Conference Speaker & Panelist Instructions

Upon submitting an abstract, submitters were required to acknowledge and affirm the following acknowledgement:

Abstracts undergo review for content and the expertise of the proposed speakers and panelists. Substitution or modification of speakers/panelists is strongly discouraged and is entirely subject to approval by CASQA (approval is not guaranteed or implied). Any proposed modifications to the primary speaker, supporting speaker, or panelists will be subject to CASQA’s policy and procedure for receiving and evaluating all such requests. The notification email for abstracts that are selected will include the specific policy and process for proposed speaker/panelist changes. I acknowledge and affirm that it is the intent for all named speakers to present if selected and that substitutions may be denied.

Speaker/Panelist Changes – Unforeseen Circumstances

DEADLINE TO REQUEST: Friday, Sep 20, 2024

Your request will be reviewed. Note that it may take up to 2 weeks to get a response back from CASQA.

Request Options

1. Change speaker/panelist
   (remove yourself; replace with proposed alternative speaker/panelist)
2. Remove your technical presentation from the agenda
   (you can no longer speak; no proposed alternative speaker)

Request Form
Complete and submit this form to request a speaker/panelist change or removal for an unforeseen circumstance.

Meeting Room Set-Up

• Attendee seating – all theater seating (to allow maximum capacity)
• Front stage with a podium and a table with chairs for panelists
• One or two screens in the front of the room
• CASQA Production Team set-up in the back of the room

Audio Visual Features

• Windows laptop on the podium with:
  • Presentation remote (clicker)
  • Wi-Fi connectivity
  • Microsoft Office
  • Internet Explorer
  • Google Chrome
  • Wired for sound
  • PowerPoint Presenter View viewable on the laptop screen so presenters will be able to see their notes and slides
• Projector (16:9 widescreen digital projection) and screen
• (1) podium microphone with adjustable gooseneck
• Panel microphones (panelists may need to share microphones)
• (1) wireless microphone for Q&A
• Sound amplification of all microphones and computer audio
• (1) A/V technician per room

In keeping with the CASQA policy on the use of our logo, it is prohibited for presenters to state or infer, including by the use of CASQA’s name, logos, or otherwise in their presentation, any endorsement by CASQA. This policy shall not preclude including factual statements, such as “Member of the California Stormwater Quality Association” or “CASQA 2024 Conference”.

Title Slide Template (optional)
Presenters may download this template for use as a title slide for their PowerPoint presentations: 2024 Conference PowerPoint Presentation Title Slide Template

Please adhere to the following when creating your PowerPoint presentation:

• Presentations are required to be in PowerPoint .PPTX and formatted in 16:9 (widescreen aspect ratio).
  • If needed, go here for instructions to change the size of your slides. Note: The instructions may not work if you have customized ribbons or are using an older browser or software.
  • PDF or Prezi presentations are not accepted
• There is no maximum file size, but ideally you should optimize your presentation – Instructions to reduce your PowerPoint file size
• Include your contact information (optional)
• Avoid red or faint text colors
• Keep text at size 24pt and above; sans-serif fonts work best
• We prefer that no custom fonts are used, but if used, please embed any custom fonts (embed all characters) – Instructions to embed fonts (video)
• Compress images and remove cropped areas – Instructions to reduce image file size
• Do not use an image as a slide background unless it lends itself to text readability
• Embed any videos in the PowerPoint, but when submitting, also provide the video separately with the same file name
• Do not assume that the audience will know all stormwater jargon. Define acronyms or arcane terms in your presentation
• Note: PowerPoint Presenter View will be viewable on the laptop screen of the laptop on the podium in the meeting room, so presenters will be able to see their notes and slides

Refer to the CASQA 2024 Conference Agenda provided above to determine the date, session number, track, and time slot in which you are presenting.

Save your PowerPoint with this file name format (see examples below):
Presentation Date_Session Number_Short Track Name_Presentation Start Time_Last Name

• Presentation Start Time (or Session start time if a panel or training workshop):
  • Use the 24-hour clock – e.g., 0830 for 8:30 AM and 1600 for 4:00 PM
• Short Track Names: Use as shown in bold here:
  • BMP (BMP and Control Measure Effectiveness Assessment)
  • Climate (Climate Change, Resiliency, and Sustainability)
  • CGP (Construction General Permit)
  • Equity (Equity and Environmental Justice)
  • Funding
  • GI (Green Infrastructure and Nature-Based Solutions Design and Maintenance)
  • IGP (Industrial General Permit)
  • Modeling (Modeling and Data Tools)
  • Monitoring (Monitoring and Special Studies)
  • Municipal (Municipal Programs)
  • Outreach (Outreach, Engagement, and Education)
  • PPL (Policy, Permitting, and Legislation)
  • POCTSC (Pollutants of Concern and True Source Control)
  • Capture (Stormwater Capture and One Water Collaborations)

Example File Names

• 10-22-2024_05_Outreach_0830_Draper (AM Time Slot – 0830 for 8:30 AM)
• 10-22-2024_10_IGP_1600_Hillyard (PM Time Slot (1630 for 4:00 PM)

Technical Program speakers may either bring their PowerPoint presentation to the conference or upload it in advance.

Option 1: Advance Submittal

This option is for those who prefer to submit their presentation before the conference begins. Presentations submitted in advance will be pre-loaded into the CASQA-provided laptop in the assigned meeting room before your arrival.

Steps to Upload:

1. Upload only the final version of your presentation; do not upload draft versions!
2. Before uploading, be sure your file is named correctly per the file naming instructions above, and that the file type is .PPTX and formatted in 16:9 widescreen aspect ratio.
3. If you embedded a video into your PowerPoint, please also upload the video separately with the same file name.
4. CLICK TO UPLOAD TO BOX
   • You will not receive an upload confirmation email. Upon successfully uploading your file you will see the following confirmation message: “Success! Your file has been submitted.”

Option 2: Conference Onsite Submittal Options

Note: Regardless if you have done an advance submittal we suggest you bring your final presentation on a flash drive as back-up.

Be sure your file is named correctly per the file naming instructions above, and that the file type is .PPTX and formatted in 16:9 widescreen aspect ratio.

1. Submit the Day Before the Presentation (2 options):

1. Follow the Steps to Upload above OR
2. See CASQA Events Manager Amy Porter, at the CASQA Conference Services desk who will upload your presentation (final version only) from your flash drive. It will then be pre-loaded into the CASQA-provided laptop in the assigned meeting room.

OR

2. Submit the Day of the Presentation
If the presentation has not been pre-loaded or has been updated, bring your presentation on a flash drive to your assigned meeting room well ahead of your session. To maintain the program schedule and for courtesy to the audience and fellow speakers this must be done no later than the break before your session is scheduled to begin.

1. Upload it only to the CASQA-provided laptop at the podium:
   1. Do not use your own laptop.
   2. Do not unplug the CASQA-provided laptop to connect your own.
2. Use a flash drive to drag and drop, or copy and paste, the PowerPoint presentation into the folder icon on the meeting room laptop. There will be only one folder icon on the laptop.
3. It is required to copy the original file (not a shortcut) of the presentation to the folder icon on the meeting room laptop in order to be captured.
4. If you have any questions, please ask the CASQA Production Team technician at the back of the meeting room or Amy Porter at the CASQA Conference Services Desk.

Arrive Early to the Assigned Meeting Room

1. Arrive at your designated meeting room no later than the break before the session is scheduled to begin. All speakers and panelists must be present and ready to go before their session starts, even if their presentation time is later in the session.
2. Introduce yourself to the CASQA Production Team technician in the back of the meeting room. They will assist and guide you as needed throughout the session.
3. Introduce yourself to the session moderator and provide the pronunciation of your name.

Time Management

1. If a speaker for a session is a no-show, the next presentation will not be moved up into the empty time slot. Each presentation must be given at the assigned time in the agenda.
2. Technical presentations, panels, and training workshops must fill the given time slot to avoid dead time in the agenda.
3. For technical presentations, questions will be taken during the 5-minute Q&A period after the 20-minute presentation.
4. The session moderator will cue the presenter by holding up a yellow “5 minutes” card when there are 5 minutes remaining before their 5-minute Q&A start time (technical presentations) or when there are 5 minutes remaining in the session (panels and training workshops), and a red “1 minute” card when there is 1 minute left. Please begin wrapping up at that time.

PowerPoint Presentation

1. If not already submitted, follow the instructions under the above section: PowerPoint Presentation Submittal > Option 2 > Submit the Day of the Presentation.
2. Presenters will operate and advance their PowerPoint from the CASQA-provided computer on the podium.
3. In the event that there is a problem the CASQA Production Team technician in the back of the meeting room will assist.

Session Start

1. At the start of the session, and before presenters start speaking, the session moderator will introduce the track, session, speakers, and panelists to include:
   1. Presentation title (or panel or training workshop title)
   2. Speaker/panelist name, organization, and job title. Note: In order to maximize educational content provided in the time slot, no bios will be used or read by either the moderator or presenters.
2. The session moderator will state that technical presentation questions will be taken during the 5-minute Q&A period after the 20-minute presentation.