Presenter FAQs

FAQs | Presenter FAQs | Virtual Conference FAQs



1. As a presenter, do I need to register for the conference?

2. Will OLC cover any other conference-related expenses for presenters?

3. When is the last possible date I can submit changes to my presentation information?

4. Does OLC require a final paper submission?

5. Does OLC allow virtual presentations?

6. Does OLC allow virtual Discovery Session presentations?

7. Does OLC provide laptops for presenters to use?

8. Does OLC have a special room rate at the hotel for conference presenters and attendees?

9. How do I find out when I am scheduled to present?

10. Will my presentation be live webcast? If so, what are the guidelines for live-stream presenters?

11. Will my presentation be evaluated?

12. Who would I ask if I needed technical help during my presentation?

13. May I bring hand-outs for my presentation?

14. May I promote my session on Twitter?

15. What should I do when I arrive for the conference?

16. I am presenting a Discovery Session at the conference. How do I prepare for it?

17. I am presenting a pre-conference workshop. How do I prepare for it?

18.  How do I upload my presentation to the OLC website for others to access?

19.  Do you provide flipcharts in the presentation rooms?

The following guidelines are meant to help you with your preparations to present at the conference. Should you have additional questions after reading these guidelines, please contact the OLC Conference Management Team at


1. As a presenter, do I need to register for the conference?

Yes, all presenters are required to register in advance of the conference. Presenters must register and pay the registration fee no later than August 14, 2015 in order to avoid potential session cancelation. The registration fee table can be found on the registration page.

Any presenter unable to register by August 14 should contact Christine Hinkley, Director of Conferences, at with a description of the issue and the time frame you expect it to be resolved within. Sessions without a lead presenter registered by August 14 will be removed fromthe program.  Un-registered co-presenters will be moved to additional author status, indicating they were involved with the abstract submission but are not presenting at the conference.


2. Will OLC cover any other conference-related expenses for presenters?

No, OLC does not cover any other conference-related expenses for presenters. As a non-profit, OLC is unable to provide assistance for travel or lodging expenses to presenters. Presenters are responsible for their own travel and lodging expenses, including all taxes and fees on said travel and lodging expenses.


3. When is the last possible date I can submit changes to my presentation information?

The final date presenters can submit edits to their abstracts or submit co-presenter information is August 14, 2015. Any changes submitted after that date will not be included in the printed Schedule at a Glance and may or may not be updated on the website and mobile app.

Any changes to presenters, session descriptions, etc. must be submitted no later than August 14 to


4. Does OLC require a final paper submission?

No, OLC does not require a final paper submission. Your presentation is your final product. We require presenters to upload a final presentation by October 1, 2015 to the presenter's session page so that it is available to conference attendees. This material, along with the full abstract and information about the authors, becomes part of the conference materials that remain on the website.

Conference presenters are invited to submit full journal papers to OLC's Online Learning after the completion of the conference.  For more information on journal submissions, visit our OLC Online Learning Journal webpages.


5. Does OLC allow virtual presentations?

OLC's policy on virtual presentations is that the lead presenter must register for and attend the conference on-site. A co-presenter may be brought in virtually and must pay the virtual attendee registration fee. OLC does not provide IT support or cover the cost of any additional technology required for virtual presenters.


6. Does OLC allow virtual Discovery Session presentations?

OLC's policy does not allow for virtual Discovery Session presentations, due to the 1:1 nature of these sessions.  Each Discovery Session must have a lead presenter register for and attend the conference on-site. Virtual co-presenters are not allowed for this session type.


7. Does OLC provide laptops for presenters to use?

No, OLC does not provide laptops for presenters.

Each room is equipped with an LCD projector, a wired Internet connection to the podium, laptop audio output capability, a podium, screen, microphone (where applicable) and wireless internet for attendees. Computers are not provided. Each presenter must bring his own laptop. LCD projectors are installed with a universal VGA cable to accommodate both PC and Macintosh systems. Make certain that your computer is properly configured and all the necessary plug-ins have been pre-loaded prior to your presentation.

Breakout room display screens will be set up for 4:3 aspect ratio presentations.

If you are using a non-PC device to present, be sure to bring the appropriate adapters. If you are presenting using an Apple Macintosh computer, PLEASE remember to bring your video adapter – specifically, the adapter that converts your computer’s video output to VGA. A VGA connector looks like the standard 15-pin monitor connector.

In addition, because of the idiosyncrasies of internet traffic, you should consider loading Web pages onto a flash drive rather than trying to call them up live. If you have technical questions or other A/V needs not mentioned above, please contact


8. Does OLC have a special room rate at the hotel for conference presenters and attendees?

Yes, OLC has contracted for a special room rate at the Walt Disney World Swan and Dolphin Resort, where the conference will be held. Attendees of the conference must book their hotel room through the conference website no later than Friday, September 18, 2015 in order to receive discounted rates starting at $194++* per night plus taxes and fees.  *The conference room rate includes a mandatory resort service package fee of $10 per day. The resort service package includes: unlimited in-room high speed Internet access, up to 60 minutes of free local, toll free and credit card access calls (10 cents a minute thereafter), 20 minutes of domestic long distance calls per stay, 2 bottles of water daily, and unlimited access to the resort's health club facilities. The special conference rate also applies for three days prior to and three days after the conclusion of the conference. You will be able to make your hotel reservations using the reservations link on the travel page.


9. How do I find out when I am scheduled to present?

The conference website will have a complete listing of sessions where you may find the date and time assigned for your presentation. After the schedule is published, you may search for your presentation date/time/room assignment. You may search a number of ways – by track, by presentation type, date, etc. – to find your presentation. There are links for types (interactive workshop, information session, Discovery session) at the top of the page; once there, hit ‘Control F’, type in your last name, and it will highlight your name showing you where your listing is. Click on the link for your presentation and you will see the full description for your session.

Please refer to the conference website if you are uncertain about your presentation type or length. It will be listed as part of your presentation description.


10. Will my presentation be live webcast? 

Certain sessions have been designated for live webcast from the conference for virtual attendee viewing. Please review the live webcast schedule to determine if your session has been designated for broadcast. If so, at least one presenter from each broadcast session must complete the presenter release form. Please note that the release form asks the lead presenter for each live streamed session to upload a profile picture which will be used in the streamed session catalog. The size of the image should be at least 300-400 pixels wide (a few inches).

Beyond the release form, minimal additional preparation is required for live-webcast presenters. You will have a session chair at your presentation to introduce your session as well as monitor questions during the broadcast from virtual attendees and present those to you on their behalf during Q & A. Your session chair may make contact with you prior to the start of the conference.

If you are a live-stream presenter, we ask that you:

  • Design with a virtual audience in mind:
    • Open with an interesting story or interactive activity to engage both audiences
    • Incorporate interactive features (i.e. polling, Q&A, Twitter) to engage virtual attendees at the beginning, middle and end
    • Plan content in small segments that allow for discussion breaks or interactivity (no more than 7-10 minutes without a break for question or interaction)
    • Minimize information on slide
    • Plan to ask questions of the entire audience and seek responses from virtual attendees before you respond
  • Deliver an interactive session:
    • Arrive in your physical session location a few minutes prior to the session to meet your session chair and agree on a signal that will indicate there are questions from the virtual audience.
    • Provide information on interactive features (i.e. polling information), so all information is available to the virtual audience.
    • When a question is asked by an in-person attendee, repeat the question if he/she does not use a microphone, before answering it.
    • Save time at the end of the presentation for audience Q & A (in addition to responding to questions during the presentation as applicable).
    • Thank both audiences for their participation.
  • Be sure to always use your microphone when speaking and answering questions.  If a member of the onsite audience asks a question without a microphone, please repeat it using your microphone so that the virtual audience hears both the question and your answer.
  • Do not run over your allotted time (50 minutes) for your session.  This includes approximately 40-45 minutes of presentation and 5-10 minutes for Q & A at the end.  
  • Insert the OLC-provided session evaluation reminder slide into the opening of your presentation.  Please include the virtual audience in your reminder that they may provide an evaluation of your session using the mobile app.

All webcast sessions will be available on-demand post-conference to all onsite and virtual attendees for 1 year. If you have any questions regarding the webcast sessions, contact the conference management team at

Please take a moment and look over these guidelines and documents if your presentation is scheduled to be webcast:


11. Will my presentation be evaluated?

Yes. Each session has a link on the website and in the mobile app that allows attendees to complete session evaluation forms online.  All session evaluations will be collected, tabulated by the conference management team, and the results sent to you in the weeks following the conference. Keynote and plenary presentations will have their evaluations gathered in the online post-conference survey.


12. Who would I ask if I needed technical help during my presentation?

Each session will have either a session chair and/or a door monitor. All live-webcast sessions will have a session chair and a door monitor, who will notify the AV manager if the presenter is having technical issues, introduce the presentation to the onsite and virtual audiences, monitor the live webcast, and collect virtual attendee questions to pose to the presenter(s) during Q & A.  

Non-webcast sessions will have door monitors, who will report technical issues to the AV manager.   Door monitors will scan attendee badges as they enter the session.  The data collected is used to assist OLC with future program scheduling.


13. May I bring hand-outs for my presentation?

Due to the number of presentations, we are unable to make photocopies of any presentation materials, either onsite or prior to the conference. We encourage you to post your presentation and any support materials to the conference proceedings repository. If you feel you must provide handouts during your presentation, we recommend bringing at least 35-50 copies. If there are extra handouts, you may bring them to the Registration Desk and they will be displayed for others to pick-up.


14. May I promote my session on Twitter?

Yes! Lets work together to create some buzz about your participation in this conference! Please promote your own presentation as well as the conference in general to your colleagues and social networks. The Twitter handle is @OLCToday; the hashtag for this conference is #olc15. Feel free to create hashtag for your own presentation as well. You are able to designate a customer hashtag when you claim your session after acceptance through the CFP. We also suggest you post hashtags at the start of your session and encourage attendees to use them.  Additionally, the OLC marketing department has provided some pre-written social networking messages; feel free to use them!  


15. What should I do when I arrive for the conference?

  • Pick-up your name badge at the conference registration desk
  • Check the website to verify your session time/room. Last minute changes are always possible.


16.  I am presenting a Discovery Session at the conference. How do I prepare for it?

  • Presentations should be made via Powerpoint, Keynote or other method on your computer.
  • There will be three Discovery Sessions, Wednesday 1:45-2:30pm, Thursday 11:15am-12:00pm, Thursday 3:30pm-4:15pm.  You may set up for your Discovery Session in the Exhibit Hall up to an hour prior to the start time of the session.  You will find signs on the tables in that area indicating in which space you should set-up your equipment.  Sessions are arranged in 7 sections of 5-6 presentations each. You will be assigned a session and a section and position within that session.  Your assignment can be found in the session listing in the printed program, mobile app, or on the conference website.
  • Do not leave your laptop unattended at anytime in the Discovery Session area. We recommend instead that you leave the concurrent session just prior to your Discovery session a little early to give yourself plenty of time to set-up your laptop for your Discovery Session presentation. 
  • New this year, there will be 1 Discovery Session presentation at each small round table. When you enter the room (at this conference, it is in the Atlantic Hall exhibit area) to set-up, you will find a signs hanging from the ceiling indicating the section and position location of your session. Discovery Sessions are located in seven smaller groupings throughout the exhibit hall this year and are assigned a Section (A, B, C, D, E, F, G) and a Position (1, 2, 3, 4, 5, 6) within each section. Please look for signage in the exhibit hall to locate each Section. If you are presenting a Discovery Session, please make note of your Session Time, your Section, and your Position.
  • A chair will be provided for the presenter, although don't expect to sit much - there is a constant flow of traffic as attendees flow through the room to visit the various presentations.
  • Each presenter must bring their own laptop from which to present. The conference does not provide laptops for presenters. We will provide electricity to your table so that your device remains fully charged throughout the session.
  • There is no right or wrong way to present your Discovery Session. There are no specific requirements, other than they be conducted electronically on a laptop or other electronic device (such as an iPad).
  • In general, we recommend a short series of PowerPoint slides (no more than 5) that hit your key points and are visually appealing to draw attendees to your table. The Discovery Session is 45 minutes long, so you will be starting and stopping the slide show repeatedly as attendees come and go from your table. Expect to repeat your short presentation multiple times.
  • There will be wireless internet available during your presentation. Should an attendee show great interest in your subject and want to get into a deeper discussion with you, we recommend you have other materials (a longer PowerPoint, links to key internet sites, etc.) available and easily accessible.
  • It is especially important for Discovery Session presenters to upload your Discovery Session presentation and any support materials (including handouts) to the conference repository prior to the conference. There are around 35 Discovery Sessions occurring during each session for a total of about 100 Discovery Sessions throughout the conference, and attendees will want to view in the conference repository any Discovery Session they miss. If you have questions on how to "claim" your page on the website to do this, please contact OLC Conference Tech Support at
  • Handouts can be uploaded to the repository. However, if you feel you must have some hard-copy handouts on hand, please print them and bring them with you. We are unable to print those for you onsite.
  • Finally, please note that there is no laptop audio output provided in the electronic Discovery Session.  It is simply too loud to be able to use audio output of any type during your presentation.


17. I am presenting a pre-conference workshop. How do I prepare specifically for this type of session?

  • GUIDELINES ON PRESENTING YOUR PRE-CONFERENCE WORKSHOP SESSION: (What to cover; how to engage; breaks, etc.) Workshops should be designed with specific, identifiable learning outcomes for participants and provide participants with tangible "take-away" information, models, and/or products with multiple opportunities for collaborative and/or interactive group activities to engage participants in a more in-depth look into the topic and related technological tools. Presenters must describe how participant engagement will be used to achieve participant learning outcomes. Presenters must account for questions, answers, and/or whole group discussion within the course of the workshop.
  • TIME, DATE & LENGTH OF INTERACTIVE WORKSHOPS: All pre-conference workshops take place in the Dolphin Tower on the Convention Foyer/Lobby Level.  Be sure to check the program for your presentation date and time.  The easiest way to search is to Ctrl+F and type in your lat name.The Pre-Conference Workshops will be held on Tuesday, October 13 and Wednesday, October 14. Wednesday AM workshops are all 3 hours in length (8:30am- 11:30am).  Coffee and light snacks will be available in the hallway for workshop participants.  We recommend that you arrive 15-20 minutes early to prepare and set up any necessary configurations needed for your session. A box lunch will be provided for at the end of the workshop session on Wednesday for workshop presenters and workshop attendees only.  For Tuesday, only the Quality Scorecard workshop will have lunch provided during the 12:00pm-1:00pm lunch break.
  • ROOM LAYOUT: Workshop rooms hold anywhere from 40 to 70 people, with crescent round seating for 6-8 people per table.  There will be a podium and head table for presenters in the front of the room.
  • PRESENTATION TECHNOLOGY:  Each room is equipped with an LCD projector (4:3 aspect ratio), a wired Internet connection to the podium, laptop audio output capability, screen, microphones (where applicable), and wireless internet for attendees. Rooms are not equipped with computers; presenters must provide their own computers. The conference does not provide laptops for presenters. We recommend you bring any specialized conversion cables along with you. We will provide electricity in the back of the room for attendees and at the podium for the presenter(s) so that devices remains fully charged throughout the session. In each room, you will find information regarding equipment set-up. Technicians will be roaming the rooms to assist if needed. Please do not leave your laptop/presentation material unattended at any time during the Pre-Confeorence Workshop Session area.
  • PARTICIPANT TECHNOLOGY PROVIDED: Pre-Conference Workshops leaders must explicitly note what technology participants are expected to bring along with them to the session. No in-room computers are available. PLEASE NOTE- we indicate that these sessins are BYOD, but not all participants will be able to bring computers or tablets. Wireless connectivity is provided for participants.  If you have specific instructions for your pre-conference workshop attendees, please email so that we can add those instructions to your session description.  We also recommend emailing your attendees directly (an attendee list will be provided pre-conference) to welcome them to your workshop and provide specific preparation instructions.
  • PRIOR TO THE CONFERENCE: We ask that all Pre-Conference Workshops presenters upload their presentation and any support materials (including handouts) to the conference repository prior to the conference. Since there are a large number of Pre-Conference Workshop Sessions occurring during this time period, attendees will want to view in advance the conference repository to determine whether to participate in a Pre-Conference Workshop. You will likely have a few additional signups the day of your pre-conference workshop. If you have questions on how to "claim" your page on the website to do this, please contact OLC Conference Tech Support at
  • HANDOUTS/DOCUMENTS FOR PARTICIPANTS: Handouts should be uploaded to the repository associated with your Pre-Conference Workshop session (due October 1, 2015). If you wish to use hard-copy handouts during your workshop, please print them in advance and bring them with you. We are unable to print onsite.  Otherwise, we recommend advising your attendees to print materials you have uploaded prior to their arrival at the conference.
  • Please note that computers are not provided for this or any session, therefore all sessions are designated at BYOD (Bring Your Own Device). Each presenter must bring his own laptop/device, and must specify what device requirements are expected of participants attending the worksh


18. How do I upload my presentation to the OLC website for others to access?

We ask that you do this prior to October 1, 2015.

As lead presenter of a session at the conference, you are responsible for uploading your final presentation and materials. If you have already uploaded your final presentation, please disregard this email. By following these instructions, you will be able to:

  • Upload your final presentation and any supplemental files
  • Add any additional notes about your session

Lead presenters are responsible for uploading presentation materials. If you will be delegating these responsibilities to a co-presenter who has already claimed the session, please forward this message to the appropriate person. Conversely, if you cannot find a claimed session under your own name, it is possible that a co-presenter has previously claimed it or that you have not yet claimed your session. If you have any questions, please email

Why should I complete this process?

  • Providing your final presentation is essential to providing a quality conference experience. Once completed, the collection is published on our website as part of the conference proceedings and made available to other conference attendees. Attendees will receive a link in the final conference update email to activate their full conference access on the website, including access to presentation materials and streaming sessions.
  • If you are seeking tenure, you might be able to use this to indicate contribution to your field if your institution uses peer-reviewed accepted conference presentations as potential tenure review criteria.

Note: Reading these instructions and completing this task should take you no more than 10 minutes. If you prefer, we have a short video that illustrates the process


Step 1: 

Log into your OLC account FIRST! (This is the account you used to claim your session and confirm your presentation slot. You MUST be logged in to upload files to your session page.) 


Step 2: 

Go to and find the appropriate session under My Sessions.  (Note: if you have not claimed your session yet, search for your Last Name or Paper ID number in the search box, find your session in the search results, and click the "This is my session!" button.)  


Step 3: 

Select "Upload Final Presentation" from the My Sessions page. 

Upload Final Presentation


Step 4: 

Upload your file: 


1.) Click on the "Edit" tab. 



2.) Choose your presentation file that is located on your computer. 



3.) Select the "Upload" button. 


4.) Scroll to the bottom of the page and select "Save". 


Key points to remember: 

  • If you return to, you will be able to see any sessions you have claimed. Also at this page, you will find links to your session's evaluations after the conference.
  • Alternatively, if you are logged into your user account, you may go to the All Sessions Listing, ctrl+F to search for your name/presentation, open your session page, and click on the "Edit" tab to upload your final presentation and supplemental materials.
  • You may upload a revised version of your presentation at any time leading up to the conference by following these steps. 
  • IMPORTANT: Once you've browsed for your file and selected the upload button (image above), remember to scroll down to the bottom of the page to submit / save the page.
  • Complete your OLC user account profile!
  • If you have any problems with this process, contact
  • If you continue to have problems, stop by the on-site registration desk and we will help you get your presentation uploaded.

Thank you! We truly appreciate your contribution to this year's conference and look forward to seeing you in Orlando.


19.  Do you provide flipcharts in the presentation rooms?

No, OLC does not provide flipcharts for presenters to use in the presentation rooms except to workshop presenters on request. We recommend that you start a Google doc and project it as your "flipchart"  and then share the doc with any participants who want access after your presentation.

If you are presenting a pre-conference workshop and would like to request a flipchart, please email with your request.