Checklist for Presenters

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					Checklist for Presenters Sustainable Archives: AUSTIN 2009 August 11 – 16, 2009 * Hilton Austin
This checklist is a brief summary of important deadlines and information that you will need as you prepare for your participation in Sustainable Archives:AUSTIN 2009. Please keep this document easily accessible for quick reference.

By Friday, April 17
Submit Your AV Requests to Your Session Chair. We recommend sending your request via email or setting up a conference call with all presenters to discuss overall session needs. See the Speaker AV Request Form attached.

By Friday, April 24
Chair’s Deadline to Submit Session AV Requests to the Conference Office. Chairs should use the Session AV Request Form included in the Chair Packet to consolidate session speakers’ requests. Please return by the deadline. The costs associated with requests received after April 24 will be the responsibility of the presenters requesting the equipment. Presenters will be invoiced prior to the meeting.

By Monday, July 6
Register for the Meeting at the Early-Bird Discount. Register by Monday, July 6, and you’ll save $50 off the advance registration rate and $100 off the on-site rate. Make Your Hotel and Travel Arrangements. Make your hotel reservations and travel arrangements to ensure discounted rates and the lowest available airfare. The hotel cut-off date for the preferred conference rate is Friday, July 10 – or whenever the hotel room block has sold out. Call 512-4828000 (Hilton Austin) or go to (and click on the conference graphic) to make your hotel reservation. Be sure to mention that you’re attending the CoSA/SAA Annual Meeting to receive the discounted rate of: $153 single/double occupancy with king bed, $173 double occupancy with queen beds (plus applicable taxes) per night. Send Your Presentation Draft to Other Session Participants. To facilitate a smooth flow of information and to avoid repetition during your session, we suggest that presenters circulate copies of their presentations to each other well in advance of the meeting. All presenters should review the presentations they receive and discuss conflicts or overlap with others in the session.

By Monday, July 20
Advance Registration Deadline. If you missed the Early-Bird deadline above, register by Monday, July 20, to save $50 off the onsite registration rate. After July 20, you must register onsite at the Hilton Austin.

Speaker Packet / 2009 Joint Annual Meeting

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If You’re a Panelist, Participate in a Conference Call. Good planning pays off! Talk with your copresenters in advance to ensure a smooth presentation. Send an Electronic Copy of Your Presentation to SAA (at Meeting attendees may view presentations before and after the conference on the Annual Meeting website ( After you provide a copy of your presentation, the conference office will convert it to a PDF and post it. Please note that by sending SAA a copy of your presentation in electronic format, you grant permission for it to be viewed by all AUSTIN 2009 attendees.

Speaker Packet / 2009 Joint Annual Meeting

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Speaker Audiovisual Request Form Sustainable Archives: AUSTIN 2009 August 11 – 16, 2009 * Hilton Austin
The chairs of education sessions at Sustainable Archives: AUSTIN 2009 are responsible for compiling and submitting one audiovisual request form for the session. As a speaker, it is important that you let your chair know your needs. Please complete this form and forward it to your session chair by Friday, April 17, 2009. Return the form even if you do not need equipment; simply indicate “no additional equipment needed.” Please note the following information about audiovisual requests:    Session presenters are responsible for all AV charges related to AV requests received after the deadline. If your session requires a laptop, the speaker(s) will need to provide one. The conference organizers cannot pay for laptop rentals. SAA and CoSA cannot provide a telephone or T1 line. If your session requires one, the chair must notify your Program Committee liaison prior to April 24. Your Program Committee liaison will communicate your need to the conference staff. In the event that an exception is made, any laptop used for Web access must already have a local Internet service provider loaded onto it. If you find that you don’t need AV equipment once it has been ordered, the session chair should contact Letiscia Perrin at the Conference & Logistics Consultants Office at 410-571-0590 or via email at If your session requires moderate to heavy tech support, please provide as much information as possible on this form. It will not be possible to coordinate such logistics on site at the meeting in August.



Session Title: Session ID #: Chair Name: Phone: E-mail:

____________________________________________________________ ________
_________________________________________________________________ __________________________________Fax: ___________________________ _________________________________________________________________

Standard Set-Up: All rooms will be set theatre-style, with a head table, standing or table lectern, and microphone. Please indicate your speakers’ consolidated AV needs below – beyond those provided in the standard room set-up. If you need special cabling for Mac computers, etc., please note this as a requirement.

______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________
Return this form to your session chair by April 17, 2009.

Speaker Packet / 2009 Joint Annual Meeting

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