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Presenter Information

Details for 2023 VLA Session Presenters / email sent October 6, 2023 to Poster Presenters

We are just slightly more than two weeks away from the 2023 VLA / VLACRL Annual Conference. Below are a few details to help you when finalizing your presentation and plans for the conference.

Registration: If you have not done so already, please register today! Online registration ends today. Onsite registration will be available with an additional fee. If you only want to attend to present your session and do not intend to stay for any other sessions, please email Amy Sanders ([email protected]) or Lisa Varga ([email protected]). They will make sure that you have a name tag set aside even though you won’t be on the main list of registrants.

Conference App: The conference will be using Sched this year for the conference app. Registered attendees should have received an invitation to join the event to allow for full access to the app. If you haven’t received your invitation or if you’re having trouble logging into Sched, please contact Amy as soon as possible. 

Presentation time and location: In the conference app you will find the session schedule including the time and location of your presentation. If you do not see your name associated with the presentation or do not see your presentation listed. Please look it over to see where you will be presenting and let me know if you have any questions. Please contact Amy to let her know.

Session and Speaker Materials: You should be able to upload presentation materials to Sched. We encourage you to make your presentation available as attendees find it very useful to have copies of the presentation materials (slides, handouts, etc.), especially since they cannot attend all concurrent sessions.  Consider adding your notes in the slide notes area so people who attending a different session can still benefit from your knowledge. 

Room equipment: Presentation rooms will have a projector, screen, microphone, and podium. You will need to print your own laptop or tablet to attach to the projectors. Projectors will have HDMI cables for connection. Please bring any necessary technology you need to connect your presentation device to the projector via HDMI. If you need a clicker to advance your presentation, please bring that with you. The hotel does have wifi but there will be close to 650+ people using it at the same time so we cannot guarantee the connection speed. (If you are planning to show a video, we recommend that you download the video rather than streaming it from YouTube or other service.)

Each room will have a microphone, and it is essential that presenters speak into the microphone when presenting, regardless of how much you think your voice will carry. People with hearing disabilities and people in the back of the room will have a much easier time hearing you if you use the microphone.

All emails are posted to the Presenters section of the Conference website. As always, check with any co-presenters to make sure that they received this email.

Please let Amy know if you have any questions or concerns regarding your presentation. Looking forward to seeing you in Chantilly. Two weeks and counting!


Details for 2023 VLA Round Table Presenters / email sent September 13, 2023 to Poster Presenters

It's hard to believe the 2023 Annual Conference is almost here. Thank you for submitting the round table idea and your willingness to facilitate the conversation.

A few details about the round table discussions:

  • All of the round table sessions will happen in the same room at the same time. Each topic will have one round table with seating for up to 8 attendees including the discussion leader(s).
  • The structure of the conversation really falls to the discussion leaders: some have formal questions, while others have less formal ones.
  • One format for beginning the conversation is to spend a few minutes interpreting the topic/question of the roundtable then open for discussion and follow-up questions.
  • You may want to prepare some of your own follow-up questions in case they are needed to restart the conversation. 

Remember, you must register for the conference. Click here to register. If you're only attending to facilitate your round table, please email me ([email protected]) to let me know. Don't forget to reserve your room at Westfields Marriott Washington Dulles by Friday, September 29. The conference room rate is $179 per night plus taxes and fees. 

Don't hesitate to reach out with any questions! 


Details for 2023 VLA Poster Presenters / email sent September 9, 2023 to Poster Presenters

Dear Conference Poster Presenters,

It's hard to believe the 2023 Annual Conference is almost here. I apologize in advance for the lengthy email, but please read in its entirety as the email contains important information regarding the Poster Sessions. 

Remember, you must register for the conference. Click here to register. If you're only attending to present your poster, please email me ([email protected]) to let me know. Don't forget to reserve your room at Westfields Marriott Washington Dulles by Friday, September 29. The conference room rate is $179 per night plus taxes and fees. 

You have the ability to upload your poster to the conference app, You must be registered to receive an invitation give you full access to sched features. If you're only coming for the poster session, please email me a copy of your poster, and I will upload it for you.

Don't hesitate to reach out with any questions! See you in a few weeks. 

Amy Sanders
VLA Administrative Assistant

Session Details:

You can hang your poster on between 3:00pm and 4;00pm, Sunday, October 21. Registration also begins at 3pm so be sure to stop by the registration desk to pick up your name badge.

The poster session is from 4:00pm to 5:30pm, Sunday, October 21. You should try to get to your poster a few minutes before the session starts so you are prepared for attendees.


We are providing 4’ X 8’ double-sided boards for your use, on which you can Velcro or pin your posters. You will be sharing one side with another poster presenter. The maximum size of your poster is, thus, 4 feet by 4 feet, however, you may want to make it a little narrower so you can stand beside the poster to present and not block your data.  

We will provide push pins, though we cannot guarantee what color they will be. If you prefer to use something else to hang your poster, you are welcome to bring it.

Additionally, we will provide 6 ft. tables that will be available for you to share with neighboring presenters. You can use these to display handouts, business cards, and anything else you want interested attendees to take with them.

Additional tips:

  • Looking for some tips on presenting your poster? VLA held two webinars in 2017 with best practices for conference poster presenters:
  • Where to print your poster
    • You might already have access to a suitable printer within your library or wider organization. Talk to your library director or your university printing office or local government public affairs office to see if anyone has a printer that can print up to a 4 foot X 4 foot page.
    • FedEx and PhD Posters are two resources with pros and cons. Make sure you do your research before designing to see which one would be most appropriate for your budget, size, and shipping time needs.
    • Fabric: A cool alternative that has gained popularity is printing on fabric. You can print posters on fabric using either PhD Posters or Spoonflower


Presenter Registration Information / email sent July 11, 2023

Congratulations on being chosen to present your session presentation, lightning talk, poster, or round table discussion at the 2023 VLA Annual Conference.

Conference registration will open later today. Below are a few items to make your registration go smoothly.

  • All presenters must register for the conference, however, if you're attending only to present your session, you do not need to register.
  • When you register, select one of the presenter options – either member or non-member rates. Up to two presenters may receive the discounted price.
  • The Conference will be using Sched as its conference app. You will receive an invite to join the 2023 VLA/VLACRL Annual Conference event within 3-5 business days after you register. 
  • Presenters names will be added to the speakers list in Sched once registration is confirmed.

As with all presenter communications, please be sure to check with your co-presenters to make sure they are receiving the emails. If they are not receiving emails, please let Amy Sanders know. 

If you have any questions or trouble getting registered, please contact Amy, [email protected].



This page will be updated as we get closer to the conference. Check back often to make sure you don't miss any announcements.

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