Program Speaker Guidelines

Thank you for agreeing to speak at the American Association of Law Libraries (AALL) Annual Meeting & Conference. On this page, you will find important information that will assist you in preparing and delivering a great program. Please note we ask that you abide by the following guidelines to ensure your program is seamless and provides the best experience for Conference attendees.

Contact AMPC Chair, Lisa Goodman, or AALL staff with any questions or concerns.

  • IMPORTANT DETAILS

    WHEN AND WHERE IS THE CONFERENCE?

    The American Association of Law Libraries Annual Meeting & Conference will be held in Portland, Oregon, July 19-22, 2025.

    DO I HAVE TO REGISTER FOR THE CONFERENCE?

    Yes, all speakers, moderators, and coordinators must register for the Conference.

    All AALL members participating in conference events—as attendees, speakers, moderators, or program coordinators—must purchase either a full conference registration or a single-day registration valid for the day of their program. AALL does not pay honoraria to AALL members for presentations at programs during the Annual Meeting & Conference.

    AALL will provide a complimentary single-day registration for nonmember speakers who work outside the legal information profession and would not otherwise be an AALL member or have previously been a member. They will receive a personalized link to complete their registration in late Spring.

    AALL does not provide honoraria to nonmember speakers, nor does it reimburse for travel, housing, meals, or other expenses. AALL may make limited exceptions to this policy in accordance with the Annual Meeting budget and the speaker’s ability to provide unique perspectives and contributions to the Annual Meeting program.

  • MAIN CONTACTS

    THE AMPC

    The Annual Meeting Program Committee (AMPC) is responsible for selecting the programs at the AALL Annual Meeting & Conference. An AMPC member is assigned as a liaison to each education program to ensure that all deadlines are being met and that any questions are answered in a timely manner.

    YOUR PROGRAM COORDINATOR

    Your program coordinator will be your main contact who will be in regular communication with the AMPC program liaison and with AALL staff. If you have questions or concerns, please start by contacting your program coordinator. If the program coordinator does not have the answers to your questions or if you cannot reach your coordinator, please contact elearning@aall.org.

  • DEADLINES

    Below are key dates to keep in mind.

    • April 22: Confirm your participation in AALL 2025 with your Program Coordinator. Program Coordinators must complete the Speaker Confirmation Form for each of their speakers and moderators by this deadline.
    • June 10: Every speaker, moderator, and coordinator must complete the Speaking Commitment & Copyright Agreement in the Presenter Portal by this deadline. If you decline to allow the Association to record your presentation and publish your handouts, there is an option to indicate this on the form.
    • June 24: If you plan to have a PowerPoint presentation, please use the AALL presentation template and note that all PowerPoint slides must be provided to AALL by your program coordinator by June 24. These files will be preloaded onto the laptop in the meeting room where your program will be presented. Please note, program participants are not permitted to use their own laptops. Supplemental handouts may be uploaded directly to the conference app; attendees will be able to access those materials. If you have any questions, please contact elearning@aall.org.
    • July 19-22: The AALL Annual Meeting & Conference in Portland, Oregon.

  • PREPARING FOR YOUR PROGRAM

    All program coordinators are required to conduct a virtual dry run of the program with their speakers and moderators in advance of the conference.  AMPC liaisons will provide support and feedback for these practice sessions.

    DEFINING THE TOPIC

    You have been asked to speak on a particular topic because you have demonstrated knowledge of or expertise in that subject area. Discuss the program’s content with your coordinator and fellow speakers, and consider the following questions:

    • Who is the audience? In what types of environments do they work and how will this presentation help them in that environment?
    • What has been the audience’s previous exposure to this topic? Are they up to date on the latest issues? What does the audience hope to hear in the presentation?
    • Given the amount of time set aside for this program, how can you and your fellow panelists use it most effectively?
    • What written materials or audiovisuals will help present this information more effectively?

    If you are uncertain of the answers to these questions, consult your program coordinator. They might be able to give you a better idea of who your audience will be for a particular topic.

    TAKEAWAYS

    Specific learner takeaways are part of your program’s description. Takeaways specify what program attendees will learn during your presentation.

    WORKING WITH OTHER PANELISTS OR PRESENTERS

    If you are working with other panelists or presenters, please connect with them early in the planning process to identify the various components of your presentation and to avoid duplication of material covered. Be sure to include your program coordinator in all discussions. Remember to frequently check in with each other as you prepare your program. Your program coordinator will share the names of the other speakers on the program.

  • SPEAKER TASKS

    Please note we ask that you complete tasks by their deadlines to ensure the Conference is a seamless and positive experience for all.

    LOG IN TO THE PRESENTER PORTAL

    After all program participants are confirmed in Spring 2025, program speakers, moderators, and coordinators will be sent their login and password to access the Presenter Portal. In the portal, you will update your presenter profile, upload handouts, and review the AALL Speaking Commitment & Copyright Agreement form. It is important you visit and complete each task by the designated deadlines.

    Please note, login information for the Presenter Portal will be sent to all program participants on April 23, 2024. If you did not receive the your login information, please email Ashley Laverty.

    SIGN THE SPEAKING COMMITMENT & COPYRIGHT AGREEMENT 

    All program participants must review and sign the Speaking Commitment & Copyright Agreement form in the Presenter Portal by June 10, 2024. If you decline to allow the Association to record your presentation and publish your handouts, there is an option to indicate this on the form.

    SHARE YOUR PRESENTATION SLIDES

    All program speakers and moderators must send final presentation slides to their program coordinator by June 24, 2024.

    PARTICIPATE IN A VIRTUAL RUN-THROUGH BEFORE ATTENDING THE CONFERENCE

    Program coordinators will schedule a virtual run-through of the program in June 2025. It is vital all speakers, moderators, and coordinators participate in the virtual run-through to have a clear understanding of how the program will progress. During the run-through, the following will be discussed and decided:

    • Who will make introductions.
    • The order of presentations, and how long each speaker will present.
    • The key points each presenter will make to drive home the program’s takeaways (a program outline can be very helpful for this)
    • What visuals will be incorporated (PowerPoint presentations?)
    • How/whether questions from the audience will be addressed
    • If it’s a moderated panel, the questions the moderator will pose, and the key insights/experiences that each panelist will be called upon to highlight to tie back to the program’s takeaways.

  • AT THE ANNUAL CONFERENCE & MEETING

    PROGRAM ROOM SET UP & A/V

    AALL arranges for A/V in all program rooms. The following will be provided for presenters:

    • one AALL-provided laptop (with standard presentation software)
    • one remote slide advancer
    • one LCD projector and screen
    • one podium microphone
    • additional wireless handheld microphones (to share between panelists)
    • aisle microphones (for audience use during Q&As)
    • standard program rooms will have a platform riser with a podium and four chairs (set in a “talk show” style semicircle with a low table).
    • Wi-Fi
    • AV technicians will be available in your program room before your program’s start time to answer any questions, provide equipment assistance, etc.

    All PowerPoint presentations will be pre-loaded to the AALL laptop in the program room in early July. Personal laptops are not permitted.

    TIPS FOR DELIVERING AN EFFECTIVE CONFERENCE PRESENTATION

    PRACTICE

    • Participate in a virtual run-through before arriving at the Conference
    • Practice the entire presentation a few times.
    • Record yourself and listen to the recording.

    PLAN AHEAD

    • Check out the room where your presentation will be held.
    • Wear something comfortable; The dress code for the AALL Annual Meeting & Conference is business casual.
    • Program rooms feature a platform riser with a podium and four chairs (set in a “talk show” style semicircle with a low table). Because of this setup, be conscientious about what you are wearing. Choose longer skirts, dresses, or opt for dress pants.

    ON THE DAY

    • Arrive to the program room at least 10 minutes ahead of your presentation.
    • Make sure you test the microphone.
    • Stay within the time allocated for your presentation.
    • Engage the audience by directly asking them questions or have them engage in small conversations with the people next to them.
    • Don’t stay in one place, face the audience, make eye contact, and move around if you can.
    • Speak clearly and with enthusiasm.
    • Be ready for Q&As