Speaker Due Dates

By January 28

Email your speaker photo

If you haven’t submitted a photo to the Guild before or need to update it, email it to programs@LearningGuild.com. Photos must be:
  • In color
  • In TIFF, JPG, or PNG formats
  • A minimum of 4”X6” at 300 DPI
  • Named “Last_First.fileformat” (for example “Kelly_David.jpg”)
For tips on choosing a great speaker photo, check out this TWIST blog post.

By January 28

Review session description and speaker bio

Your session description and speaker bio are based off the content from your proposal. However, they may have been edited to align with Guild standards. You’ll want to review each when they’re posted to the conference website and make sure they’re still accurate. If you have any minor edits*, send them to programs@LearningGuild.com.
  • Copy and paste the text from the website to a Word document
  • Use the “track changes” option when editing or indicate your edits with bold red text.
*NOTE: It’s not acceptable to change your session’s focus or objectives (add additional or make significant changes). At this point your session has been publicly promoted.

By February 10

Morning Buzz topics due

Morning Buzz sessions are informal group discussions that run Wednesday – Friday, 7:30a – 8:15a. If you are interested in facilitating one, ensure your proposed topic is submitted by this date. Note, these are to be topics not session titles.

By February 10

Confirm your Audio/Visual needs

All concurrent and stage sessions use the following standard setup unless otherwise requested. If this setup works for your session, there’s nothing more you need to do for this task.

  • Concurrent and stage sessions will have the following:
    • Theater style seating with a head table to present from
    • One (1) HD LCD projector with a HDMI connection and 1920×1080 resolution
    • One (1) Projection screen 16:9 Aspect Ratio
    • Wireless Internet connectivity
    • Speakers for your laptop
    • One (1) flipchart
    • One (1) microphone (if the size of the room warrants a microphone)
  • *NOTE: If you have special requests for your session, it is your responsibility to contact Mary Alexander by this deadline to determine if they can be accommodated. Also, contact Mary if:
    • the device you’re presenting from only has a VGA output connection
    • you will be connecting an iPad to the projector
    • You will be connecting more than one device to the projector
  • Pre-conference Workshop rooms have the standard set up as well as the following:
    • Seating configuration based on your feedback
    • A head table to present from
    • One (1) HD LCD projector with a HDMI connection and 1920×1080 resolution
    • One (1) Projection screen 16:9 Aspect Ratio
    • Wireless Internet connectivity
    • Speakers for your laptop
    • One (1) flipchart
    • One (1) microphone (if the size of the room warrants a microphone)

By Februrary 24

Co-presenters MUST HAVE REGISTERED AND PAID for the event

  • The first co-presenter listed in the submission form receives a discounted registration rate and is responsible for registering and paying for their registration by the above deadline.
  • To register as a co-presenter, follow the instructions listed on the Speaker Registration Information page.
  • Co-presenters not registered by this date risk losing their speaking status.
  • Additional co-presenters, beyond the first, must register at the full-conference rate, but are able to take advantage of any discounts that may apply.

*NOTE: The primary presenter for each session (the first person listed in the submission form) receives a free registration and is automatically registered for the main event.

By March 16

WORKSHOP PRESENTERS ONLY: Pre-conference attendee draft email due

This email, sent by the Guild to all your workshop attendees, is your opportunity to make a first connection and provide the important information participants will want to know before they arrive. If you choose to create a personalized attendee email, please send it to programs@LearningGuild.com by March 16.

When writing your attendee email:

  • Keep it short—We’ve noticed the more direct and to the point workshop emails are, the more they’re read and the better their instructions are followed.
  • Set expectations—Make it clear what hardware, software, and/or tools they need to bring and share links to resource files if you have them.
  • Aim for simplicity—Keep your instructions as streamlined as possible.
  • Remove or reduce pre-work—Unfortunately, we find that pre-work isn’t always completed by attendees. It’s often better to design workshops without pre-work and/or just include recommendations instead of required activities or reading.
  • Ask them to be early—reminding them to arrive early can ensure your workshop can start on time.
  • Include your contact information—Be sure to let them know how to contact you if they have questions leading up to the event.

If you choose not to provide a personalized email, The Guild will send a general email on your behalf with your contact info should attendees have questions.

*NOTE: Participants who register for your workshop just before the conference or on-site will not have received this email, so you will also want to share this same information at the start of the day.

By March 16

WORKSHOP PRESENTERS ONLY: Pre-conference workshop materials due

  • Any workshop materials you wish the Guild to print for participants MUST be received by this date in order to make our print deadline.
  • Please email these materials in Word, PPT, and/or PDF format to programs@LearningGuild.com.
  • For additional information about session materials click here.
  • Materials for pre-conference workshops will NOT be posted on the event resource page.
  • This is the final submission date. If we do not receive your materials by this date, YOU are responsible for making copies of your materials and for any related costs, including, but not limited to, copy and shipping costs.

By March 25

Deadline for special room rate at event hotel

  • Speakers are responsible for making their own hotel reservations.
  • Rooms at the conference hotel are available at a discounted rate (click here for hotel reservation information).
  • We recommend booking as early as possible as our hotel block routinely sells out.

By March 29

Concurrent & Stage session materials due

Session slide decks and/or resources can do a lot to help deepen the attendee experience. They’re also something attendees regularly reach out to us for during and after the event. While it’s not mandatory to submit session materials, we highly encourage it.

  • All materials you wish to have available during the conference must be sent by email to programs@LearningGuild.com by this date.
  • For information about session material requirements, click here.
  • Please submit only finalized files. If you are not able to meet the deadline or if you do not plan to provide electronic materials to attendees, please contact programs@LearningGuild.com by or before this date.
  • We will make every effort to process materials received after the deadline prior to the event, but are unable to guarantee it. Any materials not processed prior to the event will be posted the week following the event.
  • All materials for sessions will be posted on the event resource page. Presentation files will also be available through the mobile app.

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