Helping the international community 

adopt and maintain environmentally sound & sustainable practices

Questions? Please contact Conference Coordinator:



Brenna Lockwood, AEHS Foundation

413.549.5170

brenna@aehsfoundation.org

EAST COAST CONFERENCE PRESENTER INFORMATION



Preliminary Information - subject to change



Virtual Conference Platform

We will be using Conference Direct and Pathable to host our virtual conference. The platform is fully integrated with Zoom and includes a great deal of functionality. The conference platform will open on or around October 5th. There will be submission deadlines prior to that. Stay tuned!



Conference Direct will prepare a tutorial for presenters to navigate the conference platform (Pathable). We will notify you via email when it is available.



Abstracts and Biographies (may be revised through August 28th)

Abstracts and Biographies are listed in the online program. We encourage you to check your abstract and biography and verify that it is up to date and accurate. If there has been a speaker change or you need to update your biography or abstract, you may do so any time prior to August 28th by logging into the abstract submission module



Registration (deadline August 28th)

All presenters may register at the reduced rate of $195 for all five days (Monday - Friday), including workshops. Workshops are free of charge, but pre-registration is required - select during registration. CEUs are optional/additional at $50.00 each and may be selected during registration.  We ask that presenters register by August 28th (presenter registration deadline). Click here for registration.



Length of Presentation (Platform Presenters)

Presentations should be planned for a 20 to 25-minute maximum length, including questions. It is imperative that presenters adhere to the time frame, as the online format requires a 5-minute transition time. Speakers will change on the half hour. Your cooperation is appreciated.



Presentation Format (Platform Presenters)

Presenters may choose between a live, pre-recorded, or hybrid (pre-recorded with live Q&A) presentation format. If pre-recorded, presenters are still required to be present during their scheduled time slot to answer Q&A and interact via the chat feature. Hybrid requires presenters to go live, then share their screen to their recording, then stop sharing their screen for live Q&A. AEHS will contact presenters to determine your selection. All live presentations will be recorded.

Session Monitors will be present throughout each session to assist with Q&A and route any issues to AEHS Staff or tech support.



Best Practices for Presenting/Recording from Home (Platform Presenters)



Maximize your local internet

  • Turn off all other devices in your home or office that have access to the internet (other computers, tablets, smart TV’s, game systems, etc.). Keep your phone connected so that you can contact support should you need to do so during the presentation.
  • Make sure your modem is accessible, i.e., not buried in a closet or too far away
  • Hardwire your computer to your modem, if possible
  • If you cannot hardwire, locate yourself as close to the modem as possible
  • Close all other programs on your computer and turn off notifications

Audio

  • A headset is best
  • Laptop microphone will work (try to eliminate or reduce surrounding noise)
  • Test audio in advance, as this can be one of the most common issues with presenting remotely
Video
  • Position yourself so you are lit from the front and/or above
  • Do not have a window in the background. If it is your only option, close blinds/curtains to minimize backlighting.
  • Dress code is business casual/professional
  • Eliminate sounds and distractions during your presentation time. Consider using an “ON AIR” sign, so family members or roommates know to be quiet
Be prepared
  • Have a backup computer available, if possible
  • Be ready to dial in on your phone
  • Keep your laptop plugged in so that you are not relying on battery 
  • Organize your background to be clutter-free. A blank wall is fine. Do a test run to see how you look against your background. (TIP: Do not wear clothing that matches your background color)



Poster Presenter Information



Poster presenters are required to be “at” their posters for the poster sessions from 3:00pm – 6:00pm (Eastern Standard Time) on Tuesday, October 20th and Wednesday, October 21st. 



Attendees will be able to interact with poster presenters via the chat feature.

Attendees/Presenters may set up one-to-one meetings via the conference platform, to allow for further discussion, if desired.

Poster presenters will have the following features available on their poster page: