Presentation Slide Template

Conference Program

Main Program Speaker Contract

Video Prerecord Instructions

Your Guide to a Successful CampusEnergy2025 Presentation

You’ve finished your slides and recorded your video. Now it’s time to take the stage and deliver your presentation! Here’s everything you need to know before you go on stage.

Speaker and Moderator Orientation Meeting
Burroughs Room, Harbor Level, Westin Seaport Hotel
7:00am on your presentation day (Tuesday or Wednesday)

On the day you are scheduled to speak at CampusEnergy2025 (either Tuesday or Wednesday), you are required to attend the Speaker and Moderator Orientation Meeting at 7:00am (with a delicious free breakfast) in the Burroughs room, located on the Harbor Level of the Westin Seaport.

Here, you’ll connect with your session moderator and finalize logistics with IDEA staff members Emily Riskalla and Jason Beal.

Presentation Room Logistics

Your Main Program Presentation will take place in one of five or six concurrent meeting rooms, depending on the day. The name and location of each room is included in the conference program and in the Event App.

Room Setup: The room set for all main conference presentation rooms is the same:

• Presenter(s) will speak from a mic’d podium on stage, front of the room.
• A 6' table will also be on stage for presentations with multiple presenters and/or for the moderator to sit.
• Audience Q&A microphone provided in the middle of the room.

Technology:

• An IDEA laptop (preloaded with your PPT from Education Harvester) will be at the podium.
• A large projection screen will display your slides.
• AV technicians and IDEA staff will be on hand to assist.

Each session track has a moderator who will do a quick intro of the session and speakers. To save time, your full bio will not be read (people can read it in the app).

An AV tech and an IDEA staff member will also be nearby when needed.

Please remember - sessions are 25 minutes long; 18-20 minutes for your presentation and 5-7 minutes for questions. The moderator will field questions from the audience.

The CampusEnergy2025 program is divided into session tracks, blocks of time in which multiple presentations on the same topic are given over that period of time.

IDEA asks that the speaker(s) for each presentation be present in the room at the beginning of session track time block, ready to go on stage when it is time for their presentation to begin.

While many of you have recorded presentations before, we have put together a How to Record Your Presentation Using Zoom cheat sheet for your review. If you have questions about how to record your session, please contact Jason Beal at jason.idea@districtenergy.org (please note, these instructions are from 2023, but still valid).

Deadline to Submit, Tuesday, January 21

As we have done for the past four CampusEnergy conferences, we are asking that main program presenters provide a prerecorded video of their presentation (in mp4 format) as well. The video will be made available post-conference in our Learning Management System and will only be accessible to registered attendees.

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?

Recording your presentation increases your visibility with registered conference attendees. Simply put, there are up to 6 sessions taking place at the same time as your presentation. This means that some attendees will miss your presentation. By providing a video recording of your session, attendees can go back post conference and see what they missed for at least a year after your presentation.

Due to the potential hazards associated with livestreaming, video recording is the most reliable and effective way to get your content to our online audience.

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, as can recording directly in PowerPoint. Hundreds of speakers have successfully produced session recordings over the past four years, often finding it a helpful ‘dry run’ for their presentation.

IDEA has put together a helpful How to Record Your Presentation Using Zoom cheat sheet for your review. If you have questions about how to record your session, please contact Jason Beal at jason.idea@districtenergy.org.