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Participant Requirements


Requirements for All 2019 Conference Participants
Presenter Information
Moderator Information
Poster Session Information
Accessibility Requirements


Presenter speaking on a panel in s NWSA 2018 conference session
ACCEPTED CONFERENCE PARTICIPANT REQUIREMENTS
All presenters, including pre-conference presenters, moderators, and poster session participants, must have current 2019 individual membership AND be registered for the conference no later than July 25, 2019. Membership and conference registration are two separate processes and require separate fees.
Each presenting member of a panel, roundtable, or workshop – including the moderator – must meet these requirements.
When renewing online it is important to log in to renew your membership using the same credentials you used to submit your conference proposal (including Guest Login credentials). Please do not create a new account as your membership and registration will not be linked to your conference proposal.

REQUIRED FOR ALL PARTICIPANTS

DEADLINE: JULY 25
Join or renew your Individual Membership                                       

If you created a Guest Login account as a session organizer or presenter when submitting your conference proposal       
  • Log in with your Guest Login credentials Here.
  • Select “Your Account” under the login fields
  • Select “Membership Renewal” to update to an individual membership account
Register for the General Conference
  • Register Here (Log in using the login fields on the left-hand side of the page to access Membership rates)

ADDITIONAL IMPORTANT DEADLINES
DEADLINE: MAY 22
Apply for NWSA travel support and/or a general conference registration scholarship.
* Open to individuals who meet eligibility and have not previously received NWSA travel support.
DEADLINE: SEPTEMBER 6
Make a conference accessibility request Request childcare service for the conference Participant Guidelines PDF
Further information can be found in Frequently Asked Questions. Contact nwsaoffice@nwsa.org or the Nationional Women's Studies Association office at (312) 761-5491 with questions. 
Please read carefully through the information below for conference participants.

WITHDRAWALS
If you need to withdraw your session or individual presentation, or if a presenter or moderator needs to withdraw, please notify nwsaoffice@nwsa.org immediately with the session name and the name of the withdrawing participant.

AUDIOVISUAL EQUIPMENT
Audiovisual equipment is assigned to rooms and sessions based on the requests made with conference submissions. The Conference Program Committee reviews all requestions for A/V equipment in accepted conference proposals and makes allocation decisions in developing the conference program. A/V rooms are denoted with "LCD" after the room number; these rooms include: LCD screen and projector, laptop, and computer speakers. Although there will be technicians on hand to ensure that audio-visual equipment is available in designate rooms and working properly, it is the presenter’s responsibility to know how to use the equipment they have requested. We encourage presenters not assigned A/V equipment to consider using alternative formats such as handouts to convey visual information.

Presenter Information
  • Ensure that you have currrent 2019 individual membership and register for the conference by July 25, 2019.
  • Check your session information for accuracy. Log in, click on "Your Account" underneath the login fileds, and select "2019 Conference Submissions" to review your session details. Please enusre that the session title and presenter names are accurate. To make corrections, please contact nwsaoffice@nwsa.org as soon as possible.  
  • All conference sessions – panels, roundtables, workshops – are 75 minutes long. Please make sure that all presenters are allotted equal time and that there is time for discussion and questions at the end of the session.
  • Access Copies: Presenters should plan to bring five copies of their papers, even in draft form, for the use of attendees who wish to follow the written text. All handouts should use large-print format (Sans-serif font, 16-point type size). Presenters should indicate whether they want their papers and handouts returned.
  • Audiovisual Equipment: It is the presenter’s responsibility to know how to use the equipment they have requested. Make sure to work with the moderator and other presenters to ensure that the flow of the session is planned in a manner that allows for a quick transition from speaker to speaker regardless of equipment used. Create a back-up plan in case the audiovisual portion of the presentation cannot be used. Please describe any PowerPoint presentations or other visuals.
Moderator Information
  • Ensure that you have currrent 2019 individual membership and register for the conference by July 25, 2019.
  • Check your session information for accuracy. Log in, click on "Your Account" underneath the login fileds, and select "2019 Conference Submissions" to review your session details. Please enusre that the session title and presenter names are accurate. To make corrections, please contact nwsaoffice@nwsa.org as soon as possible. 
  • Coordinate with session presenters in advance to allocate equal time to presentations and time for discussion and questions at the end of the session
  • Timekeeping: Moderators should keep track of time for individual presentations and prompt presenters to conclude their remarks if they are going over time. Five minutes before the end of the session, announce that the session will soon conclude and solicit final questions or remarks.
Poster Session Information
  • Ensure that you have currrent 2019 individual membership and register for the conference by July 25, 2019.
  • Poster sessions present research or analysis on a topic by combining graphics and text on a 40" x 90" board. The poster session presenter is available during an assigned session time in order to interact on a one-on-one basis with the attendees viewing the poster. A well-planned poster communicates its message in a visually and textually powerful way, allowing the attendee to grasp the information quickly.
  • You will be assigned a concurrent session time slot for presenting your poster; plan to set up your display 15 minutes before the session is to begin. The presenting author should be available throughout the session and be prepared to have the display removed no more than 10 minutes after the end of the session. Keep in mind that all your text and illustrations will be viewed from a distance of more than three feet. All lettering should be at least 2/3' high, 1" for more important information, and preferably in bold font.
  • Figures and tables should be kept as simple as possible, so that viewers can readily take away the main message. A brief large type heading of no more than one or two lines should be provided above each illustration, with more detailed information added in smaller type beneath the illustration.

Here are some examples from previous conferences:
Image: Poster presentations at NWSA conference.
Image: Two people talking in front of poster presentations at NWSA conference.

Accessibility Requirements
  • Access Copies: Presenters should plan to bring five copies of their papers, even in draft form, for the use of attendees who wish to follow the written text. Presenters who use handouts should prepare some copies in a large-print format (Sans-serif font, 16-point type size). Presenters should indicate whether they want their papers and handouts returned.
  • When speaking, position your face at an angle that allows participants to read your lips. Avoid speaking while facing away from the audience, or while looking down at papers or screens.

  • Please say your name before asking a question.

  • Please describe any PowerPoint presentations or other visuals.

  • If you are planning on showing video during your presentation, please plan on captioning/subtitling your video or having transcripts available.

  • If engaging in experiential activities make sure you have planned for the inclusion of all, regardless of physical abilities.

  • Consider making it possible for attendees to obtain an electronic version that allows for type size adjustments or use of text readers (creating audio from written text).

  • NWSA asks that all presenters and attendees refrain from wearing perfumes and other scented products while participating in conference activities.