Presenter Information

The AIR Forum is the premier conference for education professionals working in institutional research, assessment, planning, and related postsecondary education fields.

This annual conference provides valuable learning experiences via speaker sessions, panel presentations, discussion groups, and a poster gallery. More than 2,000 attendees gather to learn, connect, and share at this 3-day education conclave.

Important Dates to Remember

September 2017

  • Call For Proposals Open

October 2017

  • Call For Proposals Closed

January 2018

  • Session Decisions Finalized
  • Proposal Authors Notified

February 6, 2018

  • Registration Opens

March 23, 2018

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

May 3, 2018

  • Deadline for special hotel rates

May 29 - June 1

  • 2018 AIR Forum, Rosen Shingle Creek, Orlando, FL

Preparation FAQs

A: Yes. All presenters must register for the Forum and purchase a 2018-2019 AIR membership. Attending the AIR Forum is an exclusive benefit for AIR members holding a 2018-2019 membership. An option to purchase membership is the first step of the registration process.
A: We encourage presenters to use the AIR PPT 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. 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 will not support streaming data (including Skype and FaceTime). Higher speed connections are sometimes available for presenters willing to purchase the bandwidth upgrade. For more information, contact a Forum team member at forum@airweb.org.
A: Concurrent sessions with supporting papers uploaded to the AIR Forum website by March 23, 2018 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. High quality drafts are accepted, and authors retain all rights to the paper.
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 last minute changes necessary. We will notify you if your session is impacted.
A: All registered attendees will receive access to MyForum, an online scheduling tool that contains information about all educational content presented at the Forum. Presenters are encouraged to upload a copy of the presentation PowerPoint, lecture notes, and any collateral materials for attendees. The web-based program allows attendees to build their Forum schedule, search for specific sessions, sign up to facilitate a session, and download presentation materials.
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 if 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) when they have five minutes left, make sure the session ends on time, and record the number of attendees in the room.

Presenting at the Forum

Session Setup and Audiovisual Support

Speaker Sessions / 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. Most AV support is PC compliant. If you are using a Mac product, please bring an adapter.

For each speaker and panel session AIR will provide:

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


Discussion Groups

This format is designed to encourage conversation and provide a forum for the exchange of ideas among participants. Discussions should be guided by 3-5 questions will be facilitated by the discussion leader. Discussion Groups are scheduled in rooms that accommodate seating for up to 40 participants in a semi-circle. Discussion leaders may request a flip chart and markers to record ideas. Please note that no audio/visual support, Internet access, or electrical outlets are provided or available for discussion groups.

Session Recordings

AIR may select sessions for recording for future online distribution through the Digital Pass. During the proposal process, presenters are prompted to provide or decline permission to record the session. You will receive more information if your session is selected for recording.


Session Evaluations

Evaluations provide attendees with the opportunity to rate a variety of session elements, including: effective time allocation, whether content matched the session description, presentation content in general, promoting of specific products or providers, and more. When preparing your materials, please be aware of these rating categories as evaluation scores may be considered when making future programming selections. All session evaluations will be completed via the MyForum Web app or Mobile app. Your results will be shared with you after the conference.

Poster Presentations

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.

Posters are located in the Exhibit Hall (Sebastian J/K) and open for viewing on Wednesday, May 30 and Thursday, May 31. Presenters must be available during their assigned 45- minute presentation period.

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.

Add Multimedia* Content Via QR Code:

Poster 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.
  • Elements that are well documented by video, including interactive demos, PowerPoint presentations, and multimedia animations.

* AIR will upload these videos or audio files to a dedicated Vimeo channel.

Information available via the QR code is considered bonus material not essential for understanding the visual display.

*a QR code is a square bar code that takes a viewer to specific content via the internet when scanned with a bar code reader (e.g., an app on a smartphone or tablet).