Information for Concurrent & On-Demand Session Presenters

September 04, 2020

NOW that your presentation has been accepted:

Presenters are responsible for submitting their slide decks and registering for the conference at the appropriate rate. Key dates, relevant links and more to help you prepare for the conference are below.

 

2020 Key Dates

  • September 17 - Deadline to confirm if there is a multimedia component to your presentation (sound, video, demonstration of a program or software, etc)
  • September 21 - Deadline for on-demand presenters to confirm webcast or podcast
  • NOON on September 29 *EXTENDED*Deadline to send complete presentation slides for all presentations
  • September 28 at 12 PM OR September 30 at 12:30 PM - AFHTO Virtual Conference Platform Training
  •  October 1 - Last date for Early Bird registration rates
  • October 2 - Deadline to submit on-demand presentations
  • October 2 - Deadline for on-demand presenters to confirm intention to participate in interactive opportunity
  •  October 8 & 9 - AFHTO 2020 Virtual Conference

Registration Discount

All presenters must register and pay the applicable conference fee. For each approved concurrent session, up to 2 presenters will be granted a $20 discount off the conference registration fee. 

  • The e-mail with your presenter discount code was sent to your presentation’s contact person on September 4th. 

Submitting your slides & Presentation

  • ALL presentations: Complete presentation slides must be submitted to AFHTO by September 24th, 2020
  • On-demand presentations ONLY: Your complete webcast/podcast must be submitted to your presentation portal by October 2, 2020

Conflict of Interest (COI) Declaration: This year, the AFHTO 2020 Conference will not require presenters to submit COI declaration forms or slides. AFHTO encourages a declaration of conflict of interest at the beginning of your presentation for the sake of transparency to your audience. 

A/V Requirements

Please confirm with us by September 17, 2020 if there is a multimedia component to your presentation (sound, video, demonstration of a program or software, etc.).

At the Conference (for On-Demand Presentations Only)

We opened an optional opportunity for on-demand presenters to interact with conference attendees for 30 minutes. This window of opportunity will occur on the day that the theme of your presentation is released (see below for timing)

Taking into account that there will be a limited number of attendees who may have viewed your presentation prior to this optional interactivity session- if you or your presenters intend to partake, please e-mail conference@afhto.ca to let us know your intention to participate, as well as the names of participating presenters, by October 2nd, 2020.

Day 1 Themes 2, 3 and 4
Posters and on-demand interactive opportunity
 4: 00 – 4: 30   p.m.
Day 2 Themes 1 and 5
Posters and on-demand interactive opportunity
12:00 – 12:30 p.m.

 

At the Conference (for live presentations only)

A program host will be assigned to each concurrent session. When you arrive, your host will greet you and assist you with troubleshooting prior to your virtual presentation. During your presentation, your host will provide time remaining warnings to you to help keep you on schedule and let you know when your time is up. At the end, they will act as a “moderator,” helping you to keep track of audience questions. If you have any questions or concerns please contact us at conference@afhto.ca.

Relevant links for Presenters and Coordinators

All links below are based on last year’s conference materials.

  • Guidelines on preparing for your live concurrent session - TBA
  • Guidelines on preparing for your on-demand session - TBA

Terms and Conditions

  • All confirmed presentations are required to follow the above instructions and submit requirements by the outlined key dates

Responsibilities of the Contact Person
It is the responsibility of the contact person to:

  • Provide the discount code to eligible presenters before they register for the conference 
  • Provide up-to-date relevant information about the presentation in a timely manner e.g. if there are any special requests or if there is any change in presenters
  • Ensure all presenters have the latest information about the conference as provided by AFHTO, including date and time of the presentation
  • Communicate any questions and concerns between themselves, their presenters and AFHTO by e-mailing conference@afhto.ca