Conference Speaker & Panelist Instructions

Agenda

1. Review the CASQA 2023 Conference Agenda (updated 8-23-2023 PDF) to determine the date, session, track, and time slot in which you are presenting.

• Any changes after the file date are not reflected in the file.
• Due to the printing deadline, the printed version of the Conference Program provided to attendees upon check-in, does not include changes made in the last few weeks before the conference begins.
• Supporting Speakers (technical presentations): Supporting speakers of technical presentations are not listed in the Conference Program agenda (only the primary speakers), however supporting speakers will be listed in the mobile app for this year’s conference when it becomes available.

2. Also view the list of ALL speakers and panelists by track and session (updated 8-25-2023 v2 xlsx)

• Includes supporting speakers for technical presentations.
• Any changes after the file date are not yet reflected in the file.

Speaker and Panelist Changes

IMPORTANT: As stated in the abstract submittal instructions, following abstract selection notifications, substitution of speakers and panelists is not allowed without advance approval by CASQA. Speakers and panelists must first inform the CASQA Events Manager in the event they must withdraw from the agenda, who will then follow up with an approval of a substitution or the removal of the presentation, panel, or training workshop.

Meeting Room Set-Up

• Attendees – all theater seating
• Front stage with a podium and a table with chairs for panelists
• One or two screens in the front of the room
• CASQA Production Team set-up in the back of the room

Audio Visual Features

• Windows laptop on the podium with:
  • Presentation remote (clicker)
  • Wi-Fi connectivity
  • Microsoft Office
  • Internet Explorer
  • Google Chrome
  • Wired for sound
  • PowerPoint Presenter View viewable on the laptop screen so presenters will be able to see their notes and slides
• Projector (16:9 widescreen digital projection) and screen
• (1) podium microphone with adjustable gooseneck
• Panel microphones (panelists may need to share microphones)
• (1) wireless microphone for Q&A
• Sound amplification of all microphones and computer audio
• (1) A/V technician per room

Please adhere to the following when creating your PowerPoint presentation:

• Presentations are required to be in PowerPoint .PPTX and formatted in 16:9 (widescreen aspect ratio).
  • If needed, go here for instructions to change the size of your slides. Note: The instructions may not work if you have customized ribbons or are using an older browser or software.
  • PDF or Prezi presentations are not accepted
• There is no maximum file size, but ideally you should optimize your presentation – Instructions to reduce your PowerPoint file size
• Include your contact information (optional)
• Avoid red or faint text colors
• Keep text at size 24pt and above; sans-serif fonts work best
• We prefer that no custom fonts are used, but if used, please embed any custom fonts (embed all characters) – Instructions to embed fonts (video)
• Compress images and remove cropped areas – Instructions to reduce image file size
• Do not use an image as a slide background unless it lends itself to text readability
• Embed any videos in the PowerPoint, but when submitting, also provide the video separately with the same file name
• Do not assume that the audience will know all stormwater jargon. Define acronyms or arcane terms in your presentation
• Note: PowerPoint Presenter View will be viewable on the laptop screen of the laptop on the podium in the meeting room, so presenters will be able to see their notes and slides

In keeping with the CASQA policy on the use of our logo, it is prohibited for presenters to state or infer, including by the use of CASQA’s name, logos, or otherwise in their presentation, any endorsement by CASQA. This policy shall not preclude including factual statements, such as “Member of the California Stormwater Quality Association” or “CASQA 2023 Conference”.

Optional: Presenters may download this template for use as a title slide for their PowerPoint presentations – 2023 PowerPoint Presentation Title Slide Template

1. Review the CASQA 2023 Conference Agenda provided above under ‘Technical Program Agenda and Presentation Time Slot’ to determine the date, session #, track, and time slot in which you are presenting.
2. Save your presentation with this file name format (see AM and PM examples below):  Date of Presentation_Session Number_Shortened Track Name_Presentation Start Time_Last Name

Presentation Start Time (or session start time if for a panel or training workshop): Use the 24-hour clock – e.g., 0900 for 9:00 AM and 1630 for 4:30 PM

Shortened Track Names: Use as shown in bold here:

• BMP (BMP Effectiveness)
• Climate (Climate Change, Resiliency, and Sustainability)
• CGP (Construction General Permit)
• Equity (Equity and Environmental Justice)
• Funding
• IGP (Industrial General Permit)
• Beyond (Looking Beyond California)
• Modeling (Modeling and Data Tools)
• Monitoring (Monitoring and Special Studies)
• Municipal (Municipal Programs)
• Outreach (Outreach, Engagement, and Education)
• POC (Pollutants of Concern)
• Regulatory (Regulatory and Legislation)
• Capture (Stormwater Capture, Use, Green Infrastructure, and Nature-Based Solutions)

Example File Names

• AM Time Slot (0900 for 9:00 AM): 9-12-2023_05_Outreach_0900_Ridge
• PM Time Slot (1630 for 4:30 PM): 9-12-2023_10_IGP_1630_Chen

Technical Program speakers may either bring their PowerPoint presentation to the conference or upload it in advance.

Option 1: Advance Submittal (not required)

This option is for those who prefer to submit their presentation before the conference begins. Presentations submitted in advance will be pre-loaded into the CASQA-provided laptop in the assigned meeting room before your arrival.

Deadline for advance submittal: Friday, Sep 8, 2023

Steps to Upload:

1. Upload only the final version of your presentation; do not upload draft versions!
2. Before uploading, be sure your file is named correctly per the file naming instructions above, and that the file type is .PPTX and formatted in 16:9 widescreen aspect ratio.
3. If you embedded a video into your PowerPoint, please also upload the video separately with the same file name.
4. CLICK TO UPLOAD TO BOX
   • You will not receive an upload confirmation email. Upon successfully uploading your file you will see the following confirmation message: “Success! Your file has been submitted.”

Option 2: Conference Onsite Submittal (2 options)

Note: Regardless if you have done an advance submittal we suggest you bring your final presentation on a flash drive as back-up.

Be sure your file is named correctly per the file naming instructions above, and that the file type is .PPTX and formatted in 16:9 widescreen aspect ratio.

1. Submit the Day Before the Presentation
See CASQA Events Manager Amy Porter, at the CASQA Conference Services desk who will upload your presentation (final version only) from your flash drive. It will then be pre-loaded into the CASQA-provided laptop in the assigned meeting room.

OR

2. Submit the Day of the Presentation
If the presentation has not been pre-loaded or has been updated, bring your presentation on a flash drive to your assigned meeting room well in advance of your session. To maintain the program schedule and for courtesy to the audience and fellow speakers this must be done no later than the break before your session is scheduled to begin.

1. Upload it only to the CASQA-provided laptop at the podium:
   1. Do not use your own laptop.
   2. Do not unplug the CASQA-provided laptop to connect your own.
2. Use a flash drive to drag and drop, or copy and paste, the PowerPoint presentation into the folder icon on the meeting room laptop. There will be only one folder icon on the laptop.
3. It is required to copy the original file (not a shortcut) of the presentation to the folder icon on the meeting room laptop in order to be captured.
4. If you have any questions, please ask the CASQA Production Team technician at the back of the meeting room or Amy Porter at the CASQA Conference Services Desk.

Arrive Early to the Assigned Meeting Room

1. Arrive at your designated meeting room no later than the break before the session is scheduled to begin. All speakers and panelists must be present and ready to go before their session starts, even if their presentation time is later in the session.
2. Introduce yourself to the CASQA Production Team technician in the back of the meeting room. They will assist and guide you as needed throughout the session.
3. Introduce yourself to the session moderator and provide the pronunciation of your name.

Time Management

1. If a speaker for a session is a no-show, the next presentation will not be moved up into the empty time slot. Each presentation must be given at the assigned time in the agenda.
2. Technical presentations, panels, and training workshops must fill the given time slot to avoid dead time in the agenda.
3. For technical presentations, questions will be taken during the 5-minute Q&A period after the 20-minute presentation.
4. The session moderator will cue the presenter by holding up a yellow “5 minutes” card when there are 5 minutes remaining before their 5-minute Q&A start time (technical presentations) or when there are 5 minutes remaining in the session (panels and training workshops), and a red “1 minute” card when there is 1 minute left. Please begin wrapping up at that time.

PowerPoint Presentation

1. If not already submitted, follow the instructions under the above section: PowerPoint Presentation Submittal > Option 2 > Submit the Day of the Presentation.
2. Presenters will operate and advance their PowerPoint from the CASQA-provided computer on the podium.
3. In the event that there is a problem the CASQA Production Team technician in the back of the meeting room will assist.

Session Start

1. At the start of the session, and before presenters start speaking, the session moderator will introduce the track, session, speakers, and panelists to include:
   1. Presentation title (or panel or training workshop title)
   2. Speaker/panelist name, organization, and job title. Note: In order to maximize educational content provided in the time slot, no bios will be used or read by either the moderator or presenters.
2. The session moderator will state that technical presentation questions will be taken during the 5-minute Q&A period after the 20-minute presentation.