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Presenters Guidelines

By submitting a proposal to present at MCN 2019, you consent to these terms and conditions for participating in the Conference if your proposal is accepted by the Program Committee.

Once accepted, all requests to change a proposal must be submitted through the Program Change Request Form. Email requests will not be accepted. Changes to speakers, session formats, and other elements are still subject to these Terms and Conditions. 
 

PRESENTER TERMS & CONDITIONS

Each session organizer and co-presenter (including invited speaker or panelist) must agree to:
 

  • Confirm that you will present at MCN 2019, by Friday, June 21, 2019. An individual can only participate as a presenter, co-presenter, or panelist on three (3) distinct sessions in the program. Therefore, an individual cannot be listed as a participant in more than three proposals in any session type.
  • 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.
  • Use the Program Change Request Form to request a change in a scheduled session no later than Friday, September 6, 2019. 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 (you may not present remotely).
  • Register for the conference and pay the registration fee by Friday, August 30, 2019 or your name will be removed from the program. Registration opens on June 28, 2019.
  • Grant permission to be video or audio recorded and assign to MCN permission to distribute the recording at its discretion, unless you explicitly opt-out during the proposal process or through our Program Change Request Form.
  • Submit final presentation materials & AV/IT requirements to MCN by Friday, November 1, 2019.
  • Abide by MCN's Friendly Space Policy.

MCN belongs to you: join or renew your MCN membership HERE or when you register (Registration opens June 28, 2019).
 

SESSION SPECIFIC TERMS & CONDITIONS

Each session organizer and co-presenter (including invited speaker or panelist) must agree to:
 

Ignite sessions

You agree to attend both an afternoon rehearsal and the Ignite opening night reception on Tuesday, November 5, 2019. In addition, you agree to participate in the “MCN Ignite Academy” and attend four 1-hour virtual video conference calls over the summer to develop and refine your talk.
 

Plenary Panels

As a Plenary Panel organizer, you’re expected to have prior experience leading and moderating interactive group sessions and recognize the need for advance preparation. Diversity among panelists is important to the success of the session. Your proposal should demonstrate how your panelists will offer different voices and multiple perspectives. When confirming your panelists, they must also recognize the need for advance preparation.
 

Deep Dives

Deep Dive organizers and co-presenter(s) should have prior experience leading and moderating interactive group sessions and recognize the need for advance preparation.
 

Field Trips

Field Trip organizers should have prior experience leading and moderating interactive group sessions and recognize the need for advance preparation. They will work with the program committee to draft, review, and finalize the itinerary for the day. 
 

Workshops

Once your proposal for a workshop is accepted, you will be expected to deliver it in person. Because MCN charges an additional fee 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, 2019, you may cancel your workshop at no charge.
  • After July 1, 2019, 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.

PRESENTER DISCOUNT

Accepted Workshop or Deep Dive or Plenary Panel proposals will be given a $150 discount to be credited against the organizer’s registration fees. The discount will be split among your co-presenters, if any. 
 

REGISTRATION CANCELLATION & REFUNDS POLICY

You may cancel your MCN conference registration as follows:

  • 100% refund until September 30, 2019 - less a $25.00 administrative fee.
  • 50% refund from October 1-31, 2019 - less a $25.00 administrative fee.
  • No cancellation after November 1, 2019.

MCN will issue a full refund in the event a Workshop or Tour or Field Trip is canceled.
You may assign your registration to someone else by notifying MCN at conference@mcn.edu no later than Friday, October 18, 2019.

 

AUDIO-VISUAL REQUIREMENTS

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.
  • A limited number of HDMI adapters will be made available to presenters on a first come, first served basis. to VGA Adapter).
  • 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, Google Slides, Keynote or PDF format no later than Friday, November 1, 2019 by email at conference@mcn.edu (if your presentation is too large for email, please send via wetransfer.com). Note that the preferences and dates for slide deck presentation uploads may change, in which case you will be notified before the conference.
  • If you use Twitter, please add your Twitter handle + any specific hashtag you'd like to use in addition to #MCN2019 (plus a hash-dash to be assigned several weeks before the conference) to the footer of each page of your presentation, so that the audience can tweet about the session and identify you by your handle without wondering what your handle is.
  • Mention the track(s) your session has been assigned to.
  • 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

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.

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.
 

SESSION LEADER EXPECTATIONS

Leading 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.

One Month prior to the Conference

  • Verify how the session presenters  would like to be introduced (bios), and cover format, social media plans, and 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.
At MCN
  • 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.
  • 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.
  • If the session is held under the Chatham House Rule, the Session Leader is responsible for reminding attendees to refrain from recording, live tweeting, or otherwise sharing and identifying information with others outside of the session.
  • 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, and social engagement. 
Social Media

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