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Presenter Information

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, sched.org. 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.

Specifications:

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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