Preparing for Your TAC Conference Session
Information for Presenters & Moderators
Key Dates and Deadlines
Mid-June
Phase 2 notifications issued
June 26
Technical session presenters must be registered for the conference to be included in the program
July 21
Technical session draft paper revisions due
Late July
Technical session presenter schedule announced
Visit the Key Dates page for important dates and deadlines leading up to the conference.
Types of Conference Sessions
These describe the typical roll-out for a 90-minute session of each type.
Presentation Sessions
Include multiple 25-minute slots for individual presentations.
- Start at the scheduled time
-
5-minute moderator welcome/housekeeping
/overview - 25-minute1 presentations (includes speaker introductions, presentations, and audience questions)
-
5-minute moderator
wrap-up and closing remarks
Panel Discussions
The format will vary depending on the organizers’ wishes. They may involve short panelist presentations, a facilitated discussion among panelists, and/or audience questions.
- Start at the scheduled time
-
5-minute moderator welcome/housekeeping
/overview - 10 to 20-minute presentations (includes panelist introductions, presentations, brief questions)2
- 20 to 50-minute moderated discussion (moderator typically prepares questions in advance)2
-
5-minute moderator
wrap-up and closing remarks
Workshops
The organizers decide on the format; usually, the presenter(s) are invited, and breakout discussions and/or group exercises are held.
- Start at the scheduled time
-
5-minute moderator welcome/housekeeping
/overview - Presentation(s) followed by full group and/or break-out discussions, depending on format
-
5-minute moderator
wrap-up and closing remarks
- The time for audience questions will depend on the time taken by presentations
(e.g., a 15-minute presentation leaves 10 minutes for questions; a 20-minute presentation leaves 5 minutes for questions). - Examples only; the moderator will provide specific directions.
Session Roles
Presenters and moderators are asked to arrive at least 20 minutes (volunteers 30 minutes) before the official start time to:
- Introduce themselves to each other and welcome attendees
- Familiarize themselves with the room set-up and technology (see below under Presenting at the Conference
- Confirm that pre-loaded slide decks are functioning on the laptop in the session room
Presenter
Someone presenting in a session, participating in a panel discussion, or workshop who:
- prepares, saves, and provides their final presentation materials to TAC (see list below)
- presents at the conference in person
- respects the presentation time allotment
- responds to/participates in Q&A/discussion from audience/moderator
- ensures their presenter profile in the Conference App is complete
Moderator
- provides a welcome, housekeeping, and introduction to the session and each presenter
- acknowledges and thanks any session sponsor
- helps presenters stay on time
- facilitates the Q&A/exchanges during a panel discussion
- ensures all Q&A is captured using a microphone
- ensures any audience questions posed in a different language are read out in the language of the session (English or French) using Wordly*
- ensures that workshop break-out discussions begin and end on time
- provides summary observations, closing remarks and thanks all participants
Volunteer
An employee of a conference host organization who:
- welcomes session participants and attendees
- helps the moderator begin and end the session on time
- provides general support in all aspects of a session
- takes session attendance
- ensures all Q&A is captured using a microphone
- records the number of audience members at the session
*Wordly platform provides real-time French and English voice and text interpretation.
Final Presentation Materials (due September 26)
Final presentation materials MUST be submitted via TAC’s submission portal
View the Guidelines for Presenters & Authors: Preparing Slide Decks & Papers
1. Slide Deck
- Save the deck as a PowerPoint presentation (.pptx). (DO NOT submit as a PDF file)
- Submit the final slide deck using TAC’s file naming convention: Session code_presenter last name+first initial_presentation title_version#.pptx
– Final slide decks are pre-loaded on the conference laptops in session rooms and cannot be replaced after September 26. Last‑minute changes to slide decks at the conference will not be possible.
– To find your session code, refer to your acceptance email or visit the online conference program (available in late July). Use the search bar to search your name and/or session title.
– Bring a backup copy of your final slide deck to your session on a USB memory stick. Your backup file will ONLY be used if the slide deck submitted to TAC by September 26 and pre‑loaded on the conference laptop in session room fails to run.
2. Paper
(for authors who have a paper accepted for publication)
- Save paper as a PDF file (.pdf)
- Submit the final paper using TAC’s file naming convention: Session code_Presenter last name+first initial_paper title_version#.pdf
NOTE:
– Papers are published on TAC’s website after the conference.
3. Sample/seed questions
- Save 2-3 sample questions as a Word (.docx) file for the moderator’s consideration.
- Submit sample questions using TAC’s file naming convention: Session code_Presenter last name+first initial_sample-questions.docx
– Sample questions are only for presentation sessions and are provided to the moderator.
Preparing Your Presentation
- Present the material as it was proposed in your submission.
- Ensure your ideas are organized logically, and your main points are clear.
- Effective presentations typically have about one slide per minute, with one main idea per slide.
- Rehearse your presentation; if it runs longer than the time allowed, eliminate the least essential material and rehearse again. (NB: Inexperienced presenters usually take longer than planned.)
- Use the microphone and speak toward the audience, projecting your voice as if you are talking in a mid-sized conference room.
- Be considerate of other presenters and the audience by staying within your allotted time. A floor monitor in front of the podium will give speakers a short advance warning and a final “time’s up” notification.
On-site Information
All individuals involved in conference sessions MUST register for the conference by June 26. You will not appear in the online conference program until you register, and you may be removed from the program if you are not registered by this date. Learn more about registration details and fees.
To pick up your badge, visit the registration desk on Level 2 in room 2000. Desk hours will be posted in the Conference App.
If you are accepted and invited to present at the conference, your scheduled session date and time will be given in your acceptance email in mid-June. View the Technical Program Sessions Schedule (PDF) for a list of sessions and schedule.
TAC will arrange for simultaneous interpretation (French→English and English→French) in all session rooms. The Wordly platform will provide real-time French and English voice and text interpretation of presentations via phone/tablet/laptop. Session attendees must bring their own earbuds or headsets to use Wordly’s live audio feature.
Presenters who want to present in French should have indicated their presenting language via their abstract submission or notified TAC.
Session rooms will be set up as follows:
- Podium with microphone*
- Screen, projector and laptop
- Presentation remote clicker (slide advancer)
- Floor monitor to view your slides in “Presenter view”
- Timer (to keep presenters on time)
- Audience floor microphone for questions
- Head table for panelists with tabletop microphones* (panel discussions only)
- Round tables and flipcharts for break-out discussions (workshops only)
* Presenters MUST remain at the podium or the head table when presenting to capture their voice from the microphone(s).
Presentations must run from the laptop provided in the session room. Slides, presentations, and questions are recorded in presentation sessions and panel discussions (workshops are not recorded).
A dedicated lounge/ready room for presenters and moderators will be available during the conference, enabling them to meet prior to their session. It will offer light refreshments, and a computer and printer will be available for last-minute printing of notes. The lounge/ready room is on Level 2 in room 205. Hours will be posted in the Conference App.
Presenters will have a profile in the Conference App starting in early September. They can add or update their profiles, including their bio and photo. Slide handouts or other materials can be uploaded to their profiles. You MUST register to have access to your profile.
Presenter withdrawals should be requested in writing to cghazal@tac-atc.ca.
Check out the FAQ page for presenters before, during or after the conference if you have any questions about your submission.
