Info for Presenters

How and when will I find out if my proposal has been accepted?

- Both Presentation proposal and Lightning Talk proposal submitters will be notified by email by September 26, 2025.

I am a presenter; do I have to register?

Yes. Although spots for up to three presenters per group will be automatically saved for the conference for each presentation session and one spot for each lightning talk, each individual presenter needs to fill in a short online registration form (sent via email to the session's primary contact). Completion of the online form gives us each person's particular information include any special needs a person may have. All presenters are required to pay the full registration fee by Monday, November 10, 2025. Failure to pay the registration fee could result in the cancellation of your session and conference registration.

Whom should I contact regarding proposal or presenter questions?

Will there be proceedings articles for these sessions?

No, we are not doing proceedings articles.

What software will be used for the online sessions?

We will be using Zoom, as we have for previous online conferences. Specifically, we plan on using Zoom with the Webinar add-on, which is designed for breakout sessions with a host and panelists, particularly sessions with potentially more than 50 people attending. A feature comparison of the two Zoom platforms shows they are similar, but there are some differences (e.g., Only the host and panelists can mute/unmute their own audio in webinars). We do not currently plan on enabling breakout rooms in webinars, as that is more appropriate for discussions not presentations. If you think your session would benefit from short breakout rooms, you can let the presenter contact know after your session is accepted, but do not rely on interactive activities like "think-pair-share" as content for your session.

How will LOEX help me prepare for conducting sessions in an online format? (for 50-minute Presentations)

  • As we have done before, we will offer Zoom "sound checks" where each session’s presenter(s) will perform some basic checks with a LOEX moderator and make sure they are comfortable with the technology. This year, there will be a series of "drop-in" sessions that people can join and for ~15 minutes interact with a LOEX volunteer to make sure they are ready. Presenters of the 50-minute presentations will receive an email 2-3 weeks before the conference with time slot availability for the weeks of November 3 and November 10. ***Update - Sound checks***
  • These are the "office hours" for the sound checks (all times Eastern). An email with more meeting info will be sent by the end of Nov 3 to presenter.
  • - 3-5 PM: Tuesday, November 4 (Zoom Meeting link )
  • - 10 AM -12 PM: Thursday, November 6 (Zoom Meeting link)
  • - 12-2 PM: Friday, November 7 (Zoom Meeting link)
  • - 11 AM - 1 PM: Tuesday, November 11 (Zoom Meeting link)
  • - 9-11 AM: Thursday, November 13 (Zoom Meeting link)
  • ***End Update - Sound checks*** Also, as you prepare, be sure to review: - best practices for presenting
  • - tips for web conference tools (Zoom Webinar, specifically). The focus during LOEX presentations and lightning talks will be on 1) the presentation material (e.g., PowerPoint slides; a website from the presenter's institution) and 2) the presenter's voice and video camera. Attendees will not have the ability to use their mic or video camera during a presentation session or a lightning talk; they will be able to communicate with the presenter(s) through the chat function along with polls or similar (if you would like to do the latter).

What technology and equipment will I need?

As we've all learned over the past few years, online breakout sessions can successfully be conducted from anywhere, as as long as you have a computer, a strong internet connection, a good microphone and reasonably quiet work space. Strongly consider using a headset/headphones with a microphone if there any concerns about ambient noise and/or the ability of your computer's mic to provide a clear sound. Utilizing the computer's video camera is not required, but it is nice for presenters to turn it on if you feel comfortable, particularly during the short Q&A portion(s) of the session.

Will attendees be able to evaluate my session? Will I get that feedback?

Yes and yes.
A short SurveyMonkey form will be created for each session, and "handed out" (i.e., the link will be posted into the chat) by each session's LOEX host at the beginning and at the end of each session. The LOEX Director will export the anonymous feedback scores & comments, briefly summarize it, and send an email with the results to the presenters by the end of the year.

Can I have my session materials posted somewhere on the LOEX site so attendees & others can view them later?

Yes. All presenters have to the option to send in their session materials (e.g., slides, handouts) after LOEX Fall Focus 2025 for posting on the conference website. You will receive an email after the conference with instructions on how to do this.