Speaker Information

Important Dates/Deadlines for Speakers
Confirmation
Edits to Session
Audio Visual Equipment for Breakouts
Presentation Materials Online
Hard Copy Handouts
Registration
Schedule
Shipping and Hand Delivery Instructions
Copies Onsite
Communications
Presentation Formats
Questions

Important Dates/Deadlines for Speakers

December 1	Speakers notified of acceptance/decline for breakout proposals
December 1–4	Speakers notified of acceptance/decline for poster proposals and exhibit hall mini-presentations
December 11	Deadline to confirm breakout and poster sessions
December 18	Deadline to confirm exhibit hall mini-presentations
January 6	Deadline for any edits to session
January 15	Early deadline to register
February 1	First day for advance shipments to arrive with Champion Exposition Services
February 19	Deadline for early discount on extra AV equipment through AV Concepts
February 22	Deadline for advance shipments to arrive with Champion Exposition Services; please plan to hand-carry materials to the event after this date
February 22	Deadline to update primary onsite contact person
March 1 – 2pm	Shipped materials can be picked up at the Creative Solutions counter at Registration in the Sacramento Convention Center East Lobby, or hand-carried materials can be dropped off for delivery to your presentation room
March 1 – 5pm	Registration opens and Welcome Reception begins, Main Lobby of the Sacramento Convention Center

To view the full conference schedule, go to http://www.charterconference.org/schedule.php

Confirmation

In order for your accepted session to be placed in our printed program and officially scheduled, you must confirm that you will attend the conference and present this session.

If you have several presenters, only one presenter needs to confirm for your presentation group.

The deadline to confirm breakouts and poster sessions is Friday, December 11, 2009. The deadline to confirm exhibit hall mini-presentations and finalize the raffle prize description is Friday, December 18, 2009.

To confirm, please visit the submission login at:
http://center.uoregon.edu/conferences/CACharter/FORMS/CFP/cfp_login.php?formid=1343571

You will reaccess the submission system with your email and password. Click on the Presentation Agreement Form to confirm.

Edits to Session

You may also edit your proposal while confirming. Please be sure to double-check spelling of the title and description; this will be listed online as well as in the printed program. Please also spell out any acronyms you may have used (for example: "No Child Left Behind" instead of "NCLB"). You may also revise your targeted audiences, which shows online on the Program Search. Please make any edits by January 6, 2010.

You may also provide an onsite primary contact person at the event in case we need to contact him/her about logistics. You may revise that information through February 22, 2009.

Please visit the submission login at:
http://center.uoregon.edu/conferences/CACharter/FORMS/CFP/cfp_login.php?formid=1343571
You will reaccess the submission system with your email and password. Click on the title of your presentation then [edit this section] to update that page.

Audio Visual Equipment for Breakouts

All presentation rooms will come automatically equipped with the following audio-visual equipment for breakout sessions; Presentation Areas in the Exhibit Hall will be equipped with the following except there will be no internet or microphone:

• Screen
• LCD projector with power & VGA cable (to connect presenter's computer)
• If you are using an Apple (Mac), you must bring your own adapter cable to hook up to the LCD projector. Apple Laptops made before 2006 typically require an adapter cable.
• DI box for audio through computer/projector
• 1 microphone (in convention center rooms only)
• Flip chart with paper & pens
• Internet (in convention center rooms only), 1 wired connection with ethernet cable

Please note that the conference does not cover audio-visual fees beyond the standard set described above. If you would like to rent equipment (such as an overhead projector, extra flip charts, or wireless microphones), you can rent that directly from the audio visual company AV Concepts at your own expense. There is a discounted rate if you order and pre-pay before February 19. Contact Charlaine Caley at AV Concepts at ccaley@avconcepts.com for more details.

View room setups and capacities.

For Poster Sessions, there will be a 8ft wide x 4ft tall fabric-covered bulletin board provided as well as a 2ft x 6ft long counter-height table to post materials. There will be a power supply available but poster sessions do not include any audio-visual equipment and there will not be internet in the exhibit hall. Presenters should bring their own materials, including tacks/pins/clips to mount their poster onto the bulletin board. For more information, please see Presentation Formats.

For information on Exhibit Hall Mini-Presentations, see Presentation Formats.

Presentation Materials Online

We have several requests from attendees for copies of your presentation materials. You can upload your session materials online, and attendees will be able to find session handouts in the Breakout Sessions program search on the Conference website for download.

Please visit the submission login at:
http://center.uoregon.edu/conferences/CACharter/FORMS/CFP/cfp_login.php?formid=1343571

You will reaccess the submission system with your email and password. Click on Upload handouts.

Additionally, the California Charter Schools Association would like permission to post materials as part of their members-only knowledge library. You can grant that permission online as well.

Hard Copy Handouts

The conference team strongly encourages you to provide hard copy handouts to your participants. Our attendees have made it clear to us that this something they expect from presenters. See Shipping and Hand Delivery Instructions for information on how to get your handouts to your presentation.

View conference rooms and capacities

Registration

All presenters must be registered for the conference. Presenters have three registration options:

1. Full conference registration
2. One Day registration
3. You may also register as "Presentation Only" at no cost. This will allow you to attend and present your session only during the time you are scheduled. You will not be able to attend any other conference activities.

Presenters who have not already registered should visit our private presenter online registration link, which was emailed to you (if you did not receive the email with this link, please contact us at charterconf@ce.uoregon.edu to have this link emailed to you). We encourage you to register by Friday, January 15th to take advantage of the better rate. After January 15th, pricing increases.

If you have already registered prior to acceptance, we will honor the presenter rate and adjust your registration. Please e-mail the Registration Office at charterconf@ce.uoregon.edu with the subject line: "Presenter Rate Adjustment" and ask that your registration be adjusted.

If you have any further questions, please contact the Registration Office at 541.346.3537 or 800.280.6218 or at charterconf@ce.uoregon.edu

Schedule

The full schedule of breakout sessions is posted online. You will be able to search for your session by your name here.

To view the full conference schedule, go to http://www.charterconference.org/schedule.php. And to help you get the most out of the conference and plan your experience, please try our online personal planner.

Shipping and Hand Delivery Instructions

If you would like to ship presentation materials to the conference, please follow the advance shipping instructions to make sure your shipment is received on time. Due to the size of the convention center and the number of other shipments, your shipment must go through the decorator Champion. You cannot ship directly to the convention center. Champion must receive your shipment in their warehouse between February 1 and February 22, 2010 in order for it to be transported to the convention center. Otherwise, please plan to hand-carry your materials with you to the conference.

Once your shipped materials arrive onsite, we will deliver your presentation materials to your presentation room for your convenience, or you can pick up your shipped materials at the Creative Solutions counter at Registration in the Sacramento Convention Center East Lobby after 2 pm Monday, March 1. If your presentation takes place prior to this time, please plan to bring your session materials with you to your session.

If you hand-carry your materials to the conference but would like them delivered to your presentation room, you may drop off your materials at the Creative Solutions counter at Registration in the Sacramento Convention Center East Lobby after 2 pm, Monday, March 1. If your presentation takes place prior to this time, please plan to bring your session materials with you to your session.

Advance Shipping Instructions

Click here to download a PDF of these instructions.

SHIPPED materials must be received between February 1 and February 22, 2010.

ADVANCE SHIPPING address labels must read as follows:
(Prepare 2 DIFFERENT labels per box. Label top of box, no side labels)

Label 1.
To "CA CHARTER CONFERENCE 2010 Show Mgmt: Session Materials" (Must have this line).
Presentation Day:
Start Time:
Location:
Session Title:
Presenter Name:
Presenter cell phone number:
Box #____ of #_____

Label 2.
For: California Charter Schools Conference
Champion Exposition Services
YRC
4200 W. Capital Ave.
West Sacramento, CA 95691

Click here for a PDF of these labels.

Please submit the following important information to help us track your shipment in the event that your materials do not arrive on schedule.

Please visit the submission login at:
http://center.uoregon.edu/conferences/CACharter/FORMS/CFP/cfp_login.php?formid=1343571
You will reaccess the submission system with your email and password. Click on the title of your presentation, then [edit this section] for the Materials Shipping/Delivery page.

OR you can e-mail the following to chartercfp@ce.uoregon.edu with the subject line "Session Advanced Shipment:"

1. Name of individual responsible for shipping
2. Phone number of person responsible
3. Email address of person responsible
4. Presenter(s)' name(s)
5. Onsite cell phone number of presenter(s)
6. Description of the shipment
7. Number of boxes
8. Carrier
9. PRO number or shipping ID number
10. Date of pickup, and scheduled date of delivery
11. Weight of shipment if known

Shipped materials will be delivered to your room for your convenience, or you can pick up your shipped materials at the Creative Solutions counter at Registration in the Sacramento Convention Center East Lobby after 2 pm Monday, March 1.

Hand-Carried Instructions

Click here to download a PDF of these instructions.

Session handouts may be dropped off for delivery to your presentation room at the Creative Solutions counter at Registration in the Sacramento Convention Center East Lobby after 2 pm, Monday, March 1. If your presentation takes place prior to this time, please plan to bring your session materials with you to your session.

Please label your box(es) as follows:

"CA CHARTER CONFERENCE 2010 Show Mgmt: Session Materials" (Must have this line).

Presentation Day:
Start Time:
Location:
Session Title:
Presenter Name:
Presenter cell phone number:
Box #____ of #_____

Click here for a PDF of this label.

If you are planning to hand-carry your materials to the event but would like them delivered to your presentation room, please let us know so we can plan accordingly.

Please visit the submission login at:
http://center.uoregon.edu/conferences/CACharter/FORMS/CFP/cfp_login.php?formid=1343571
You will reaccess the submission system with your email and password. Click on the title of your presentation, then [edit this section] for the Materials Shipping/Delivery page.

OR you can e-mail the following to chartercfp@ce.uoregon.edu with the subject line "Session Material Delivery:"

1. Name of individual responsible for carrying materials
2. Phone number of person responsible
3. Email address of person responsible
4. Presenter(s)' name(s) – if different than who is delivering materials
5. Onsite cell phone number of presenter(s)
6. Description of hand-carried materials
7. Number of boxes

Copies Onsite

The Sacramento Convention Center does not have a business center so please plan accordingly. These are the nearest copy centers to the Sacramento Convention Center:

• Hyatt Regency Sacramento: 1209 L Street, Sacramento, CA - (916) 321-4865 – about 2 blocks
• FedEx Office: 1200 J St, Sacramento, CA - (916) 444-2843 – about 2 blocks
• Office Max: 1707 J St, Sacramento, CA - (916) 930-9586 – about 4 blocks
• Grady's Copy Shop: 1228 H St, Sacramento, CA - (916) 444-6166 – about 5 blocks

Communications

See below for a summary of the communication issued to date.

Breakout Session Acceptance (Dec 1st)
Poster Session Acceptance (Dec 3rd)
Confirmation Reminder (Dec 8th)
Exhibit Hall Mini-Presentations Acceptance (Dec 15)
Edits Reminder (Jan 4th)
Reminder to Register (Jan 13th)
Poster Format (Jan 21st)
Shipping Materials (Jan 28th)
Mini Presentation Format (Feb 2)
Final Email Breakout Session (Feb 23)
Final Email Poster Session (Feb 23)
Final Email Mini-Presentation (Feb 23)

Presentation Formats

Breakout Sessions

Breakout session are 75 minutes long and are scheduled throughout the conference schedule. Typically, our breakout sessions have room for about 100 attendees.

Poster Sessions

All-new format for 2010!

Poster sessions are informal 60 minute sessions that will take place in an open area of the conference exhibit hall during lunch. Poster sessions showcase innovations or programs at a particular charter school. Content will focus on the implementation of a lesson, curriculum, technology, model, or project, or demonstrate a good electronic resource/tool or practice in teacher education or for securing or maintaining the technology infrastructure.

Poster sessions are a more interactive form of presentation, allowing attendees to study the information provided on the poster and discuss it with presenters one on one. Presenters interact informally with attendees who visit their poster station. At any one moment during the hour long session, presenters may be talking to one person or sharing their experience with several people who stop by at the same time.

There will be a 8ft wide x 4ft tall fabric-covered bulletin board provided as well as a 2ft x 6ft long counter-height table to post materials. There will be a power supply available but poster sessions do not include any audio-visual equipment and there will not be internet in the exhibit hall. Presenters should bring their own materials, including tacks/pins/clips to mount their poster onto the bulletin board.

Please click here for a list of recommended materials and advice on preparing a strong poster session.

Exhibit Hall Mini-Presentations

All-new format for 2010!

Exhibit Hall Mini-Presentations are short 20-minute product presentations combined with raffle prizes. These mini-presentations will be scheduled in the exhibit hall during exclusive exhibit hall hours Tuesday, March 2nd and Wednesday, March 3rd 12:30-12:50pm and 1:00-1:20pm. Please note that there is a 10-minute period between presentations.

Presentations are combined with raffle prizes offered as an incentive to drive audience participation. Raffle prizes appear in the program along with the session description.

The presentation area will include the following audio-visual equipment:

• Screen
• LCD projector with Power & VGA cable (to connect a computer to the projector)
• DI audio box (for playing sound from a computer)
• Flip chart with paper & pens
• Raffle bowl
• Raffle tickets and pens

There is no internet provided in the Exhibit Hall.

Attendees should fill out raffle tickets upon entering the presentation area. The raffle tickets will request contact information from attendees which the company may keep for marketing purposes. At the end of the 20-minute presentation, the raffle prize will be drawn and given to present attendees.

Presenters who would like an onsite briefing of this format should meet the conference staff at Presentation Area 1 in the Exhibit Hall on Tuesday, March 2nd at 11:30am.

Program Strands



Questions?

If you have any questions about your session, please E-mail us at chartercfp@ce.uoregon.edu by Friday, February 19th. It will be much more difficult for us to support your presentation after that date or onsite.