For Presenters

We are delighted that you will be joining us as a presenter for the CUPA-HR Spring Conference! Please review the important dates and FAQs below. If you have any questions or concerns, please contact us at [email protected]. 

PRESENTER DEADLINES

  • Presenter Registration — March 3
  • Session and Speaker Changes — March 3
  • Hotel Reservation — March 31
  • Special A/V Requests — April 3
  • Speakers Upload Presentations to Conference App — Beginning April 17

CONFERENCE REGISTRATION

All presenters are required to register for the conference by March 3, 2025. The presenter registration rate is intended for designated presenters only and is not transferable. CUPA-HR does not cover conference-related speaker expenses.

Presenters and co-presenters employed by a higher ed institution should register through the Spring Conference website.

Presenters and co-presenters employed by a company or an organization that is exhibiting in the conference Expo should register through the main Exhibitor Portal. Note: The Exhibitor Portal is for employees of the exhibiting company only. If your company or organization would like to pay the registration fee for a higher ed co-presenter, please email [email protected] or call (877) 287-2474 to speak with a CUPA-HR representative.

Presenters and co-presenters employed by a company or an organization that is not exhibiting in the conference Expo should register through the Spring Conference website.  Note: If your non-exhibiting company or organization would like to pay the registration fee for a higher ed co-presenter, please email [email protected] or call (877) 287-2472 to speak with a CUPA-HR representative.

CONFERENCE POWERPOINT TEMPLATE

The title slide and final slide of the conference PowerPoint template are required for all presentations. Presenters are also welcome to use the template for their entire presentation. Download the template.  

OTHER PRESENTATION REQUIREMENTS AND DETAILS

Presenters are required to bring a laptop computer to make their presentation. CUPA-HR provides the following at no cost: LCD projector, remote control and screen, appropriate cables to connect your laptop (PCs ONLY) to LCD projector, two lavaliere microphones, one wireless handheld microphone and wireless internet connectivity. Flip charts and markers are available upon request.

Apple Users: Presenters using a tablet or Apple laptop for their presentation should bring any necessary adapter cords. CUPA-HR cannot guarantee adapter availability from our AV provider or the hotel’s AV department.

Presentations must include live captioning. CUPA-HR is committed to creating a conference that is accessible to all attendees. See instructions below.

Special AV requests are due to CUPA-HR by April 3, 2025. To submit a request, presenters should send an email to [email protected] and include their name and session title. CUPA-HR will provide email confirmation.

CUPA-HR does not print session handouts. Presenters may upload session materials to the conference app. Access to the app and instructions for uploading will be provided about a week before the conference.

Corporate presenters are not permitted to promote their products or services in their sessions. Product comments should be vendor neutral. Companies that breach this rule will not be eligible to present at future conferences.

FREQUENTLY ASKED QUESTIONS

 

Registration and Expenses

Is the presenter 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, and your request must be submitted to [email protected] by March 3. Bear in mind that all presenters must be CUPA-HR members.

Preparation

How do I enable live captioning in PowerPoint?

Step 1 — Check the software version on your presentation computer and make any updates. (Tip: If you can complete Step 2 below, you have the right versions! If not, you need an update.)

  • Windows — Requires Windows 10 and later, with PowerPoint for Microsoft 365 version 16.0.11601.20178 or higher
  • Mac — Requires PowerPoint for Microsoft 365 for Mac version 16.22.127.0 or higher
  • PowerPoint for the Web — Compatible with the following web browsers: Microsoft Edge, Google Chrome 34+, Mozilla Firefox 25+

Step 2 — Enable the subtitles setting in PowerPoint on your presentation computer.

  • Open a presentation in PowerPoint.
  • Click the Slide Show tab.
  • In the menu, click the box next to “Always Use Subtitles.”

Step 3 — Test the subtitles.

  • Launch a PowerPoint presentation in Slide Show mode. The slide should shrink to leave space at the bottom for subtitles.
  • Speak into the microphone you selected in the Subtitle Settings. The words you say should appear in the space below the slides. If they don’t, double check your microphone settings.
How long should my presentation be?

Presenters will be assigned a 60-minute time slot for their session, including introductions and time for questions at the end. If your session is sponsored, a representative from the sponsoring organization will begin your session with a quick introduction.

How can I share session materials with attendees?

PowerPoint presentation and session materials can be uploaded into the conference app via the speaker portal beginning April 17, and you can update materials at any time after that. An access link and instructions will be provided to speakers about a week before the conference.

Will the conference have a designated practice room for presenters?

Yes, there will be one speaker practice 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. A sign-up link will be sent to presenters about a week before the conference.

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 in the conference app on Tuesday, April 29, 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 social hashtag for the conference?

Yes. The social hashtag for the CUPA-HR Spring Conference is #cupahr25. You can use this hashtag when sharing about your conference session on social media.

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 WiFi connectivity. 

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 projector with a screen that is compatible with the size of the room
  • Standard cables to connect a PC to the projector (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 projector
  • One podium
  • One wireless handheld microphone
  • Two wireless lavaliere microphones

Additional requests must be made to CUPA-HR by April 3 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 April 3 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.