials tables, and electrical outlets are not provided or available.

Presenters are responsible for the setup and breakdown of their poster displays. Please do not leave your poster case or any other valuables in the Exhibit Hall.

Posters are located in the Exhibit Hall (Marquis Ballroom/ML4) and open for viewing on Wednesday, May 31 and Thursday, June 1. Presenters must be available during their assigned 45- minute presentation period.

Poster Presentation Timeline

Tuesday, May 30

4:00 PM – 8:00 PM Setup

Wednesday, May 31

7:00 AM – 8:30 AM Setup

9:30 AM – 5:30 PM Open Gallery Hours

1:00 PM – 1:45 PM Poster Presentations

Thursday, June 1

8:30 AM – 2:30 PM Open Gallery Hours

1:00 PM – 1:45 PM Poster Presentations

2:45 PM – 3:15 PM Poster Breakdown