[Skip to Content]

Media Support

Use AAG's sample press release template to let media representatives and your college know about your presentation.

Tips for Session Organizers and Session Chairs 

  • Include the following at the beginning of your session whether verbally, on the slide we have provided, and/or through ZOOM Chat:  "AAG is committed to an environment free from harassment. All participants are expected to follow our event code of conduct." 

  • Establish how/when questions will be addressed with the audience during your session

  • If planning a Q&A or discussion portion during your session we recommend designating a moderator and additionally someone to monitor any ZOOM chat if your session contains an online component. 

  • Check with your presenters to ask about any needs they may have in order to present most comfortably, including any accessibility needs. Accessibility requests can be made during the registration process or by emailing accessibility@aag.org. Getting these requests as early as possible (one month advance is ideal) gives AAG and its vendors lead time for ensuring optimal access and convenience for all presenters. 

  • Introduce yourself using your pronouns, and encourage your participants to do the same. 

  • Establish presentation time expectations with your presenters and keep time during the session to ensure it stays on track.

  • For virtual, in-person streaming, or hybrid sessions:

    • Welcome all virtual attendees, and specifically call out potential Node attendes

    • Encourage virtual participants to mute themselves when not speaking to reduce background noise.  

    • Consider disabling video for attendees who are not formal presenters in the session.   

Recommended Format for Virtual Poster Sessions

Virtual Poster sessions utilize ZOOM breakout rooms:

  • A breakout room will be created for each poster presenter. Note that breakout rooms are not recorded. 

  • Dependent on the size of the session, a session organizer may choose to have a brief introduction period prior to opening the breakout rooms.  

  • Audience members will navigate between breakout rooms to interact with the poster presenters.  

  • Each presenter will be able to share their screen, and thus their poster, in their breakout room, as well as direct audience members to any uploaded presentation content attached to the poster submission in the abstract gallery. 

Tips for Presenters 

  • Consult with your session organizer on how the session will be run.

  • Meet your co-presenters. Introduce yourself ahead of the meeting and just before the presentation: it’s a good way to network and make connections.  

  • Prepare virtual handouts, digital copies of your paper or presentation, or other follow-up items for participants who want to know more. Some presenters also make their slide decks available.  

  • Anticipate the needs of attendees with disabilities. Create a file that you can share with descriptions of your slides and visuals for visually impaired attendees. Follow these tips from Washington College for designing graphics to suit neurodiversity. Make a transcript of your talk available for attendees. Be mindful of special effects and films that might strobe or distract too much with high-stimulus elements. Give content advisories before presenting subject matter containing violence; graphic imagery, including racist imagery; discussion of suicide or substance abuse. 

  • Be respectful of time limits and come well-prepared, having thoroughly rehearsed your presentation. You never know who might be in the audience, so be sure to put your best foot forward!