Q: What is the process to change/replace speakers and/or presentations?
A: If a speaker cancels or you need to move a speaker around in the session, please contact ACI Event Services to make the change. If you need to make a change to a presentation after the session has received final approval, please notify ACI Event Services. In some cases this change may need to be approved by the appropriate board committee that approved the session. It’s critical that you notify ACI immediately so that Event Services can reflect the appropriate change in the convention program book and make sure that the replacement speaker receives the credit he or she is due.
Q: When should I reconfirm my speakers?
A: You should request a written confirmation from each speaker prior to submitting a final session request form. After that, you or your co-moderator should be in contact with each speaker on a monthly basis as a courtesy to them in the event they need your assistance or have questions.
Q: Who should have the speakers contact information–ACI or the moderators?
A. It is crucial that both ACI and bot the moderator and co-moderator have the speakers contact information. Contact information should be confirmed by the speaker before traveling to the convention so all information is up to date in the event a speaker needs to be contacted.
Q: What do I do if a speaker does not show up?
A: Always have a back-up plan. Emergencies do happen. Some suggestions include: ask your committee chair or one of the long-time committee members to have a "back up" presentation available–maybe an update on the state-of-the-art; or ask the other speakers to be prepared for an impromptu panel discussion, again perhaps related to the state-of-the-art. The important point is that you NEVER adjourn the session and NEVER move speakers up in the schedule. In the first case, attendees that might be interested in your session will think it’s cancelled if they see a half-empty room or if they see people milling around. In the second case, attendees will be upset that the speaker, they arranged their schedule around isn’t available because you decided to change your session schedule.
Q: My speaker has not shown up. Can I move the others up?
A: No – you absolutely must keep the same schedule, as most attendees plan their entire day around the presentations they wish to attend. If they know that Dr. Jackie Smith is presenting at 10:23 a.m., then they expect to be able to walk into the session precisely at 10:23 a.m. to see Dr. Smith begin her presentation. These attendees are sacrificing their valuable time to see these presentations. They may need that specific presentation for education units for their licensure. Please be courteous of their commitment and respect the schedule.
Q: Do speakers receive a complimentary convention registration?
A: No. However, speakers that are just coming to speak at their session and do not plan on attending any other convention events, do not need to pay the registration fee.
Q: How do you handle a speaker that runs over time?
A: Make sure that each speaker knows the mechanics of the timing. First, when there are roughly two minutes left to the presentation, give the speaker a sign from the back of the room and make sure that they’ve acknowledged your signal. Most speakers will take this cue and look for you to also give them a 60 second warning. Second, if you don’t hear them say something like "In conclusion" or "In summary" or "Let me wrap this up" before about 30 seconds are left start to walk up toward the podium. Finally, if they continue speaking time it so that you walk up to the speaker just as he or she is scheduled to finish. As you’re walking to them start applauding and reach out to shake the speakers hand. The audience will pick up on your cue and also start to applaud. The speaker will also realize that they’ve talked long enough and what could have been an awkward or embarrassing situation instead becomes a pleasant way to politely get someone to finish their presentation.