Guidelines for All Presenters
CAHPERD’s Annual Conference is designed to provide association members and exhibitors the opportunity to share instructional ideas with California HPERD professionals. We know that the success of our forthcoming Conference in large measure will be due to the interest and willingness of individuals like YOU to be part of this process. We are delighted that you are considering submitting a program idea for consideration by our Program Selection Committee. The following information is provided to assist you in understanding the responsibilities of presenters:
SPECIFIC GUIDELINES FOR PRESENTERS
1. Presenter Qualifications: California presenters must be CAHPERD members. Out-of-state proposals or proposals from individuals not in the field of HPERD (i.e. law, medicine, school administration, etc.) will be considered, and membership requirements may be modified for these presenters. A waiver form will be required and must be on file with the state office prior to the pre-registration deadline date.
2. Compensation: With the exception of the invited keynote speakers, no presenter will be paid or receive an honorarium, stipend or reimbursement of travel expenses. All travel costs and hotel accommodations are the responsibility of the presenter.
3. Registration: Each presenter must PRE-REGISTER and pay conference fees prior to the designated deadline date. The Conference Committee may exercise a discretionary one-day complimentary registration for presenters outside of the HPERD professions, or others with special circumstances. A waiver form will be required and must be on file with the state office prior to the pre-registration deadline date.
4. Proposal Selection: All proposals will be considered and selection will be based on the evaluation criteria outlined in the proposal form. Please make sure all components are included and clearly defined.
5. Handouts: Presenters are required to provide handout materials for the Conference Manual. This is mandatory for all presenters and failure to do so may result in the cancellation of the presentation. Selected presenters will receive detailed instructions in advance of their presentation as to handout requirements. Due to copyright laws, copy must be written in your own words and with your own illustrations.
6. Video Taping: The submission of a proposal and its acceptance signifies the presenter’s approval to allow the video taping of his/her session(s).
7. Sales/Marketing Pitches: The distribution and/or sale of promotional materials, and/or touting of commercial ventures by presenters are prohibited. Likewise, the marketing of ventures that may personally or financially benefit the speaker is not permitted. All proposals that are deemed commercial or sales-oriented in nature will be rejected.
8. Copyrighted Materials: The sale of copyrighted materials (i.e. those items held in copyright by anyone other than the seller) is prohibited. This includes written material, audio and video tapes, and music.
9. Diversity Requirements: Conference presenters must represent a respect for implementation of state and federal guidelines for persons with disabilities, ethnic and cultural diversity, and gender equity in the context of their activities and/or presentations.
10. Return of Proposals: All proposals will remain with the CAHPERD State Office and will not be returned.
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SPECIFIC GUIDELINES FOR **EXHIBITOR SHOWCASE PRESENTERS
1. Exhibitor Showcase presenters will NOT be paid and must be enrolled in the conference as an exhibitor with all appropriate fees paid in advance.
2. Presenters must agree to provide handout materials for the Conference Manual. Such handout materials are important to our members and failure to provide them may result in the cancellation of presentations. Exhibitors that are chosen for Showcase Presentations will receive guidelines for preparing handout materials.
3. The submission of a proposal and its acceptance by reviewers signifies agreement to allow the video taping of your session by others.
4. In order to be eligible for an exhibitor showcase, all payments (exhibitor booth AND showcase presentation fees) must be received by the CAHPERD State Office before the September 16th deadline.
5. Conference presenters must represent a respect for implementation of state and federal guidelines for persons with disabilities, ethnic and cultural diversity, and gender equity, both in their professional activities and in the context of their presentations.
6. A signed letter of agreement for services may be required before a speaker is listed on an official program.