Conference on Heritage/Community Languages

Second International

professional development \ conferences \ 2014 conference

Guidelines for Presenters

For Panel and Paper Sessions

If you submitted a panel, the moderator of the panel will keep time and divide the 90 minutes between the number of papers in each panel, factoring in time for questions. We will have time cards – “5 minutes”/”2 minutes” etc – in each room for the time-keeper to use.

If you submitted a paper, you will be grouped with other papers on a similar theme. We have appointed a chair for each group and the chair will keep time. All sessions except Session 3 last for 90 minutes and contain 3 papers. In this case, please allow 20 minutes for presentation and 10 minutes for Q&A. Session 3 lasts for 105 minutes and each group consists of 4 papers. In this case, please allow for 20 minutes for presentations and 6 minutes for Q&A.

Each room will have a computer with speakers and a screen. You will have access to wifi, but connectivity is not reliable everywhere in the building and it is unsecured. You can send your presentation before the conference to Arturo Diaz ( by March 5th. Or you can load your presentation onto the computer in the relevant room during breakfast or lunchtime on the day of your presentation (i.e., before your session starts so that loading your presentation does not delay the panel). Don’t forget to bring your PowerPoint presentation on a USB flash drive.

If you plan to distribute handouts, please bring approximately 25 copies with you.

For Poster Sessions

  • The proposed format is more like a “round table” discussion or conversation than a traditional poster presentation.
  • If you present on Friday, you will have one hour and 30 minutes (12.00 – 1.30 pm.), on Saturday, one hour (12.30 – 1.30). These times coincide with lunch, however these are not sit-down lunches, but box lunches, so attendees will have enough time and flexibility to attend poster sessions.
  • We will provide you with a table and chairs, and access to an outlet.
  • We strongly encourage you to prepare your poster presentation as a PowerPoint (or other multimedia display). You can prepare the PPT as you would for a regular presentation, but keep in mind you will need to be flexible about jumping around among the slides, rewinding, and summarizing as people come and go during your session. Poster Laptop Sample.
  • You will need to provide your own laptop for running the PPT. There will be no projector, you will just talk and click thru the PPT at your table, with people following on your laptop screen, since you will have a small and concentrated group.
  • Please bring handouts of your PPT for your audience, since they may prefer to follow your explanations on the handout rather than the screen.
  • You can bring any additional materials to display on the table or hand out to your audience.
    Poster Handout Sample.
  • If you want to put up a physical “poster,” (in addition to, or instead of the PPT on the laptop), we will provide the double-sided tape that will be needed for taping it to the wall behind your table.
    Poster Sample
  • Here is a link to free poster templates that you can use if you want to create a poster file and then print it out at a shop such as Kinko's. The sample poster uses the first template, 48 X 36. We would like to further point out that you do not need to do anything as fancy as this – you can simply print out documents on your regular 8.5x11 printer paper and glue them to a cardboard background to create a larger poster.
  • Please note the conference staff will not be able to help you set up a physical poster display, or be able to provide you with the materials needed to set it up, other than the double-sided tape.