For Presenters

We are delighted that you will be joining us as a presenter for the 2023 CUPA-HR Annual Conference and Expo. The annual conference provides valuable learning experiences for hundreds of higher ed HR professionals each year, and that wouldn’t be possible without people like you who share their experiences and expertise!

IMPORTANT DATES TO REMEMBER

  • Presenter Registration Deadline — July 17
  • Session and Speaker Changes Deadline — July 17
  • Hotel Reservation Deadline — August 31
  • Audiovisual Requests Due — September 6
  • Session Materials Due for Upload — September 13

POWERPOINT TEMPLATE

Presentation templates are provided by CUPA-HR. The title slide and final slide templates are required for all presentations. Download the template.   

REGISTRATION AND EXPENSES

Do I need to register for the conference?

Yes, all presenters, panelists and facilitators are required to register online in advance of the conference. Higher ed presenters must register and pay their conference fee by July 17 to avoid potential session cancellation.

Corporate presenters with exhibiting companies should register through the corporate partner portal. For registration assistance, contact [email protected] or call Event Producers at 425-420-1680. 

Corporate presenters with non-exhibiting companies should register here. For registration assistance, contact [email protected] or call Event Producers at 425-420-1680.

What is the registration fee for presenters?

All higher ed concurrent session presenters will receive a discounted registration rate of $550.

Corporate presenters may register one of two ways:

  • Purchase an exhibit booth. Exhibiting presenters can either use one of their complimentary exhibit booth badges or purchase an additional full registration for $750 through their exhibitor management account.
  • Register as a non-exhibiting presenter. If a corporate presenter is not exhibiting, they may register for the conference at a cost of $750.

For more information on fee policies, visit the conference registration page.

Is the registration fee transferable to non-presenters?

No, registration fee discounts are not transferable to non-presenters.

Can I invite a colleague to attend my presentation?

All attendees must be registered for the conference in order to attend any session.

Can I add additional presenters?

Presenter additions or changes require CUPA-HR approval. No changes will be accepted after July 17. 

Will any other conference-related presenter expenses be covered by CUPA-HR?

Other than the registration fee discount described above, CUPA-HR does not provide assistance with any other conference-related presenter expenses.

PREPARATION

Is there a template I need to use for preparing my presentation?

Presentation templates are be provided by CUPA-HR. The title slide and final slide templates are required for all presentations. Download the template. 

How long should my presentation be?

Presenters will be assigned a 60-minute time slot for their session. When preparing your presentation, be mindful that presentations should allow 10-15 minutes for questions and answers at the end of the session. If your session is sponsored, please be aware that a representative from the sponsoring organization will begin your session with a quick introduction.

When does my completed presentation need to be submitted?

PowerPoint presentation and session materials should be uploaded into the conference app via the speaker portal by September 13. An access link will be provided to speakers closer to conference date.

What if I have updates to my presentation after the upload deadline?

We understand that information can change at the last minute. To ensure that attendees are able to access the most up-to-date copy of your presentation, be sure to re-upload your presentation in the conference app via the speaker portal if you need to make any last-minute changes. If you need assistance, email [email protected].

Will the conference have rooms designated where I can practice my presentation?

Yes, the conference will feature one speaker ready room at the conference hotel. This room will be equipped with full standard AV setup. The room is available in 30-minute increments during conference hours. In order to accommodate practice sessions for all presenters, we ask that you limit your practice time to no more than 60 minutes.

If my session is eligible for CEUs, where do the attendees get the CEU form?

CUPA-HR will submit the entire conference program to the HR Certification Institute and the Society for Human Resource Management for pre-approval. CEU forms will be available on the conference app on Tuesday, October 3 and will also be included in a post-conference email to attendees.

Who do I contact if I have a general question about my CUPA-HR presentation?

Email CUPA-HR at [email protected].

Does CUPA-HR use a Twitter hashtag for the conference?

Yes. The Twitter hashtag for the CUPA-HR Annual Conference is #cupahr23. You can use this hashtag when tweeting about your conference session.

AUDIOVISUAL

If I need to, can I load my presentation onto a CUPA-HR-provided laptop?

No. CUPA-HR does not provide laptops for presenters. You must bring your own laptop, with the presentation fully loaded. We suggest you bring a back-up copy of the presentation on one or two USB devices, in the event something malfunctions with your laptop.

Will I have internet access in my concurrent session room?

All session rooms will have Wi-Fi connectivity. If you are using the connection to incorporate video or other high bandwidth activities, we advise you to test it before you begin your presentation to ensure your presentation runs smoothly. 

Can I use multimedia in my presentation?

Multimedia may be used in your presentation, but we do recommend that you verify on site that it works smoothly on your equipment. Be mindful of restrictions or licensing required for use of music or video, as CUPA-HR will not cover the cost of licensing.

What AV can I expect when I arrive in my presentation room?
  • One projection unit with screen that is compatible with the size of the room
  • Standard cables to connect a PC to the projection unit (presenters using Apple products and tablet devices are advised to bring their own adapter cables to connect to the projector)
  • One remote control for the projection unit
  • One podium
  • One wireless handheld microphone
  • Two wireless lavalier microphones

Additional requests must be made to CUPA-HR by September 6 via email to [email protected]. 

Will CUPA-HR arrange for flipcharts in the presentation room?

Yes, but only if requested in advance. If you did not include a request in your proposal, please e-mail [email protected] by September 6 with your request.

Will there be someone around to assist me in case of any problems?

Yes, CUPA-HR will have association and AV staff on site to visit your session room prior to your session.