Poster Session Presenter backgrounder - Call for Poster Session by dfsdf224s

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									                    Call for Poster Session Presenters Backgrounder




                                              June 5 – 8, 2011
** revisions to the Call for Poster Session Presenters Backgrounder dated October 17, 2010 appear in yellow highlighted
text in this document **


ARMA Canada is soliciting applications from individuals to present poster sessions at the 2011 conference.
If you have an interesting idea for a quality poster session, you are invited to submit a written application by
5 PM EST on December 3, 2010.

Poster sessions facilitate more one-on-one communication between a presenter and the audience, and
small group discussions about the content presented. They’re an effective and interactive way to introduce
an innovative and interesting topic, communicate ideas and research, demonstrate the application of new
technologies, or show how your IM Program did something well. Poster sessions may cover a wide variety
of topics (e.g.):

      An innovative IM marketing effort/campaign
      The analysis of a practical problem-solving effort
      The results of a survey or research project
      The implementation of an IM Program (or a part thereof such as a vital records program)
      How technology (e.g. RFID) is being used in an IM Program.

Up to five (5) poster sessions will be offered, ideally one for each of the five (5) tracks in the conference
program. The program tracks are Business Functions, Information Technology, RIM Practices, Risk
Management, and the combined Leadership and Communications and Marketing track. A poster session is
limited to one (1) presenter.

Please note that commercial applications or applications from third parties (e.g. PR agencies, etc.) will not
be accepted.

ARMA Canada, the Canadian Region of ARMA International, was established in 1968. Today there are
more than 1,800 ARMA Canada members in all Canadian provinces/territories. For more information about
ARMA Canada, visit www.armacanada.org.

The annual ARMA Canada conference provides an opportunity for IM professionals to expand their
knowledge, meet with exhibitors, and network with their peers. Average attendance at an ARMA Canada
conference continues to grow and we anticipate more than 300 delegates from a variety of professional
backgrounds/levels at the 2011 conference. Conference delegates typically work in a wide variety of
industries including government, not-for-profit entities, and the private sector.

Please direct inquiries about educational presentations at the ARMA Canada 2011 conference to the ARMA
Canada Director of Program:

        Sheila Taylor, CRM                  staylor@condar.ca                   905 – 702 – 8756



November 17, 2010
                       Call for Poster Session Presenters Backgrounder

                                                         Table of Contents

Deadlines ..........................................................................................................................................1
Poster Session Presenter Application Submission Process .............................................................1
Poster Session Presenter Selection Process ...................................................................................1
Completing the Poster Session Presenter Application .....................................................................2
Poster Session Location and Schedule ............................................................................................4
Poster Session Equipment and Supplies..........................................................................................4
Poster Session Set-Up and Take-down............................................................................................4
Poster Session Hand-outs ................................................................................................................5
Guidelines for Displaying a Poster Session ......................................................................................5
Guidelines for Presenting a Poster Session .....................................................................................5

Deadlines
The following deadlines apply for the call for poster sessions application and acceptance process.

                         Action                                                                         Deadline
 Submit your Poster Session Presenter Application                                           December 3, 2010 (5 PM EST)
 ARMA Canada Program Director notifies each applicant                                       December 22, 2010
 Confirmations of acceptance from invited presenters                                        January 7, 2011
 Confirmed presenters submit their presentation contracts                                   January 14, 2011 (5 PM EST)

Poster Session Presenter Application Submission Process
Submit your completed Poster Session Presenter Application to the ARMA Canada Program
Director by e-mail (staylor@condar.ca) by 5 PM EST on December 3rd. Late/incomplete
submissions will not be considered.

You may submit more than one application. Please complete one form for each application.

You may also submit one or more applications to present a case study, lecture, panel or workshop
using the “Speaker Application”.

Third party applications (e.g. from PR agencies, speaker bureaus, etc.) will NOT be accepted.

A receipt confirmation e-mail will be issued within 48 business hours for each application received.
If you do not receive a receipt confirmation, contact Sheila Taylor (staylor@condar.ca).

Poster Session Presenter Selection Process
Each complete application will be evaluated on the following criteria:

           Quality of Content
                  Completeness and responsiveness of application
                  Well-defined, results-oriented learning objectives
                  Content that is challenging, in-depth, practical or cutting-edge and falls into one of
                   the specified core competency domains
                  Innovative and new approach to current or emerging RIM issues
                  Timeliness of topic

        Presenter Qualifications
               Professional experience as evidenced by current position and contributions to the
                industry
               Expertise in the topic area
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                    Call for Poster Session Presenters Backgrounder

                   Session ratings for applicants who spoke at ARMA Canada’s 2006 – 2010
                    conferences

You will be notified of the Program Director’s decision by e-mail no later than December 22, 2010.

Completing the Poster Session Presenter Application
See below for instructions for completing selected sections of the Poster Session Presenter
Application.

Synopsis
Provide a concise description of the poster session in 75 – 100 words. The word limit will be
enforced.

Describe the topic, project, survey, etc. the poster session will focus on and how the session will
address it. Outline the value for delegates who attend your poster session (i.e. ensure your
synopsis will enable a delegate to answer the question, “What’s in it for me?”).

The synopsis should reflect the title and objectives of the poster session. The synopsis should not
be an editorial on the topic, or an advertisement for the presenter or the topic.

Write in the second person (you) and avoid references to the presenter.

Learning Objectives
Briefly state 3 measurable learning objectives that complete the following sentence, “Upon
attending this poster session, you (i.e. the delegate) will be able to . . . “

Tips for writing effective learning objectives:
   Make objectives action- or results-oriented using active words like apply, analyze, discuss,
       develop, examine, explore, identify, recognize, etc. – avoid passive words like learn,
       understand and know
   Ask yourself this question when drafting an objective: “What will a delegate be able to do
       after attending the poster session?” (e.g. develop a records retention schedule, not
       understand a records retention schedule)
   Make sure you can deliver on the objectives you specify!

Core Competency Domain
As stated in ARMA International’s RIM Core Competencies, “Competencies are defined as the
knowledge, skills, characteristics, or traits that contribute to outstanding performance in a
particular profession. They are described in a way that they can be observed, measured, and
rated. Competencies move from the “what” an employee must accomplish (defined in the typical
job description) to “how” the employee accomplishes the required tasks . . . Competencies create
a common bond of understanding and a common language for discussing performance
requirements. They also may be used to design and develop training and educational programs,
position descriptions, and performance evaluation instruments.” For more information about the
RIM Core Competencies or to review the knowledge and skills for each level of each domain,
download a free electronic version of the core competencies at
www.arma.org/bookstore/productdetail.cfm?ProductID=2276

Your poster session must fit into one of the domains listed below.




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                    Call for Poster Session Presenters Backgrounder

    Business Functions
    This domain pertains to the knowledge and skills necessary to administer, implement, or
    maintain the non-RIM specific functions an organization performs, or needs to perform, to
    achieve its objectives (e.g. supervision of RIM staff, budgeting, providing customer service,
    identifying and mapping work processes, providing input to management, and strategic
    planning).

    Communications & Marketing
    This domain pertains to the knowledge and skills necessary to effectively exchange thoughts,
    messages or information by speech, writing or behaviour and to effectively champion the
    benefits of a RIM program within an organization. The communications and marketing domain
    is vital to developing successful business relationships to maximize RIM support and
    compliance, and promote the value of RIM principles and best practices.

    Information Technology
    This domain pertains to the knowledge and skills necessary to develop, maintain, and use
    information processing systems, software applications, and supporting hardware and networks
    for the processing and distribution of data. Examples of information technology tasks in this
    context include RIM software application selection process, reprographics and imaging
    equipment, establishing requirements for IT related to managing electronic repositories, and
    the identification of emerging technologies. As RIM is operating in an increasingly electronic
    and digital environment, appropriate knowledge and skills in relevant aspects of information
    technology are critical for RIM professionals at all competency levels.

    Leadership
    This domain pertains to the knowledge and skills necessary to motivate groups of people
    toward the achievement of RIM program goals within the context of the organization’s overall
    goals. Effective leaders must positively influence others by using leadership skills such as
    guiding, motivating, and mentoring, and interpersonal skills such as empathy and sensitivity.

    RIM Practices
    This domain pertains to the knowledge and skills required to systematically manage records
    and information from creation to receipt through processing, distribution, organization, storage
    and retrieval, and ultimate disposition. Information is a vital organizational resource, and
    organizations depend on accurate, readily available information to assist in management
    decision-making, provide litigation support, improve organizational efficiency, document
    compliance with legislative and regulatory requirements, and provide historical reference.

    Risk Management
    This domain pertains to the knowledge and skills necessary to proactively mitigate and
    manage the potential for damage to or loss of records and information. Two risk management
    components – risk analysis, which identifies the probabilities that records and information will
    be damaged or lost, and risk assessment, which examines known or anticipated risk to records
    and information – are key concepts to systematically controlling the level of risk exposure of an
    organization. Additional risk management components from an operational perspective are
    business continuity and disaster preparedness and recovery.




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                    Call for Poster Session Presenters Backgrounder

Poster Session Location and Schedule
Poster sessions will be held at the conference venue (Delta Prince Edward) as follows.

  Date and Time: Tuesday June 7, 2011 from 12 Noon – 4 PM

  Location: Foyer on the mezzanine level

Note: Poster session presenters are required to set up their presentations between 10 AM and
11:45 AM on Tuesday June 7th and take them down by 5 PM that day.

Poster Session Equipment and Supplies
ARMA Canada will provide the following equipment for each poster session:

      One (1) draped table (dimensions to be confirmed)

      One (1) free-standing Velcro-covered bulletin board (dimensions to be confirmed) which will
       be placed behind the table. The bulletin board will be visible behind the table and should be
       used to mount your poster session materials for display (e.g. photos, workflow diagrams,
       posters, brochures, etc.). ARMA Canada will supply Velcro fasteners for affixing posters to
       the bulletin boards.

      One (1) chair.

Note: An electrical outlet will be available at each poster session table. However, ARMA Canada
will not provide extension cords. Please bring an extension cord if you plan on using electricity
during your poster session.

Also note: Because Internet connectivity cannot be guaranteed, please consider alternatives such
as screen captures if you wish to present Internet content during your poster session.

All materials must be affixed to bulletin boards using the Velcro fasteners provided by ARMA
Canada. Staples, push pins, tape or other mounting devices may not be used.

You may place artifacts, hand-outs, articles and other supportive material on the table for display
and/or distribution to interested delegates.

You may also provide a sign-up sheet to record the names and e-mail addresses of delegates who
request more information, etc.

ARMA Canada will require you to report the number of delegates who attended your poster
session.

Poster Session Set-Up and Take-down
Each presenter will be assigned a poster board prior to the conference. You will receive an e-mail
from the Director of Program advising your poster board number.

Storage facilities will not be provided. And display materials should be pre-assembled because
set-up time and space are very limited.

Set up: You may begin setting up your poster session display at 10 AM on Tuesday June 7, 2011.
Set up must be completed by 11:45 AM. Displays set up ahead of schedule or in the incorrect
space will be removed by the Director of Program.
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                    Call for Poster Session Presenters Backgrounder

Take down: You must take down your poster session display by 5 PM on Tuesday June 7, 2011.

Poster Session Hand-outs
Presenters are responsible for providing copies of any hand-outs they wish to distribute during
their poster sessions.

Provided they are submitted by May 16, 2011 at 5 PM EST, ARMA Canada will post the hand-outs
on the conference proceedings website where they will be available to registered delegates.

Guidelines for Displaying a Poster Session
Poster session displays should use eye-catching materials such as photos, graphs, diagrams and
narrative text. The poster display should include a statement of the need/problem, objectives of
the survey or project, the implementation methodology used, major findings or outcomes and their
significance, and conclusions. Lettering should be simple, bold and easily legible from a distance
of four feet.

A poster is a graphical summary of the key points of a poster session presentation. It forms the
starting point for a brief and interactive presentation to interested delegates.

Guidelines for Presenting a Poster Session
During the scheduled presentation time (12 Noon to 4 PM on Tuesday June 7, 2011), the
presenter must be available at the display to answer questions and informally discuss the contents
of the initiative, project, program, research or survey being shown. A maximum of 1 presenter is
permitted for each poster session.

Delegates will circulate freely, seeking out the particular presentations they are interested in and
talking directly to the presenters in small groups.

It is important to understand that a poster is neither a paper nor a slideshow. The poster isn't
there for the audience to just read, it is a visual aid for you to use in creating a quick engaging and
impromptu presentation, and to refer to when answering questions and fueling discussion. The
poster should be designed to enable you to start conversations with others.




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