Important Due Dates

Email your photo

If you haven’t submitted a photo to the Guild, please do so.

• Email your photo to Juli Balding.
• Photos must be in color, formatted to be a minimum of 300 dpi, 4”X6” and in TIFF, JPEG, or PNG formats.
• Name the file “Lastname_Firstname.jpg” for example “Kelly_David.jpg”.
• It will be formatted and used on the event website and in other event materials.

Review session description and speaker bio

• Your session description and speaker bio will be online at the event website.
• Review and verify session description and speaker bio.
• Send any minor edits to Juli Balding.
  • Copy and paste edited information from the website to a Word doc.
  • Use the MS Word “track changes” option when editing, or indicate your edits with bold red text.

• Edits may be modified to meet Guild Standard Practices.

Confirm your Audio/Visual needs

• If you have special needs for your session, it is your responsibility to contact Juli Balding by this date. You will receive an email about 2 weeks prior to the date which will give you the opportunity to submit this information.
• Concurrent session rooms will have the following:
  • Theater style seating with a head table to present from.
  • One(1) HD LCD projector with HDMI input
  • One(1) Projection screen 16:9 Aspect Ratio
  • Wireless Internet connectivity
  • Speakers for your laptop
  • One (1) flipchart
  • NOTE: Microphones are ONLY available in large rooms.
• Stage sessions will have the following:
  • Theater style seating with a small head table to present from.
  • One(1) HD LCD projector with HDMI input
  • One(1) Projection screen 16:9 Aspect Ratio
  • Speakers for your laptop
  • Wireless internet connectivity
  • One (1) flipchart
  • Microphone
  • NOTE: Stage sessions take place inside the expo hall or in the foyer space just outside the expo hall.
• Pre-conference Workshop rooms will have the following:
  • A head table to present from
  • One (1) HD LCD projector with HDMI Input
  • One (1) projection screen 16:9 Aspect Ratio
  • Wireless internet connectivity
  • Audio speakers for laptop
  • One (1) flipchart
  • Seating configuration will be determined based on your feedback.
  • NOTE: Microphones will only be provided for large rooms.

SPECIAL NOTE FOR ALL PRESENTERS: The A/V company provides HDMI connection projectors. If your device has an VGA output connection please advise us. For slide decks: Projectors will be able to accommodate slides in both 16:9 format. The resolution of screens will be 1920x1080. Any requests for specialized adapters must be done in advance of the conference.

Morning Buzz topics due

• Morning Buzz run Tuesday – Thursday, 7:30a – 8:15a
• Suggested topics should be discussion based.
• You would act as the facilitator to keep the conversation moving.
• These are discussion groups, not formal presentations. As such no audio/visual will be provided in the rooms, and a presentation/materials should not be created.
• Additional information will be sent out two weeks prior to the deadline.

Co-presenters MUST REGISTER AND PAY for the event

• Please register and pay by this date.
• Follow the instructions listed on the Speaker Registration Information page.
• Payment for co-presenters must be received by April 26, 2017, in order to receive the discounted co-presenter speaker rate.
• If you have any questions about registering, contact Juli Balding at +1.707.566.8990, Ext. 329.

Pre-conference attendee draft email due (for workshop presenters only)

• This is your opportunity to provide your workshop participants with additional information prior to their arrival. Information may include:
  • Your contact info should they have questions leading up to the event.
  • Software to be downloaded (provide links for downloads or trial versions when applicable).
  • Special equipment they need to bring.
  • Links to resource files you want participants to have access to before, during and/or after the event.
  • Suggest that participants arrive early to ensure the start time of the workshop is not delayed.
  • Keep information short, clear and concise to increase chances that it is reviewed by participants.
• If you choose not to submit personalized content for an email the Guild will send a general email on your behalf which will include your email address for attendee questions prior to the workshop.
• Note: Not all participants may receive/review this information so you should come prepared to share this same information at the start of class.

Pre-conference workshop materials due

• All materials MUST be received in electronic format
• Send via email attachment to Juli Balding.
• Do NOT send a PDF of your session materials!
• Send the original files so we may insert the event handout cover.
• For information about session materials, click here.
• Materials for pre-conference workshops will NOT be posted on the Event Resource Page.
• This is the drop dead submission date. If we do not receive your materials by this date, YOU are responsible for making copies of your materials and for any related costs, including, but not limited to, copy and shipping costs.

Deadline for special room rate at event hotel

• Please make your hotel reservations by this date.
• You are responsible for making your own hotel reservations.
• We recommend you make your hotel reservations as soon as possible, because our hotel room block consistently sell out.
• Click here for hotel reservation information.

Concurrent & Stage session materials due

• All materials MUST be received in electronic format.
• Send via email attachment to Juli Balding.
• Do NOT send a PDF of your session materials!
• Send the original files and we will convert them to PDF and insert the event cover page or title slide.
• Please submit only finalized files.  If you are not able to meet the deadline please contact Juli Balding by or before this date.
• For information about session materials click here.
• Materials for sessions will only be posted on the Event Resource page. PDF files only will also be made available through the mobile app.