Info for Presenters

Info for Presenters

Are you presenting at Congress? Congratulations on being accepted to share your research at Canada’s largest gathering of scholars! You’re in good company - over 70% of last year’s Congress survey respondents identified as being a presenter. 

Whether you are a speaker, panelist, session chair or a presenter at one of the 73 different association conferences taking place as part of Congress 2019, here are some handy tips to get you started.


Yes, as a presenter, you are required to register for Congress. You will need to add both the Congress fee and the applicable association conference fees to your registration. Register here.

Many of the associations require that all presenters also be members in good standing. Please contact your association directly to pay your membership fees (which are not included in the Congress fees) and to verify your member status if necessary.

Preparing for your presentation

These are general instructions for all presenters. Please contact your association directly to verify specific details about what to expect for the association’s conference.

Technology & room set-up

Confirm with your association’s organizers whether audiovisual equipment such as a projector, laptop, microphone, etc. has been ordered for your presentation. If the association has not pre-ordered this equipment, it will not be available to you. They will also be able to answer any questions you might have about the availability of a podium or panel-style setups.

  • Meeting rooms at The University of British Columbia are outfitted with PC computers loaded with Windows and Microsoft Office 2010 software. If you plan to use this equipment for presentations, please ensure that your files are compatible with these programs. We strongly encourage you to use these computers as they are pre-set with connections to the room’s internal AV system.
  • If you bring your own laptop, especially if it is a Mac, you should bring your own adaptor or coordinate with your association to have one ordered from the university in advance. Cables provided with in-room equipment are either VGA or HDMI and range from 5-10 feet in length.
  • Ensure you always have a back-up of your presentation files. We recommend you save your files on a USB key, as well as email them to yourself or make use of a cloud storage site for online retrieval. It is especially helpful to save a copy of any video file(s) on a USB key to ensure that it can be played without reliance on the internet, in case of a poor connection.


Accessibility - presenting for all audiences 

Please read the document Accessible Presentations for tips on improving the accessibility of your public talks for all audiences.

What to wear

Wear comfortable clothing and good walking shoes, as you may be moving between classrooms and floors of a building over the course of each day (check out the campus map). It’s a good idea to wear layers and check the local weather report, as spring temperatures can vary between warm and cool each day. 


All association conference programs are posted on the Congress website for public consumption. If you have security concerns with this information being made available to the public, please advise your association so that they can discuss your concerns with the Congress team. The Federation and The University of British Columbia work together to ensure the safety of all attendees and participants involved with Congress and have a robust process in place to manage such concerns. 

Onsite at Congress

Check-in at the onsite Congress Registration Desk (hours and location listed here) when you arrive to pick up your official access badge and registration package.  If your schedule allows it, pick up your registration package on the day prior to the start of your conference to avoid the morning rush!

Within your registration package you will find your Congress Essentials guide, which includes a map and information on association locations on campus. Use this information and any instructions provided by your association to find out where you need to go. The Program Chair for your association may also ask you to check-in with him/her when you arrive at their designated greeting table (if applicable).