Presenter Guidelines & Policies
By submitting a proposal to present at MCN 2016, you consent to these terms and conditions for participating in the Conference if your proposal is accepted by the Program Committee.
PRESENTER TERMS & CONDITIONS
Each presenter and panel member must agree to:
- Confirm that they will present at MCN 2016, by Friday, June 20, 2016.
- Let MCN schedule your session at a day and time it sees fit. MCN further reserves the right to change the schedule as it sees fit.
- Submit any request for change in a scheduled session no later than Friday Sept 9, 2016. Requests for scheduled sessions is at MCN’s discretion and cannot be guaranteed.
- Attend the conference in person to present the paper in the live session (no remote presentation).
- Register for the conference and pay the registration fee by Friday October 7, 2016 or your name will be removed from the program. Early Bird registration opens July 1, 2016.
- Grant permission to be video or audio recorded and assign to MCN permission to distribute the recording at its discretion.
- Submit final presentation materials & AV/IT requirements to MCN by October 28, 2016.
- Abide by MCN's Friendly Space Policy
You agree to attend both an afternoon rehearsal and the Ignite opening night reception on Tuesday, November 1, 2016.
Once your proposal for a workshop is accepted, MCN expects you to deliver it in person. Because MCN charges an additional fee (on top of conference registration) for workshops, you agree to the following:
- Once your proposal for a workshop is accepted, MCN will expect you to deliver it in person.
- Before July 1, 2016, you may cancel your workshop at no charge.
- After July 1, 2016, should you be unable to deliver your scheduled workshop, you will be expected to find a suitable replacement at no cost to MCN, and with MCN’s approval.
- Each presenter will be issued a $50 discount on their conference registration fee at the time of registration.
- MCN offers a $125 discount per workshop presented. The discount will be split among workshop presenters and credited against their registration fee at the time of registration.
REGISTRATION CANCELATION & REFUNDS POLICY
- You may cancel your MCN conference registration as follows:
- 100% refund until October 1, 2016 - less a $25.00 administrative fee.
- 50% refund from October 1-30, 2016 - less a $25.00 administrative fee.
- No cancelation after October 30, 2016.
- MCN will issue a full refund in the event a workshop or tour is canceled.
You may assign your registration to someone else by notifying MCN at firstname.lastname@example.org no later than Friday, October 21, 2016.
What you can expect from MCN:
- Breakout session rooms are all equipped with a screen, a projector, a podium and microphones.
- A limited number of HDMI adapters will be made available to presenters on a first come, first served basis.
What MCN expects from you:
- Bring your own laptop computer to show your presentation to the audience. Presenters in shared sessions might find it preferable to coordinate and load all presentations onto a single laptop.
- If you use a Mac, you should bring the appropriate projector adapters (Mini DisplayPort to VGA Adapter). A limited number of HDMI adapters will be made available to presenters on a first come, first served basis.
- All speakers and workshop presenters are expected to submit their final presentation slides in either PowerPoint, Keynote or PDF format no later than Friday, October 28, 2016 by email at email@example.com (if your presentation is too large for email, please send via wetransfer.com) or contact Carolyn Lagermasini at firstname.lastname@example.org for assistance.
- If you intend to show a live demonstration in your presentation, you must make sure to insert it into as a screen recording into your main PowerPoint document so that it can be viewed by those not in attendance.
MCN PRESENTATION ETIQUETTE
All MCN sessions are audio recorded. Therefore, you are expected to:
- Arrive a few minutes before the start of your session so you have time to set up, troubleshoot any last minute tech issues and call on MCN volunteers to assist you, and meet your co-presenters if you have not already done so.
- When presenting, use the microphones in the room, whether you’re sitting down at the speaker table or standing at the podium.
- Speak slowly and clearly. Remember that English may not be everyone’s first language.
- Before you launch into your presentation, introduce yourself, your title and the name of your institution and ask your audience if they can hear you okay so you can make any sound adjustment immediately.
- Presentations have time limits, which will be applied. Presenters should be prepared to keep all presentations within their designated times, or have them cut short.
- Case Studies and 30-Minute Presentations will be supplied with a Session Chair who will help organize and introduce the session.
- During Q&As at the end of the session, remind attendees to come up to the center aisle in the front of the room to ask their questions in the standing microphone. In larger sessions, volunteers may walk around with free microphones. If someone in the audience should ask a question out loud without using a microphone, kindly repeat their question into the microphone so that it is captured by the audio recording.
SESSION CHAIR EXPECTATIONS
Chairing a session at MCN essentially means that you’re responsible for making sure everyone runs on time and that comments and questions are properly facilitated.
Prior to the Conference
- Contact your session presenters via email to introduce yourself, verify how they would like to be introduced (bios), and cover format, social media plans, & other logistics.
- Schedule at least one (virtual) meeting with all of the panelists ahead of the conference to introduce them to each other and to go through the plan and schedule for the panel.
- Ensure speaker needs for the session are arranged and will be met (AV, etc.)
- Help MCN solicit slides from speakers in advance of the session.
- Meet your session presenters in person prior to the session, if possible.
- Arrive early to the session, ensure the room is ready.
- Arrive a few minutes before the start of the session so you have time to set up, troubleshoot any last minute tech issues and call on MCN volunteers to assist you, and meet your presenters if you have not already done so.
- Welcome attendees at the start of the session.
- Alert attendees to any special format for the session, housekeeping, or general announcements e.g is there a preferred Twitter hashtag they should use specific to the session’s topic.
- Announce any related SIG or Exhibitor information.
- Introduce the speakers and briefly note what they will be discussing. This may be extremely brief or include a description of some common thread connecting the presentations together, it's really up to you and your session presenters to work out.
- Monitor the session environment and flow. Ensure everyone is mindful of the recording. If there are any problems, address them swiftly and professionally (e.g. technical issues, etc.)
- Keep time, moderate and facilitate Q&As.
- If using Twitter, it's best to dedicate someone to this task and let the audience know. Live tweeting is fine during the sessions if you can maintain a respectful focus on the session at the same time. Note that some in the audience do not use social media and may consider this behavior to be rude if not noted in advance, so if you plan to tweet, say so at the session start so everyone knows what you are doing. Check with panelists to ensure they are comfortable and in agreement with planned social engagement.
- Monitoring social streams for questions is MORE important that tweeting live coverage. If you can recruit a volunteer in the audience to monitor social streams, that is preferable.
- Close the session with thanks to the panel, availability of any materials or social engagement.