General Information for Presenters

Welcome to CAEYC’s 2012 Annual Conference & Expo.  We are honored to have you as part of our conference.  Below is information that will help make your workshop and your experience in San Diego as productive as possible. 

Workshop Time and Meeting Room Assignments:  All workshops have been scheduled.  Information for presenters on their day, time, and meeting room is now available.  All workshops are 90 minutes in length.  You will find this information by clicking on this link for the Online Conference Planner. 

Please be sure to review your presentation’s time slot and room assignment.  Meeting rooms are subject to change without notice, so be sure to check back prior to conference.  You will also find information on the meeting room’s capacity, which will be helpful to know if you are bringing handouts.

Preparing for Your Workshop:  There is a one-half hour break scheduled after each workshop with the exception of Leadership Day (Thursday).  Please allow approximately 10 minutes for the previous workshop’s conferees to exit before going into your meeting room and setting up.  This will allow you 20 minutes to prepare.

Room Set-Ups:  Meeting rooms are set up at the beginning of the conference for use throughout the three days.  As a result of fire regulations, meeting rooms can not be rearranged.  Moving tables and borrowing equipment from other meeting rooms is not permitted.  In the event you move chairs around, they MUST be put back into place prior to the next workshop.

Each meeting room will include a head table and two-six foot display tables near the rear of the room.  These tables can be used for handouts and display material.  Each meeting room that seats more than 75 people will have a wired table microphone.  Presenters who wish to use wireless or handheld microphones will need to rent it from CAEYC’s AV vendor.

Audio Visual Equipment:  Please do not remove or rearrange the AV equipment in your meeting room or borrow AV equipment from another meeting room.  Equipment wires and cords will be taped in place to comply with safety codes and insurance standards.

Presenter Audio Visual:  Upon submitting your workshop for consideration, we asked you to provide us with the audio visual equipment you would require to conduct this workshop.  You could have selected from one of the following items:

All other audio visual needs can be rented from CAEYC’s AV vendor at your own expense.  Please note that CAEYC does not provide LCD projectors or laptops.  In the event you need additional equipment, please use the AV Rental Form.

Sound for PowerPoint Presentations:  In the event your presentation requires sound, please contact CAEYC’s AV vendor.

Handouts:  You may begin emailing your handouts to Deidre Bryant at deidreb@caeyc.org.  Handouts should be in PDF format and no larger than 2mb.  There is space for three (3) handouts per workshop.  Attendees will be encouraged to print the handouts prior to the conference.  In the event you do not wish to have your handouts available online, you are responsible for covering the cost of printing.  You are encouraged to make photocopies in advance of your arrival.  The best way to determine how many handouts to bring is to base it on the capacity of the meeting room in which you are presenting.

Policy on Hanging Material on Walls:  Presenters may affix posters, flip chart pages, or other materials to meeting room walls when using Blue Painter’s Tape ONLY.  Presenters are liable and will be billed for any damage resulting from their use of masking tape, push pins, thumbtacks, etc.  You must bring your own Blue Painter’s Tape.

When Your Workshop Ends:  Promptly remove your material so that the next presenter can set up and start on time.

Promotion of Materials/Non-Commercial Presentations:  CAEYC workshops are learning experiences and are to remain free of commercial influence.  In the event the presenter has a vested interest in a product/service, the presenter should state their connection at the beginning of the presentation.  A financial supporter may be referenced verbally one time and included in one slide at the end of the workshop.  Marketing materials may be available in the room for participants to pick up at their discretion.  Sales of products/materials are to be conducted in the exhibit hall and only within contracted booth space.  For information on exhibiting, contact Beth Bettencourt at bethb@caeyc.org or 916-486-7750.

Registration and Travel Arrangements:  All presenters need to register for the conference and make their own travel and hotel arrangements – for hotel reservation information click here.
Primary presenters receive a discounted registration fee.  You can print the registration form here.

Location of Conference Events:  Conference workshops will be held at the Town and Country Resort & Conference Center.  Exhibits will take place in the Grand Exhibit Hall. For a listing of participating exhibitors, click here.

Conference Program:  The final program will be available for pick-up onsite.  Please note that the program will NOT be mailed prior to the conference.

Honorarium and Expenses:  As a non-profit educational association, CAEYC does not pay an honorarium for workshop presentations.  Presenters must also cover their own travel and printing expenses.  CAEYC does not print workshop handouts for distribution.

Cancellation:  If you must cancel your presentation, please email Deidre Bryant at deidreb@caeyc.org. Remember to provide the workshop title along with the presenter’s name.  Cancellations are accepted from the Primary Presenter only.  Please note it is your responsibility to cancel your registration and all travel arrangements including your hotel.

Questions?  If you have questions that are not answered on this website, please email Deidre Bryant at deidreb@caeyc.org.

Thank you again and have a wonderful conference experience.

 

950 Glenn Drive, Suite 150, Folsom, CA 95630 | 916.486.7750 | 916.486.7765 Fax | info@caeyc.org | Return to CAEYC's Main Website.

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