Call For Presenters

Call for Presenters

"In learning you will teach, and in teaching you will learn." - Phil Collins

One of the greatest strengths of the Fall MAEDS Conference is the exceptional contributions from our members and exhibitors who volunteer as presenters. Your commitment, knowledge, and expertise drive the collaborative spirit that makes this event so valuable.

If your session is accepted, you will still need to register for the conference. A board member will reach out to the main presenter to confirm acceptance and provide detailed registration instructions.

We encourage members to refrain from registering for the conference until you have received notification that your session has been accepted. Registering prior to this notification may lead to unnecessary expenses for MAEDS.

While we request that you refrain from registering for the conference at this time, we strongly encourage members to secure their hotel accommodations as soon as possible. Rooms at the resort are in high demand and tend to fill up fast. To avoid the risk of missing out on convenient lodging, please make your reservations a top priority.

2024 Call for Presenters Form Is Now Closed!

Call for Presenter FAQ

What are some general recommendations for effective conference sessions:

Presenter Background: Members generally prefer sessions led by school district personnel, as these presenters often bring practical, real-world insights and experiences that resonate with the audience.
Vendor and Product Specificity: While presenters are welcome to focus on specific vendors or products, it is essential that the session description clearly indicates this focus. This transparency helps attendees choose sessions that align with their interests and needs.
Avoiding Sales Pitches: Even when sessions are vendor or product specific, they must not come across as sales pitches. The emphasis should be on providing valuable information and insights rather than promoting products. Presenters should aim to educate and inform rather than sell.
Incorporating Q&A Time: Presenters should allocate time for a question-and-answer segment during their session. This interaction allows attendees to engage more deeply with the material and clarifies any uncertainties, enhancing the overall learning experience.
Technical Audience Consideration: The MAEDS audience is primarily technical in nature; therefore, all sessions should be designed with this demographic in mind. Presenters should ensure that the content is relevant, appropriately challenging, and aligned with the interests and expertise of the audience.
Digital Documentation: Presenters are encouraged to prepare a digital version of any presentations or supplementary documentation. This material should be uploaded to the conference app to facilitate easy access for attendees, enhancing their experience and enabling them to revisit the content after the session.
Engaging Presentation Style: Presenters should strive to deliver their content in an engaging and interactive manner. Utilizing multimedia elements, real-world examples, and hands-on activities can help maintain audience interest and enhance comprehension.

What criteria does the board consider when evaluating session proposals?

Criteria Considered by the Board When Selecting Sessions:

Completeness: Does the submission form provide all necessary information for the board to make an informed decision?
Specificity: Is the session description clear about whether it will focus on vendor-specific or product-specific content?
Sales-Pitch Tone: Does the description avoid sounding overly promotional or like a sales pitch?
Timeliness: Does the session address current trends and modern technologies relevant to the audience?
Appropriateness: Is the content suitable for the technical MAEDS audience in terms of complexity and relevance?
Content Overview:
- Does the session title effectively encapsulate the essence of the description in 5-7 words?
- Does the description provide a clear and concise overview of the session’s content?
- Is the session unique in its approach, or does it resemble multiple other submissions?

When and how will I be notified if my session is selected?

The board aims to notify presenters as promptly as possible to ensure ample preparation time and to allow the presenter to register for the conference. The MAEDS board meets monthly and begins reviewing sessions over the summer. Our goal is always to notify you of your session approval soon after it's been decided.

A board member will reach out to you via email to notify you that your session has been selected. This initial notification will not contain any details about when your session will take place.

The exact date, time, and location of your session will be confirmed and shared closer to the conference.

What is the deadline for submitting a proposal, and are there any late submission allowances?

The board has elected to keep the proposal submission process open until all available session slots are filled. This approach allows us to accommodate high-quality sessions that may be proposed at a later date, ensuring a robust and diverse program. Currently, there is no set deadline for submissions; proposals will continue to be reviewed on a rolling basis until all slots are allocated. However, we urge potential presenters to submit their sessions as early as possible to ensure their proposals are considered before the submission period closes.

What are the benefits for selected presenters?

Benefits for Selected Presenters:

If your session is selected, the primary presenter will receive the following benefits:

Waived Conference Fee: MAEDS will waive the conference registration fee for the primary presenter of the selected session.

Important Notes:

Eligibility: This discount is exclusively available to conference attendees and does not apply to exhibitors.
One Discount Per Session: Only one discount will be provided per session, applicable to the main presenter designated on the Call for Presenters (CFP) form.
One Discount Per Individual: Each presenter is eligible for one discount only, even if they present multiple sessions. This discount cannot be shared among presenters.
Travel Costs: The presenter is responsible for all associated hotel and travel expenses.

What are some things an exhibitor should consider when submitting for a session?

For exhibitors considering a session proposal, here’s a comprehensive overview of expectations and requirements to help ensure clarity and alignment with conference goals:

Board Selection Required for Presentation Eligibility
Only exhibitors chosen as vendors by the board are eligible to present at the conference. This selection is based on a thorough vetting process to align vendors with attendee needs and conference objectives.
Session Opportunity is Not Guaranteed
Even after being selected as a vendor, exhibitors should be aware that a session presentation is not guaranteed. The final lineup considers various factors, such as content relevance, balance, and the overall conference agenda, so session approvals are selective.
Submission Process and Requirements
Exhibitors must submit a Call for Presenters form to be considered, but this does not ensure selection. The board reviews each submission carefully to determine the sessions that best serve the audience.
Emphasis on Educational Value
Proposals should emphasize content that is educational and beneficial to attendees, avoiding overt product pitches or sales-driven narratives. The most successful submissions often focus on solving common industry challenges or providing actionable insights.
Audience-Centric Content
Tailor the content to match the conference audience’s interests and knowledge level, which often leans heavily technical. Exhibitors should consider proposing deep-dive sessions that explore relevant technologies or industry trends.
Speaker Expertise and Session Structure
Exhibitors are encouraged to nominate speakers with substantial experience in the proposed topic to ensure sessions are informative and credible. Additionally, the session structure should include clear objectives, actionable takeaways, and time for Q&A to enhance attendee engagement.
Compliance with Conference Policies
Any accepted session will need to adhere strictly to conference policies, including timing, format, and any requirements for speaker preparation and materials submission.
Timeliness and Preparation
Exhibitors are expected to submit all required materials, such as slides, session outlines, and speaker bios, by specified deadlines. This ensures content is reviewed and aligns with conference standards well before the event.
Responsiveness to Board Feedback
Exhibitors should be prepared to incorporate board feedback on session content or format, as the board may suggest modifications to improve alignment with conference themes or enhance value for attendees.

By considering these points, exhibitors can enhance their session proposals and better position themselves for selection. These guidelines aim to ensure that all presented sessions contribute meaningfully to the conference's success and attendee experience.

Can I submit multiple proposals, and if so, is there a limit?

Can I update my proposal after submission?

MAEDS leverages a comprehensive conference management system, accessible through an interactive app designed to enhance attendee and speaker engagement. Speakers will be directly linked to their scheduled sessions within the system, allowing them to update their session descriptions, upload digital content, and access real-time session feedback. This streamlined platform provides a centralized resource for managing session information and facilitating meaningful interaction with participants.