Information for Program Coordinators

Your role as coordinator is to ensure the content of your program achieves the stated learning objectives. Therefore, it is important to manage your program and communicate all necessary information with AALL staff, the Annual Meeting Program Committee (AMPC) member liaison, and your program speakers to ensure a successful presentation. Please note all programs are assigned an AMPC liaison.

To ensure programs run smoothly, coordinators are required to conduct a virtual “run-through” of the program prior to the live presentation at the conference. The AMPC liaison assigned to your program will assist with this step and help you meet planning deadlines.

If you have any questions about the information below, please contact your or elearning@aall.org.

IDENTIFYING/CONFIRMING SPEAKERS

  • Please contact your speakers to obtain firm commitments regarding their program participation. If your AMPC liaison made suggestions to change, add, or reduce speakers when informing you of your program’s acceptance, please keep these recommendations in mind when contacting speakers.
  • All speakers, coordinators, and moderators must confirm their participation by submitting the Speaker Confirmation Form to AALL by April 17.
  • Prior to the Conference, speakers will be added to the conference app and will be invited to update their profiles. If you need to report a speaker cancellation or replacement, please contact elearning@aall.org as soon as you become aware of this.

AALL MEMBERS SPEAKING ON PROGRAMS

AALL members coordinating, moderating, or speaking on Annual Meeting programs must purchase either a full conference registration or a single-day registration valid for the day of their program. AALL does not pay honoraria to AALL members for presentations at programs during the Annual Meeting & Conference.

NON-AALL MEMBERS SPEAKING ON PROGRAMS

AALL does not provide honoraria to nonmember speakers, nor does it reimburse for travel, housing, meals, or other expenses. AALL may make limited exceptions to this policy in accordance with the Annual Meeting budget and the speaker’s ability to provide unique perspectives and contributions to the Annual Meeting program.

AALL will provide a complimentary single-day registration for nonmember speakers who work outside the legal information profession who would not otherwise be an AALL member or have previously been a member.

COMMUNICATION WITH SPEAKERS

PROGRAM TAKEAWAYS & DESCRIPTION

  • Provide speakers with the program description and takeaways. Include any comments and/or suggestions offered by the AMPC. Be realistic about the amount of information that can be covered in the time specified for the program. Your role is to ensure the content of the program meets the learning objectives, while encouraging speakers to meet deadlines,
  • Discuss your role with the speakers in advance of the presentation. In addition to being a program coordinator, you may also be a program moderator. The moderator’s responsibilities include introducing the program and speakers, moderating any discussion that may take place, and ensuing the program stays on schedule.

PROGRAM FORMAT

  • Discuss the program format with your speakers. In most cases, the AMPC have accepted the format suggested in the initial proposal.
  • Discuss how much time each speaker should allot for their portion of the program. Share the names and contact information of each speaker with everyone on the program.

PRESENTATION MATERIALS

  • Make sure speakers use the AALL presentation template for PowerPoint presentations.
  • Compile all speakers’ presentation files into a single file and provide it by June 19 for preloading onto the AALL-provided laptop in the room. Coordinators will be emailed a password-protected link to upload their program’s presentation file.
  • Internet will not be available in the program rooms, so please plan accordingly. Any audio/video files you plan to play during your program will need to be provided and preloaded in advance as well. If any website navigation or demonstration will be part of your program, plan to incorporate screen captures into your presentation file.

MAINTAIN REGULAR CONTACT WITH YOUR SPEAKERS

By frequently communicating with speakers about the program description and takeaways, you will help your speakers stay on track. We recommend that you make verbal contact with your speakers one to two weeks prior to major deadlines.

Coordinators will be expected to:

  • Hold calls or virtual meetings with their program speakers
  • Conduct a virtual “run-through” of the program prior to its presentation at the conference

AUDIO-VISUAL EQUIPMENT & ROOM SET UP

Speakers are expected to use the AALL-provided laptops for smooth transitions between presentations. A standardized audio-visual equipment package will be provided in each room. You will be notified prior to the conference on what is included.

AMPC LIAISON ROLE

  • An AMPC liaison will be assigned to each program and will work with you and your presenters to support the program.
  • Your AMPC liaison will also assist you in meeting planning deadlines. Please reach out to your liaison if/when questions or problems arise. If your liaison is unavailable, you may also contact the AMPC Chair, Jessica de Perio Wittman, or AALL staff at elearning@aall.org.

AT THE CONFERENCE

MEET WITH YOUR SPEAKERS AHEAD OF TIME

  • Meet with your speakers prior to the program. Speakers often do not know one another it’s important to introduce everyone (in person) before the program.
  • Confirm the order speakers will present and the length of time available for each presentation.

ARRIVE EARLY

Please make sure you arrive at your program room at least 20 minutes before the start of your presentation. An audiovisual technician will be in your meeting room to answer any AV questions you may have.

WHAT IF A SPEAKER CANCELS AT THE LAST MINUTE?

  • Please contact elearning@aall.org immediately to let us know.
  • Determine if the program can still happen and discuss with remaining speakers how the program will flow.

DURING THE PROGRAM

INTRODUCTIONS

If you are the moderator and introducing speakers, please make sure you have the correct pronunciation of their names. If you are not the moderator, please make sure the moderator is doing this.

BE PREPARED TO KEEP SPEAKERS ON TRACK

If you are the moderator, please make sure that speakers are staying within their allocated time. If you are not the moderator, please share this information with the moderator. Confer with the speakers ahead of time to arrange for a signal that will alert them to the time remaining. It is important that the session ends on time to allow for room and audio-visual preparation for the next session.

Q&A SESSION

You and your speakers should decide ahead of time how much time will be allocated for questions from attendees. Most of the time, a Q&A period is scheduled at the end of the program. Occasionally, speakers prefer to answer questions immediately following their presentations. Knowing speakers’ preferences and informing the audience early will result in a smooth presentation. Ask program attendees with questions to use the aisle microphone and repeat the questions before a speaker responds.

REMIND ATTENDEES TO COMPLETE PROGRAM EVALUATIONS

If you are the moderator, please remind the audience to complete the program evaluations. If you are not the moderator, please make sure the moderator mentions this before the end of the program.

Thank you for being a program coordinator. The AMPC and AALL headquarters are available to assist with any questions you may have.