Presenter Information & Resources

The AIR Forum is the premier conference for higher 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 4-day education conclave.

Important Dates to Remember

February 2019

  • Registration Opens

March 22, 2019

  • Deadline for presenters to confirm their intent to present and to register for the Forum in order to be listed in the program book.
  • Deadline to upload Scholarly Paper for icon in program book.

May 6, 2019

  • Deadline for special hotel rates.
  • Deadline to upload Scholarly Paper and be highlighted in the Forum App.

May 28 – 31

  • 2019 AIR Forum, Colorado Convention Center, Denver, CO

Preparation FAQs

A: No. While all presenters must be registered to present at the Forum, AIR membership is not required (either current or future). Members, however, do receive a significant discount on the Forum registration fee.
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 HDMI or 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 22, 2019 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 the Forum App, an online scheduling tool that contains information about all educational content presented at the Forum. Presenters are encouraged to upload a copy of their PowerPoint presentation, 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.
A: Presenting at the 2019 AIR Forum is a big deal. We encourage you to promote your session(s) via your social media networks. Learn more.

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 HDMI or 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 HDMI or 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 an opportunity for the exchange of ideas among participants. Discussions should be guided by 3-5 questions that 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 Forum App (web or mobile). Your evaluation 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 (Four Seasons Ballroom) and are open for viewing during the lunch break on Wednesday, May 29 and Thursday, May 30. Presenters must be available during their assigned 60-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:

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

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).

Promote Your Session at the Forum

Presenting at the 2019 AIR Forum is a big deal. We encourage you to promote your session(s) via your social media networks.

Social Media Tips

  • Include the hashtag #AIRForum2019 in all conference posts. This will allow the largest number of people to see your messages.
  • Include the hashtag #AIRForum2019 on presentation slides so attendees can participate in the online discussion.
  • Mention the hashtag at the beginning of your session and encourage attendees to live tweet their thoughts using the hashtag.
  • Provide your Twitter handle so attendees can connect after the session. Check Twitter after your session for additional questions and discussions.
  • Tweet one hour before your session starts to remind people to attend.
  • Make your slides available to attendees by uploading them to the presenter portal, and then tweet when they are accessible

Sample Tweets

  • Excited to present at #AIRForum2019! Don’t miss my session on (topic) at (time and location).
  • Don’t miss my #AIRForum2019 session on (topic) at (time and location).
  • Happening today! Don’t miss my session on (topic) at (time and location). #AIRForum2019

AIR Social Media Links

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