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Preparing for Your TAC Conference Session

Information for Presenters & Moderators

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Key Dates and Deadlines

January

  • January 27: Call for Presenters applications due

March

  • Late March: Call for Presenters abstract acceptances or rejections issued

April

  • April 28: Call for Presenters draft papers and/or slide decks due

June

  • Mid-June: Call for Presenters submission notifications issued
  • June 25: Early bird rates deadline for:
  • Conference registration
  • Exhibition
  • Presenters must be registered for the conference to be included in the program

July

  • July 14: Technical session draft paper revisions due
  • Late July: Technical session presenter schedule announced

August

  • Mid-August: Technical session authors notified if papers are accepted

September

  • Early September: Technical session presenter and moderator training, and information session
  • September 4: Technical session presenter/author final information due
  • September 23: Technical session final slide decks and papers due

Types of Conference Sessions

Typical session formats are:

Presentation Sessions

  • 5-minute moderator welcome and overview
  • 25-minutes per presentation (includes an introduction, the presentation and a Q&A)
  • 5-minute moderator wrap-up

Lightning Sessions

  • Similar format to presentation sessions, with shorter, focused presentations

Panel Discussions

  • 5-minute moderator welcome and overview
  • 10 to 20-minutes per presentation (includes introductions, presentations, a brief Q&A)
  • 20 to 50-minutes of moderated discussion
  • 5-minute moderator wrap-up

Note: The format may vary depending on the session design.

Workshops

  • 5-minute moderator welcome and overview
  • Presentations and/or interactive activities
  • Group and/or breakout discussions
  • 5-minute moderator wrap-up

Session Roles

Presenters and moderators must arrive 20 minutes before the session start time to:

  • Introduce themselves to each other
  • Review the room setup and technology
  • Confirm that the pre-loaded slide decks are working

Session volunteers must arrive 30 minutes before the session start time.

A Presenter...

presents in a session, or participates in a panel discussion or workshop.

They are responsible for:

  • Preparing and submitting final presentation materials
  • Presenting in person
  • Staying within the allotted time
  • Participating in Q&A or discussion
  • Completing their presenter profile in the Conference App

A Moderator...

is a TAC committee member.

They are responsible for:

  • Opening the session and introducing the presenters
  • Acknowledging sponsors (if applicable)
  • Keeping the session on schedule
  • Facilitating discussion and the Q&A
  • Ensuring microphones are used for all questions
  • Supporting bilingual participation using Wordly*
  • Providing closing remarks and thanking participants

A Volunteer...

is appointed by a conference host organization to help things run smoothly.

They are responsible for:

  • Welcoming session participants and attendees
  • Supporting the moderator and presenters
  • Assisting with session logistics
  • Taking attendance and recording participation

*The Wordly platform provides real-time French and English voice and text interpretation.

Final Presentation Materials

(Due September 23)

Important: Slide decks are pre-loaded on conference laptops and cannot be changed after they are submitted.

Additional notes:

  • Your session code is included in your acceptance email and will be available in the online program starting late July
  • Bring a USB backup copy of your presentation (used only if needed).

Preparing Your Presentation

  • Present content as described in your accepted submission
  • Benefit from “Presenter Mode,” which allows you to view your notes privately on the floor monitor during your presentation
  • Rehearse your presentation to stay within the time limit
  • Use the microphone and speak clearly toward the audience
  • Watch the floor monitor for time warnings

On-site Information

Presenters must register by the early bird deadline of June 25th to be included in the program. Note: refunds will be available until the end of August for any technical session author whose paper is not accepted. Learn more about registration details and fees.

Pick up your badge at the on-site registration desk. Registration hours and locations will be posted in the Conference App.

Your session date and time will be provided in your acceptance email (mid-June). View the Technical Program Sessions Schedule (PDF) for a list of sessions and their schedule.

Each session room includes:

  • Podium with microphone
  • Screen, projector and laptop
  • Slide advancer (remote clicker)
  • Floor monitor (Presenter view)
  • Timer
  • Audience microphone
  • Panel discussion: head table with microphones*
  • Workshops: round tables and flipcharts

Notes for presenters:

  • Presenters MUST remain at the podium or the head table when presenting to ensure their audio is captured.
  • Presentations must be run from the provided laptop only.

Ground Floor – Room 15

A dedicated space is available on-site for presenters and moderators to prepare before sessions. Includes:

  • Light refreshments
  • A computer and printer

Hours will be posted in the Conference App.

You will be prompted to complete your profile in early September. You can:

  • Add your bio and photo
  • Upload presentation materials

 

Note: You must be registered for the conference to access your profile.

To withdraw as a presenter, please contact srazaaq@tac-atc.ca.

Questions?

Visit the Presenter FAQ page for answers to common questions before, during, and after the conference.