|SPEAKER READY ROOM - HOURS
|Colorado Convention Center
Meeting Room 212
||1 - 6 p.m.
||7 a.m. - 8 p.m.
||6 a.m. - 6 p.m.
||6:30 a.m. - 6 p.m.
Upload Your Presentation to AVHQ Today!
5:00 p.m., Mountain Time, November 1.
- All Speakers must pay the registration fee to speak and to attend the Annual Meeting. (Speakers do not get free admission to the annual meeting).
Presenters must register for the Annual Meeting and pay the appropriate registration fee. You can register online or complete the paper registration form (PDF) (also available in June GSA Today), and fax it to us. We recommend pre-registration since the registration fee is lower and field trips and other events typically sell out before the opening day of the meeting.
- Sign up for housing/lodging.
If you have not made hotel reservations yet, please do so online or fill out the paper housing form (also available in June GSA Today). Mail or fax it to the HOUSING BUREAU address indicated on the form. Hotel reservations are on a first-come, first-served basis. Saturday night reservations fill fast!
- Check your abstract email acceptance notice for mode of presentation (ORAL or POSTER).
Sometimes authors do not notice until they get on-site that they were accepted for an oral session when they submitted a poster or vice versa. Check your acceptance notice in mid-August!
- Your abstract acceptance notice has the time, length, and location of your presentation.
- Do you need to change the speaker name or cancel the presentation? Your session chair needs to know if there is a change of any kind in the scheduled presentation. Please also notify Nancy Carlson, Technical Program Officer, 303-357-1061, through November 4. After November 4, call the Annual Meeting Office on-site at the Colorado Convention Center, (303) 228-8555.
- Do you need additional A/V equipment or other services not provided by GSA? (e.g. video equipment, phone line, electrical power, etc.)
See the Standard A/V Equipment list and/or the Speaker A/V Equipment Order Form and submit your order online.
- Speaker Ready Room Hours of Operation
Beginning this year, the Speaker Ready Room (SRR) will be open longer to accommodate all speakers in submitting their presentations for the networked computer system that GSA provides. The SRR will be open now on Friday, 1-6 p.m., Saturday, 7 a.m.-8 p.m., Sunday, 6 a.m.-6 p.m. and Monday-Wednesday, 6:30 a.m.-6 p.m.
GSA provides a networked computer system to allow a smoother transition for speakers in making oral presentations. All electronic presentations must be submitted to AVHQ (GSA's official A/V vendor) either in advance of meeting via AVHQ's Web site OR onsite in the SRR. A minimum of 24-hours in advance is preferred, however due to tight travel schedules, it may not be possible for Sunday's speakers to get to the SRR by 8:00 p.m. Saturday evening. In this case, please visit the SRR first thing Sunday morning before giving your presentation. All presentations will be downloaded to a main file server and then uploaded to the specific computer in the technical session room the speaker will be making his/her presentation in. Each speaker making PowerPoint or 35mm slide presentations will advance his or her own presentation from the podium.
- A/V Technology Updates
Speakers must submit their electronic presentations to AVHQ either in advance of the meeting via the AVHQ Web site (www.avhqspeakerservices.com), click "Submit Your Presentation" OR bring their electronic presentation to the Speaker Ready Room on any format (CD Rom, Floppy Disk, Zip Disk, Thumb Drive, Compact Flash Card, SD Card, Multi-Media Card, and Memory Stick) in advance of giving their presentation and preferably 24-hours in advance.
GSA highly recommends that all speakers giving Oral Presentations visit the Speaker Ready Room regardless of their presentation format. The A/V technician needs to know what format you will be making your presentation in (Electronic-MS PowerPoint or Macintosh PowerPoint; 35mm slides; or just overheads), as well as work with those speakers making electronic presentations. GSA will provide ample A/V equipment in the Speaker Ready Room for speakers to practice their presentations and get comfortable with the equipment.
Please note that speakers may NOT use their own laptop computers in technical session rooms. However, we realize that sometimes there are exceptions to this rule that require very specialized and specific software to make presentations. Speakers with these special needs must make further arrangements with Erin Pitner, firstname.lastname@example.org.
Note the change of standard equipment in the technical session rooms, see the Standard A/V Equipment list.
Speakers submitting their presentation to AVHQ's Web site in advance of the meeting, must bring a copy of their presentation to the meeting as back-up. The technicians in the Speaker Ready Room can download presentations from CD-Rom, Floppy Disk, Zip Disk, Thumb Drive, Compact Flash Card, SD Card, Multi-Media Card, and Memory Stick.
AV Equipment List
SESSION CHAIRS MAY NOT order A/V equipment for the technical sessions they chair, SPEAKERS must place their own A/V order directly with GSA.
ORAL PRESENTATION TIPS
Electronic/PowerPoint (PC or Mac)
POSTER PRESENTATION TIPS
Booth Location Chart (PDF)
One (1) Poster Board will be provided, NOT TWO.
A/V QUESTIONS and ORDERS:
P.O. Box 9140
Boulder, CO 80301-9140
Technical Program Officer