Workshop Presentation Guidelines

Workshop Presentation Guidelines

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Thank you for participating as a workshop presenter at one of the two unique workshop offerings at CampusEnergy2023 - Thermal Distribution or Decarbonization. Here, you will find the necessary resources to enable a seamless presentation.

Thank you for agreeing to speak at CampusEnergy2023. This is shaping up to be our most comprehensive educational program ever and we thank you for being a part of it.

You are scheduled to be a presenter during one of CampusEnergy2023's unique workshops - Thermal Distribution or Decarbonization. This means you will be speaking on Monday, February 27. Please consult the Thermal Distribution Workshop Program or the Decarbonization Workshop Program for the date/time you are scheduled to speak.

This Speaker Resource Page is designed to give you a “one-stop shopping” guide for everything you need to know or consider before you step on to the podium in at the Gaylord Texan Resort & Convention Center.

Please bookmark this webpage as any pertinent updates will be made here. IDEA staff will also send you a short email alerting you of any major updates to this page. We’re hoping that having this webpage as a reference will cut down on the length and number of emails we send to you from now until the conference.

In addition, on Monday, February 27, there is a Speaker and Moderator Orientation Meeting at 7:20am (with a delicious free breakfast) to help get you acclimated and meet your moderator and IDEA Staff members for last-minute questions.

If, at any point, you have any edits to the session title or the presenter(s) associated with your session, please contact Jason Beal or Emily Riskalla at speakers.idea@districtenergy.org as soon as possible.

Important Upcoming Deadlines

Wednesday, January 11, 2023 - Submit PowerPoint & PDF of Presentation for IDEA Review 

Wednesday, February 8, 2023 - Submit Video Presentation 

Submitting Your PowerPoint and PDF

Submission Due by Wednesday, January 11, 2023

Workshop speakers are required to deliver a PowerPoint presentation, on stage, in front of a live audience. Speaking virtually is not an option for CampusEnergy2023.

IDEA must receive your presentation files by Wednesday, January 11, 2023, so that we can review and approve your content. This PPT file will be uploaded to the IDEA laptops, stationed at the podium, for you to use onsite.

We also require that you provide a PDF of that PPT presentation. This PDF will be displayed in the Event App for in-person attendees.

 PowerPoint Format Requirements:

  • IDEA recommends using the CampusEnergy2023 PowerPoint Template for your presentation. While you are not required to use it, please review as it does map out the flow of the presentation. Whether you use the template or not, we ask that your presentation slides begin with the first slide in the template deck (the slide including the meeting image).
  • PPT should be in 16:9 widescreen presentation ratio.
  • Font size on slides should be no smaller than 25 pt.
  • Slide content must be presented and written in English.
  • Your presentation is slotted for a total of 25 minutes. Please plan for 18-20 minutes of presentation and 5 minutes of Q&A with the audience, this should amount to 20-25 slides including:
    • The first slide in the template should be the first slide in all presentations.
    • The second slide should include your presentation title, company name(s) and logo(s), and name of the speaker(s)
    • One or more slides introducing the problem
    • Solution slides featuring a Case Study/Project
    • Lessons Learned
    • A “Q&A” Slide (see second-to-last slide in attached PPT file)
    • Thank You Slide with company logo, speaker name(s) and contact info

Content Requirements:

  • Case studies and project data must be included. Please present technologies, equipment, tools, etc. within the context/application of a case study/project.
  • NO COMMERCIAL CONTENT ALLOWED (e.g. equipment/product cut sheets, product catalogs, company profiles, “About Us” slides, marketing slides)
  • No speaker photos. Speaker photos and bios will be made available on the IDEA2023 website and event app.
  • No comparisons to other vendors’ and/or competitors’ products.

Submission Requirements:

Once completed, your PPT and PDF files need to be sent to the Speaker Resources Center.

Important – when submitting your files (PPT and PDF), please use the following naming convention when sending your files. See below:

Workshop Name/Track Position and Last Name(s) of presenter(s)
Example: (TDW1.2_Riskalla)

For Workshop Name: Use TDW for Thermal Distribution Workshop, or DECW for Decarbonization Workshop

  • You can find your assigned workshop and position on the conference program. You can view the workshop programs to find your Workshop and Track Position.
  • Once completed, the PowerPoint Presentation (.pptx) AND a PDF version should be uploaded to the Speaker Resources Center by Wednesday, January 11, 2023.
  • If there are multiple presenters for your presentation, please submit your files on only ONE of the speaker's accounts. Please do not have an assistant upload for you as all records are tied only to a presenters email address and contact information.
  • To upload to the Speaker Resources Center, click the “log in” button on the top right-hand corner of the Speaker Resources Center page. Once there, you will see a tab for “My Tasks”. Select the task “Upload Presentation Materials” to upload directly to our website.
  • If your presentation is greater than 250 MB, please upload to IDEA’s WeTransfer site: https://internationaldistrictenergyassociation.wetransfer.com/
  • All speakers must submit PowerPoint Presentations in accordance with the presentation guidelines and by the submission deadlines. Failure to submit presentations by the submission deadline could result in removal from technical program.
  • The conference Technical Committee may make suggestions to improve presentations as needed. The deadline for any necessary changes will be communicated directly to you. NO ONSITE CHANGES WILL BE ACCEPTED.
  • Please note: You are only allowed to submit your presentation once (unless we request changes). This eliminates multiple versions being sent for us to sift through. Please contact Emily Riskalla at emily.idea@districtenergy.org if you are having issues.

Recording Your Presentation

Deadline to Submit, Wednesday, February 8

As we have done for the past two campus conferences (and the past two Annual Conferences), we are asking that workshop presenters provide a video of their presentation (in mp4 format) as well. The video is due by Wednesday, February 8.

Do not record your video until IDEA has approved your PPT/PDF presentation.
Once your presentation materials and/or slides are uploaded, they will be reviewed and (barring any issues with content) approved by IDEA ASAP.

Why do I need to submit a video recording?

While much of CampusEnergy2023 is a hybrid event – allowing for in-person and virtual attendees – the workshops are an in-person only event. It will not be available to virtual attendees. However, we still ask you to submit a video recording that will be used as a back-up in case you are unable to attend and will be shared with workshop attendees.

How Do I Record A Video? 

Your video does not have to be a Spielberg production. We have found that scheduling a Zoom meeting between presenters (or recording a meeting with yourself if you are a single presenter), while sharing your slides is the easiest way to do this (Microsoft Teams can be used as well). Hundreds of speakers have successfully produced session recordings over the past two years, often finding it a helpful ‘dry run’ for their poster presentation.

IDEA will be putting together a helpful cheat sheet on how to record in the next week, but it should be relatively self-explanatory if you or someone is your organization is familiar with Zoom. If you have questions about how to record your session, please contact Jason Beal at jason.idea@districtenergy.org.

 A few notes about the recording:

  •  If you are the only presenter in your session, we recommend you schedule a Zoom call with an off-camera employee who can record it for you so that you can focus on your presentation.
  • Once completed, the .mp4 version should be uploaded to the Speaker Resources Center by Wednesday, February 8, 2023.To upload to the Speaker Resources Center, click the “log in” button on the top right-hand corner of the Speaker Resources Center page. Once there, you will see a tab for “My Tasks”. Select the task “Upload Presentation Materials” to upload directly to our website. If your presentation is greater than 250 MB, please upload to IDEA’s WeTransfer site: https://internationaldistrictenergyassociation.wetransfer.com/
  • As with your upload of PDF/PPT, make sure you name your mp4 using the naming convention


    Workshop Name/Track Position and Last Name(s) of presenter(s)

    Example: (TDW1.2_Riskalla)

    For Workshop Name: Use TDW for Thermal Distribution Workshop, or DECW for Decarbonization Workshop

  • A confirmation email will be sent upon receiving your presentation; if you do not receive confirmation then the presentation was not received.


This prerecorded mp4 file must be delivered to us by Wednesday, February 8 to ensure we have enough time to upload into our online platform.

Onsite: Meeting Room Logistics

You’ve completed the PPT. You’ve recorded the video. Now you just have to get up on stage and give your presentation. Here’s what you need to know.

Workshop Presentations will take place in one of two workshop meeting rooms (room number for each workshop is included on the workshop programs), with presenter(s) at the front of the room, on stage, speaking from a mic’d podium. A table will also be on stage for presentations with multiple presenters, allowing them to sit while waiting for their turn to speak.

At the podium will be an IDEA laptop with your PPT presentation preloaded on it. The room will also include a screen and audience microphone for questions. An AV tech and an IDEA staff member will also be on hand to assist you.

IDEA asks that all speakers for each presentation be present in the room for their time block, ready to go on stage when it is time for their presentation to begin.

Once your presentation has concluded (18-20 minutes), the moderator will field questions from the audience.