We’ve prepared some guidance and tips to help presenters feel prepared and excited to share their knowledge and experience with attendees.

Presenter Timeline

  • Submit a Proposal

    Recommendations for Preparing a Successful Proposal

    • Start with your audience in mind. Consider what you can offer that is likely to be relevant and useful to attendees and structure your proposal so as to make clear what they will take away from your session.
    • Focus your proposal on something specific (e.g., the findings of a particular research project; a valuable skill or competency; or an especially successful initiative). We rarely accept sessions that provide a general overview of an institution’s sustainability efforts.
    • Highlight the aspects of your proposal that are unique or novel (while still being relevant to other institutions). For example, if you are proposing a session about your institution’s green fund, be sure to describe any special features that distinguish your green fund from other green funds and that might be useful to other green fund administrators to implement.
    • Don’t be afraid to go deep! Many of our attendees are seeking advanced, in-depth content.
    • Be provocative. We appreciate proposals that thoughtfully challenge conventional wisdom within the campus sustainability community.
    • Emphasize the impacts of your research or initiative (e.g., on sustainability literacy, carbon emissions, or expenses). Proposals that demonstrate significant real world impact tend to be reviewed more favorably.
    • Describe the evidence you will be using to support your presentation. We especially value presentations that are well supported with evidence and/or empirical research.
    • Find partners from other institutions. Proposals that offer insights from multiple institutions engaged in similar work tend to be well received. Sending a message to AASHE Connect community can be a good way to find potential partners.
    • Opt to let AASHE consider your proposal for an alternate session type and/or to combine it with similar proposals. Proposals that offer more flexibility have a better chance of finding their way into the program in some form.
    • Review the submission steps and prepare your text in advance. We’ve created a template you can follow that may help. Remember to use a character count to make sure you don’t exceed the character limits.
    • Read the review criteria. For success, your proposal will need to score well on at least several of them.

    Here are some exemplary session proposals from previous years that might help you get a better sense of the kinds of sessions we are seeking:

  • After Your Proposal is Accepted

    • RSVP to confirm your accepted presentation(s) by July 31.
    • Once registration opens, register to attend the conference by August 14 to receive the presenter discount. All presenters must be registered by September 10, otherwise their sessions will be canceled. Please register using the link that was sent to you directly and is available in your presenter profile in AASHE’s Session Management Site.
    • If necessary, make any edits to your session title and description by September 11.
    • Post your bio and upload your headshot by September 11 for inclusion in the conference mobile app.
    • As you prepare your presentation, think carefully about what you want the audience to take away from your session and try to structure your session to be most helpful to the audience. In particular, think about how attendees could learn from your experiences as they try to advance sustainability on their own campus.
    • If you are an oral session presenter, prepare your presentation materials and load any slides on a thumb-drive. To minimize technical issues, bring both PowerPoint and PDF versions of your presentation.
    • If you are a poster presenter, prepare your poster to be 36 inches wide x 36 inches tall. If necessary, alternative dimensions are acceptable as long as the poster is smaller than 42 inches x 42 inches. You are responsible for bringing your poster so you’ll also want to make plans to get it to the convention center. If you wish to mail your poster, you will need to send it to yourself at your hotel. Please check with your hotel for specific instructions about how to do this and for information about the cost (e.g., some have receiving fees).
    • Attendees will be able to access slides and other presentation materials via the mobile app. We encourage presenters to share their materials by uploading them through the Session Management Site in advance of the conference. This will also enable AASHE to post these materials in the Campus Sustainability Hub after the conference. If you prefer, you may wait until after your live presentation to share your materials.

  • At the Conference

    Session Presenters

    • We strongly encourage you to familiarize yourself with the program overview and layout of the conference in order to arrive at your session on time. You can access session locations and maps within the mobile app.
    • Each session room will be equipped with a PC laptop (with MS Office installed), screen, projector, podium and microphone. Mac laptops and Mac adapters will not be provided. Use a USB drive to transfer your presentation to the laptop. You may not project from your own device.
    • Each room will have a podium with a microphone, head table with one table microphone and three chairs behind it. Sessions with more than three presenters may move additional chairs from the audience seating area to the front as needed. Please be sure to return chairs and any other furniture to the correct place when your session is over.
    • Recording of sessions or performances is prohibited without written consent from AASHE.
    • You may visit the Speaker Ready Room during conference hours to test your presentation on our equipment and make sure everything is working.
    • Arrive at your room at least 10 minutes before your presentation is scheduled to begin to test the equipment and get your presentation ready.
    • If technology problems arise during your session, AASHE Program Staff or volunteers (wearing special AASHE Volunteer T-shirts) stationed near session rooms will be able to help locate AV support.
    • Some sessions may have volunteer timekeepers, but please be prepared to monitor your start and end times to keep on the conference schedule.
    • Speak slowly and loudly so everyone can hear you and face the audience as much as possible.
    • If you would like to project video, please make sure that videos in your slides are embedded and also bring them along separately on your thumb drive. Attempting to stream your video from the internet may result in choppy, poor-resolution videos. 
    • Using tape or other adhesives on the walls of the convention center is not allowed. Sticky notes are okay.

    Poster Presenters

    Two poster sessions – one on Monday and the other on Tuesday – will take place in the Expo Hall at AASHE 2020. Each poster presenter will be assigned to present during one session or the other.

    • Poster Installation and Removal: Since we have two poster sessions this year, the process for installing and removing posters is different than in past years:
      • If you are presenting during the Monday poster session, hang your poster in the appropriate location on Sunday, Oct. 4 between 12:30 p.m. and 4:00 p.m. so that it will be visible during the opening reception on Sunday evening. Please remove your poster immediately after the session to make room for the Tuesday poster presenters.
      • If you are presenting during the Tuesday poster session, hang your poster in the appropriate location on Tuesday, Oct. 6 between 10:00 a.m. and 11:00 a.m. Please remove your posters by 2:00 p.m.
      • Any posters not removed by the designated times will be taken down and recycled. Unfortunately, AASHE cannot store or be responsible for leftover posters.
    • Supplies: AASHE will provide push pins to hang your poster. Binder clips and scissors will also be available. To enable attendees to move through the poster session more easily, chairs are not provided for presenters.
    • Poster Organization: To enable people to find posters that are most likely to be of interest to them, posters are organized by topic area and then by presenter last name. Two posters will be displayed on each side of the poster board. A listing of all posters by presenters’ last name and a map showing the location of each poster will be sent closer to the conference.
    • Handouts: You may bring handouts to accompany posters. However, there will be not be tables on which to put them so you will need to either just hold these items in your hands or bring a pocket folder to hang on your poster board.

    Networking Meeting Facilitators

    • Networking meetings are intended to encourage networking among attendees from the same region or with a common interest.
    • Meetings should be highly interactive and typically do not include a formal presentation with slides.
    • To prepare for a networking meeting, you may wish to develop a series of questions for group discussion. We also recommend activities that foster small-group discussion among attendees.

  • After the Conference