糖心视频

Program Coordinator Guidelines

Your role as coordinator is to ensure the content of your program achieves the stated learning objectives. Therefore, it is important to manage your program and communicate all necessary information with 糖心视频 staff, the Annual Meeting Program Committee (AMPC)聽member liaison, and your program speakers to ensure a successful presentation. Please note all programs are assigned an AMPC liaison.

To ensure programs run smoothly, coordinators are required to conduct a virtual 鈥渞un-through鈥� of the program prior to the live presentation at the conference. The AMPC liaison assigned to your program will assist with this step and help you meet planning deadlines.

If you have any questions about the information below, please contact elearning@aall.org.

  • IDENTIFYING/CONFIRMING SPEAKERS

    • Please contact your speakers to obtain firm commitments regarding their program participation. If your AMPC liaison made suggestions to change, add, or reduce speakers when informing you of your program鈥檚 acceptance, please keep these recommendations in mind when contacting speakers.
    • All program coordinators must confirm their program speakers and moderators’ participation by submitting the Speaker Confirmation Form to 糖心视频 from the Presenter Portal.
    • Prior to the Conference, speakers will be added to the conference app and will be invited to update their profiles. If you need to report a speaker cancellation or replacement, please contact elearning@aall.org as soon as you become aware of this.

    糖心视频 MEMBERS SPEAKING ON PROGRAMS

    糖心视频 members coordinating, moderating, or speaking on Annual Meeting programs must purchase either a full conference registration or a single-day registration valid for the day of their program. 糖心视频 does not pay honoraria to 糖心视频 members for presentations at programs during the Annual Meeting & Conference.

    NON-糖心视频 MEMBERS SPEAKING ON PROGRAMS

    糖心视频 will provide a complimentary single-day registration for nonmember speakers who work outside the legal information profession who would not otherwise be an 糖心视频 member or have previously been a member. Program Coordinators should email elearning@aall.org聽to confirm their nonmember speakers鈥� registrations.

    糖心视频 does not provide honoraria to nonmember speakers, nor does it reimburse for travel, housing, meals, or other expenses. 糖心视频 may make limited exceptions to this policy in accordance with the Annual Meeting budget and the speaker鈥檚 ability to provide unique perspectives and contributions to the Annual Meeting program. If a nonmember speaker is requesting an exception to the 糖心视频 expense reimbursement policy, program coordinators must submit the Nonmember Speaker Reimbursement form through the Presenter Portal. Requests will be reviewed in the order that they are received, and you will receive notification of a decision via email. Please note if nonmember speakers on independently produced SIS programs require honoraria or reimbursement of travel-related expenses, the sponsoring SIS is responsible for these costs and should work directly with the speaker.
    Please note all reimbursement requests will be reviewed and approved by 糖心视频. Please do not make any plans until you have received a final approval from 糖心视频.

  • COMMUNICATION WITH SPEAKERS

    PROGRAM TAKEAWAYS & DESCRIPTION

    • Provide speakers with the program description and takeaways. Include any comments and/or suggestions offered by the AMPC. Be realistic about the amount of information that can be covered in the time specified for the program. Your role is to ensure the content of the program meets the learning objectives, while encouraging speakers to meet deadlines,
    • Discuss your role with the speakers in advance of the presentation. In addition to being a program coordinator, you may also be a program moderator. The moderator鈥檚 responsibilities include introducing the program and speakers, moderating any discussion that may take place, and ensuing the program stays on schedule.

    PROGRAM FORMAT

    • Discuss the program format with your speakers. In most cases, the AMPC have accepted the format suggested in the initial proposal.
    • Discuss how much time each speaker should allot for their portion of the program. Share the names and contact information of each speaker with everyone on the program.

    PRESENTATION MATERIALS

    • Make sure speakers use the 糖心视频 presentation template for PowerPoint presentations.
    • Compile all speakers鈥� presentation files into a single file and provide it by June 27, 2026 for preloading onto the AALL-provided laptop in the room. Coordinators will upload it to the Presenter Portal, available by late April.
    • Free WI-FI will be available in the meeting rooms, but please do not rely on internet access for your presentation.聽Any audio/video files you plan to play during your program will need to be provided and preloaded in advance as well. If any website navigation or demonstration will be part of your program, plan to incorporate screen captures into your presentation file.

    MAINTAIN REGULAR CONTACT WITH YOUR SPEAKERS

    By frequently communicating with speakers about the program description and takeaways, you will help your speakers stay on track. We recommend that you make verbal contact with your speakers one to two weeks prior to major deadlines.

    Coordinators will be expected to:

    • Hold calls or virtual meetings with their program speakers.
    • Conduct a virtual 鈥渞un-through鈥� of the program prior to its presentation at the conference.

     

  • AMPC LIAISON ROLE

    • An AMPC liaison will be assigned to each program and will work with you and your presenters to support the program.
    • Your AMPC liaison will also assist you in meeting planning deadlines. Please reach out to your liaison if/when questions or problems arise. If your liaison is unavailable, you may also contact the AMPC Chair, Kelly Leong, or 糖心视频 staff at聽elearning@aall.org.

  • AT THE CONFERENCE

    MEET WITH YOUR SPEAKERS AHEAD OF TIME

    • Meet with your speakers prior to the program. Speakers often do not know one another, and it is important to introduce everyone (in person) before the program.
    • Confirm the order speakers will present and the length of time available for each presentation.

    ARRIVE EARLY

    Please make sure you arrive at your program room at least 10 minutes before the start of your presentation. An audiovisual technician will be in your meeting room to answer any questions you may have. Your presentation will already be pre-loaded onto the program room laptop.

    ROOM SET UP

    Presenters will be seated on a raised stage with standard conference chairs. There will be small side tables available for speakers to place their notes and water. We do not recommend wearing short skirts or shorts as there is not a head table.

    AUDIO-VISUAL EQUIPMENT & ROOM SET UP

    Program participants may not use their own laptops. All presentations must be uploaded to AALL-provided laptops before the Conference to ensure smooth transitions between presentations. Program coordinators must upload their presentations to their Presenter Portal by聽June 26, 2026.

    A standardized audio-visual equipment package will be provided in each room, including handheld microphones and lavalier microphones. There will be a projector and screen available for the presentations. The program room laptop will be placed on the podium on the stage so speakers can easily access it. There will be a clicker provided to advance the slides. We recommend speakers bring hard copies of their notes and talking points.

    WHAT IF A SPEAKER CANCELS AT THE LAST MINUTE?

    • Please contact 糖心视频 Staff and visit the Registration Desk immediately to let 糖心视频 staff know.
    • Determine if the program can still happen and discuss with remaining speakers how the program will flow.

  • DURING THE PROGRAM

    INTRODUCTIONS

    If you are the moderator and introducing speakers, please make sure you have the correct pronunciation of their names. If you are not the moderator, please make sure the moderator is doing this.

    Don’t forget to remind program attendees that 糖心视频 is offering live captioning services this year through Wordly! Attendees can access Wordly by scanning the QR code available in each program room with their phones or tablets. Those who need audio support are invited to use their own headphones.

    BE PREPARED TO KEEP SPEAKERS ON TRACK

    If you are the moderator, please make sure that speakers are staying within their allocated time. If you are not the moderator, please share this information with the moderator. Confer with the speakers ahead of time to arrange for a signal that will alert them to the time remaining. It is important that the session ends on time to allow for room and AV preparation for the next session.

    Q&A SESSION

    You and your speakers should decide ahead of time how much time will be allocated for questions from attendees. Most of the time, a Q&A period is scheduled at the end of the program. Occasionally, speakers prefer to answer questions immediately following their presentations. Knowing speakers鈥� preferences and informing the audience early will result in a smooth presentation. Ask program attendees with questions to use the aisle microphone and repeat the questions before a speaker responds.

    REMIND ATTENDEES TO COMPLETE PROGRAM EVALUATIONS

    Please remind the audience to complete the program evaluations. Program coordinators will receive a QR code that links to their program evaluation in their email. Please embed it into the last slide of your PowerPoint presentation so attendees can easily access it.

    Thank you for being a program coordinator! The AMPC and 糖心视频 headquarters are available to assist with any questions you may have.