Presenter Frequently Asked Questions

Important Deadlines

• Posters and videos due by October 8
• Handouts for concurrents due by October 29
• AUCD reviews posters for accessibility from October 11-15
• If poster does not meet accessibility requirements, it will be sent back to the presenter no later than October 15
• Poster presenters will have until October 22 to resubmit their accessible poster

 

Concurrent and video format:

• What is a Concurrent Session?

• A Concurrent Session is a presentation that will air during a specific time and day on the virtual conference platform.

• Prior to the conference, the schedule of concurrents can be viewed on the AUCD Conference website Agenda page.

• Attendees will be able to watch the presentation at the scheduled time and type questions into a chat box during the presentation.

• Presenters can use the chat box to respond to these questions.

• Tip: We highly recommend that presenters announce at the start of their presentation that attendees are welcome to ask questions in the chat box.

• Will the virtual conference platform be available to presenters to visit before the conference start date?

• There will be a soft launch of the virtual platform for all registered attendees to view and navigate the platform the week before the conference. Posters will be available for viewing starting on Wednesday, November 10.

• Can I have handouts to post on my concurrent page and if so what format?

• Yes additional handouts can be included.
• All handouts must be submitted as an accessible PDF by October 8.

• Will I be able to see participants who are attending my session?

• Yes, you will be able to see participants during a session.

• How can I have audience participation with my presentation?

• We suggest that presenters monitor the chat box during their presentation and leave space for attendees to ask questions at the end. 

Accessibility and related requirements:

• Will my presentation be captioned? 

• Your presentation will be captioned if someone attending your session requests CART. If that is the case, an AUCD staff member will help ensure that captioning is set up before you begin your presentation. 

• Do presenters have to submit an accessible handout?

• Any handouts you submit for posting must have accompanying Alt/Text for accessibility. Please refer to our accessibility guidelines.

• If I create a handout in PowerPoint and add accessibility features in that program, will the accessibility transfer over when I save it as a PDF?

• Yes, the accessibility features will carry over to a PDF.

• Will screen readers be able to access the videos and handouts?

• Yes, screen readers will be able to access all of the content.

• Will people be able to access hyperlinks in my handouts?

• If a handout has a link to a video or an external website, the attendee will be able to follow or view that link as long as it points to another URL.

Schedule:

• What is the deadline for submitting handouts?

• October 8th is the deadline for submitting handouts. Handouts cannot be accepted after this date, and no changes to content can be made.

• How should I send AUCD the handouts if I have any?

• Please send any handouts to the following Dropbox address: www.dropbox.com/request/oDHSg9yQp0YZdoQYjPfC 

• All files submitted should read Concurrent, the presenter's name, and concurrent's title.

• For example, Concurrent, Jane Doe, Disability Support.

Please email Kari Rice if you have additional questions.

 

Poster and video format:

• What is a Poster Session?

• A Poster Session is a selection of of e-posters and poster presentation videos grouped by the Topic area they were submitted under.

• Posters will be on-demand and conference attendees can view the posters at their leisure on the conference meeting platform starting November 10.

• Will attendees be able to ask questions to poster presenters?

• There will be a live Q&A session for each poster topic area where attendees can ask questions about posters and other content and presenters can answer them. Two live Q&A sessions will be hosted from 3:30-4:45pm ET on Monday, November 15 and Tuesday, November 16. The two sessions will be split by topics. View the topics for each day on the agenda tab. Note: Poster presenters will not be presenting during this time but answering questions that attendees may have about their specific poster.

• What is the format of the e-posters?

• Posters should be submitted as an accessible PDF with alt/text. See the Accessibility & Inclusion page for resources on creating accessible posters.

• Do presenters also have to submit a physical poster?

• No, presenters do not have to submit a physical poster for this year's conference.

• Do poster presenters have to submit a video to go with the e-poster?

• The video is not required, but encouraged. 

• What is required if I do submit a video?

• Submitted as a Mp4.
• Must have captioning.
• Can't be longer than 3 minutes.

• Can I have a handout(s) included with my poster and, if so, what is the required handout format?

• Yes, presenters can include additional handouts with their poster.
• These should be submitted as an accessible PDF.

Accessibility and related requirements:

• Are captions required for my poster video presentation?

• Yes, all poster video presentations must have captioning when submitted.

• How do I add captions?

• Please see the following link on how to captions do it yourself: http://info.3playmedia.com/rs/3playmedia/images/DIY-Brief.pdf

• How accurate does my captioning have to be?

• We suggest that you review the transcript of your presentation to check the accuracy of the captioning.

• How do I get a transcript?

• Zoom can automatically generate a transcript of audio. More information about the feature is at the following link: https://uvacollab.screenstepslive.com/s/help/m/integrations/l/1075541-how-can-i-add-an-audio-transcript-to-my-zoom-recording.

• Do poster presenters have to include Alt/Text (image descriptions) in the e-poster?

• Yes, all e-posters must include Alt/Text for accessibility.

• If I create a poster in PowerPoint and add accessibility features to the poster in that program, will the accessibility transfer over when I save the poster as a PDF?

• Yes, the accessibility features will carry over to a PDF.

• Will screen readers be able to access the e-posters or videos?

• Yes, screen readers can access all content during the conference.

• Will people be able to access hyperlinks on e-posters?

• If an e-poster has a link to a video or an external website, the attendee will be able to follow or view that link as long as it points to another URL.

• What if I submit an e-poster that's not accessible?

• If an e-poster does not meet AUCD's accessibility requirements, we will send it back with instructions on the areas that need to be updated. 

Schedule:

• What is the deadline for submitting the posters?

• October 8 is the deadline for submitting the e-poster, video, and any handout(s).
• AUCD cannot accept any content or changes to content after this date.

• How do I submit the e-poster, video, and handouts?

• Please submit the e-poster, video, and handout(s) to the Dropbox at the following link: www.dropbox.com/request/HmhhYUtBID1FiJJwzaRp

• All files submitted should read Poster, the presenter's name, and poster's title.

• For example, Poster, Jane Doe, Disability Support.

Please email Kari Rice if you have additional questions.