ASDWA uses GoToWebinar to host large online events with up to 1000 people, and Microsoft Teams for smaller meetings up to 350. Check with your session organizer to conform which platform you’ll use.

If you have questions, or would like to request a demo of either event platform, please contact ASDWA.

Download ASDWA’s Presentation Guidelines for Online Events

Online Event Access Instructions:

For GoToWebinar:

• You will receive a separate email with unique access instructions to participate in the webinar as a “panelist” or “organizer” from Anthony DeRosa of ASDWA.
• Use this invitation to log in to the webinar. Note, there is no need to register as an attendee.
• Do not share your unique access link with anyone else. If you wish to share the registration link, please ask your event coordinator.
• Click to learn more about joining a GoToWebinar.

For Microsoft Teams:

• You will receive a calendar invitation for the Teams Meeting from the session organizer that will include an access link and instructions.
• Click the link in the calendar invitation at the time of the meeting to join. 
• If you’re unable to use the Teams desktop app or Teams on the web, you can dial in using the call information in the event invitation.
• Click to learn more about joining a Teams Meeting.

Please Login Early:

• Login 30-minutes prior to the scheduled start of the broadcast. ASDWA staff will provide you with an explanation of how the software and audio controls work. The early start also allows an opportunity to resolve any unexpected technical issues that may arise.
• If you are unable to login early, please let your event coordinator know in advance of the webinar.

Audio:

• Panelists can use a microphone or headset attached to their computer, or dial-in by phone.
• Dial-in numbers and PINs are provided with your access instructions.

Video:

• Panelists are encouraged to turn on their cameras while speaking, but not required.
• Note: Teams supports Background Effects, so you can blur or change your background. GoToWebinar does not support these features.

Audience Questions and Discussion: 

Please check with your event coordinator to determine how Q&A and discussion will be moderated.

• ASDWA will provide the panel with a report featuring any questions that were asked during the broadcast along with the contact information of the submitter.

PowerPoint Guidelines:

• Use Widescreen Slide Format – all visual presentations must be in Microsoft PowerPoint, set to widescreen/landscape format [16:9 aspect ratio].
• Don’t Forget Your Info – include a slide at the end of your presentation with your contact information, along with any important contacts related to your talk.

Tips for PowerPoint:

Download ASDWA’s Presentation Guidelines for PowerPoint

You’ve put a lot of time and thought into your content, but the visual presentation of your information is just as important!

• Apply the 7×7 Rule – limit the number of lines or bullets on your slides to 7. Each of your lines or bullets should be limited to 7 words. Importantly, remember this is a guideline meant to enhance your presentation, not detract from your ability to communicate your point.
• Embrace Simplicity – Avoid complicated slide layouts and text on top of full image backgrounds. The information will be very difficult to read. Similarly, reserve the use of decorative fonts for headers or, again, when you wish to emphasize your point.
• Respect Usage Rights – Use only properly licensed images in your slide deck and supporting materials. There are many methods for obtaining royalty-free images
  online. If you are unsure of the usage rights of an image you wish to use, skip it.
• Stay on Time – Time yourself giving your presentation aloud. Give yourself enough time to present, but please be mindful of the other panelists’ time and the audience’s desire to engage and ask questions.

Download ASDWA’s Presentation Guidelines for In-Person Events

Prior to the Conference:

Use the following check list to ensure you’re prepared for the upcoming event:

• Confirm session date and time, along with the details of your talk, with your session facilitator/organizer.
• Submit a short bio [a few lines] to your session facilitator/organizer no less than 1 week prior to the event.
• Register for the event. Visit www.asdwa.org/events for helpful information about the Conference, including registration and hotel reservation links. Be advised, speakers are responsible for making their travel and hotel reservations.
• If you have visual materials, please submit your final presentation to your session organizer no less than 1-week before your event, or plan to bring a copy of your presentation on a memory stick. Please follow the PowerPoint Guidelines below for more information.

Speaker Biography:

If requested by your session facilitator/organizer, your biography should be professional and short enough that it can be read aloud in 1 to 2 minutes. Your session moderator will pull information from your biography for your introduction. When preparing your biography, be sure to focus on highlighting your qualifications as they apply to your talk. Feel free to include something unique, fun or interesting about yourself.

Onsite Logistics:

• When you arrive at the Conference, inform the staff at the registration table that you are a speaker – they may have important information for you.
• On the day of your presentation, plan to arrive 30-minutes before the start of your session (not your talk) to meet the moderator and other panelists, and to allow ASDWA’s onsite support to load your slide deck if you have one.

Information for Presenters with Audio/Visual Needs

ASDWA will provide onsite technical support, including a Windows 10 laptop running the latest version of PowerPoint and a laser pointer, for all speakers. If your presentation requires the use of your laptop or equipment, or you have additional needs not outlined here, please coordinate with ASDWA.

Audio/Visual Technical Contact:

Anthony DeRosa – Communications and IT Manager, ASDWA
Mobile: 202-696-6070 [feel free to text]. Email: aderosa@asdwa.org

PowerPoint Guidelines for In-Person Events:

• Use Widescreen Slide Format – all visual presentations must be in Microsoft PowerPoint, set to widescreen/landscape format [16:9 aspect ratio].
• Don’t Forget Your Info – include a slide at the end of your presentation with your contact information, along with any important contacts related to your talk.
• Title Your Presentation – please title your presentation using the following convention:

        “LastName_Date of Presentation” = “DeRosa_101519”

• Submit Your Final Presentation – you are welcome to email final presentations to Anthony DeRosa [aderosa@asdwa.org]. Please note, ASDWA cannot guarantee there will be time before your session to check or otherwise edit your slides. ASDWA strongly advises all presenters to bring a back-up copy of their final presentation on a memory stick.

Tips for PowerPoint:

Download ASDWA’s Presentation Guidelines for PowerPoint

You’ve put a lot of time and thought into your content, but the visual presentation of your information is just as important!

• Apply the 7×7 Rule – limit the number of lines or bullets on your slides to 7. Each of your lines or bullets should be limited to 7 words. Importantly, remember this is a guideline meant to enhance your presentation, not detract from your ability to communicate your point.
• Embrace Simplicity – Avoid complicated slide layouts and text on top of full image backgrounds. The information will be very difficult to read. Similarly, reserve the use of decorative fonts for headers or, again, when you wish to emphasize your point.
• Respect Usage Rights – Use only properly licensed images in your slide deck and supporting materials. There are many methods for obtaining royalty-free images
  online. If you are unsure of the usage rights of an image you wish to use, skip it.
• Stay on Time – Time yourself giving your presentation aloud. Give yourself enough time to present, but please be mindful of the other panelists’ time and the audience’s desire to engage and ask questions.

Presentation Copies and Handouts:

ASDWA is unable to provide the audience with presentation copies in advance of the meeting. If you wish to bring copies, consider the following guidelines:

• For our Annual Conferences – ASDWA recommends 250 copies for general conference information and 125 copies for concurrent sessions.
• For our Member Meetings – ASDWA recommends 150 copies for general conference information.

Post Conference Summary Materials:

ASDWA will make your presentation and supporting materials available to conference attendees and its membership after the event. If you would like to include another version of your slides, additional supporting material, or do not wish to have your presented materials available in this manner, please inform your ASDWA point of contact.