Presenter Resources 

• Laptop

• HDMI (or micro HDMI) to VGA adapter (if your laptop requires HDMI for projector connection)

• Mac adapter if needed

• Your presentation on a backup flash drive

• Any handouts/session evaluations you plan to distribute

• Any supplies needed for your presentation not mentioned below

Most rooms will be set in round tables of 8 to 10, depending on the room. Each room setup will also include:

• Podium

• Head table for three

• Water station

Sound:

• One podium mic (wireless)

• Laptop sound

• Speakers

• Mixer

AV:

• LCD projector

• Wireless remote/laser pointer

• VGA cable

• Power strip

• Screen

• Flipchart pad/markers - available ONLY upon request*

*To request supplies, please email MeetingWise LLC by September 23, 2025. We will do our best to accommodate requests based on availability and budget.

A Note on Music During Sessions

Incorporating music into your session can be a great way to create a welcoming atmosphere and connect with attendees. If you choose to use music, please keep the volume low and avoid playing it while anyone is speaking. Background music can make it difficult for participants to hear clearly, particularly those with hearing impairments.

Thank you for helping us create an inclusive and engaging environment for all!

Design your session—regardless of length—with active learning in mind. Whether through storytelling, demonstrations, dialogue, or hands-on activities, participants should leave with ideas they can apply to their own work and settings.

Here’s a sample structure for a 75-minute session:

• 5–10 minutes: Welcome and session overview

• 5–10 minutes: Participant activity

• 10–20 minutes: Share key concepts or content

• 5–10 minutes: Interactive activity

• 5–10 minutes: Wrap-up of main content

• 5–10 minutes: Q&A

• 3–5 minutes: Closing and final takeaways

The time ranges allow flexibility depending on your topic and facilitation style—whether you need more time for presenting, extended activities, or deeper discussion.

Remember: Most people can’t stay focused just listening for 75 minutes—even with multiple presenters (which we recommend for longer sessions). Breaking up your session with varied formats and interactive moments helps keep participants engaged and deepens learning.

Each session will have an assigned room host to support you with logistics such as distributing handouts, adjusting lighting or room temperature, contacting AV support, and addressing other needs. Your host will also help keep the session on schedule, make closing announcements, and guide attendees to the next session.

If your session reaches capacity, the host will post a “Session Full” sign outside the door. In most cases, we cannot add extra chairs due to space and fire code limitations, and attendees may not sit on the floor. Your host will coordinate with conference staff if exceptions are possible.

Please plan to arrive 15 minutes early to meet your host and test your presentation setup.

Handouts

If you're planning to distribute handouts, we recommend bringing at least 50 copies. Please note: copying services will not be available on-site, so come prepared with everything you need.

We would like to make your presentation slides and session materials available to conference attendees through the event app. Before submitting your materials, please make sure to review all visual content and any physical handouts to ensure they meet accessibility standards. This helps to ensure that all participants can fully engage with your session.

Important: We are only able to post materials that are fully accessible. Need Help? View tips for creating accessible presentations.

PowerPoint presentations must be exported as an accessible PDF file and submitted no later than Monday, September 29, at 12 pm, so that they may be reviewed for accessibility standards. Email your PDF file to Jennifer Cooley at professionaldevelopment@rpgroup.org using the following format to name your files: “Session Title_Lead Presenter Name.” Please note: If your presentation PDF does not meet accessibility standards, it will be sent back to you for revisions.

Evaluations

The conference does not conduct individual session evaluations. However, if you would like to gather written feedback from your session participants, you are welcome to bring and distribute your own evaluation form. If you plan to do so, please set aside approximately five minutes at the end of your session to allow attendees time to complete them.

These resources were created to support the development of your presentation. They can also offer ideas on how to design your conference session to better meet the needs of the evolving conference attendee learner.

Tips for Creating Effective Presentations

• PowerPoint Presentation Tips

  • 15 PowerPoint Tips to Make Your Slides More Effective

  • Present data the right way: 5 secrets on how to display data in presentations

  • 10 Tips For Designing PowerPoint Presentations That Don't Suck

• Overall Presentation Tips

  • Lee Cronin's + Diane West's Presentation Tips

  • Tips for a Great Presentation

  • 11 audience engagement strategies for all presentations

  • 10 ways to interact with audience members while you present

• Creating Accessible PowerPoint Presentations

  • Tips for Creating Accessible Presentations

  • How to make a Microsoft PowerPoint Accessible to Section 508 Standards

Other Presentation Design Tools:

• Free Design Tool: Presentations, Video, Social Media | Canva

• Presentations and videos with engaging visuals for hybrid teams | Prezi