NAEYC Home > Annual Conference & Expo > Presenter Info > Meeting Room Information
Meeting rooms are set up at the beginning of the Conference for use throughout the week. As a result of stringent insurance and fire regulations, meeting rooms cannot be rearranged. Moving tables, rearranging chairs, and borrowing equipment from other meeting rooms is not permitted.
Session time and room assignments: In late August, please return to this section of the Web site to look up your presentation’s time slot and room assignment, which will also include the room setup, audiovisual equipment being provided to you at no cost, and the room’s capacity, which is helpful to know if you are bringing handouts.
Room setups: Each meeting room will include a head table and one six-foot display table near the door, for handouts and materials. Each meeting room will have a wired table microphone, as is appropriate. (Presenters who wish to use wireless or handheld microphones will need to rent them on their own).Preparing for your session: After each session,there will be half-hour breaks scheduled. Please allow approximately 10 minutes for the previous session's conferees to exit before going into your meeting room and setting up. This will give you 20 minutes to prepare.
Audiovisual equipment: Please do not remove or rearrange the AV equipment in your room, and do not borrow any audiovisual equipment from other meeting rooms. Equipment wires and cords will be taped in place to comply with safety codes and insurance standards.
Handouts: Presenters are responsible for covering the cost of their handouts and are encouraged to make photocopies in advance of their arrival at the Conference. The best way to determine how many handouts to bring is to base it on the capacity of the meeting room in which you are presenting.
Also, Presenters will be able to post copies of their presentation handouts online in advance of the Conference. Instructions for uploading your handouts will be provided soon.
Policy on hanging materials on walls: Presenters may not, for any reason, affix posters, flip chart pages, or other materials to meeting room walls. Presenters are liable and will be billed for any damage resulting from their use of masking tape, push pins, thumbtacks, etc.
When your session ends: Promptly remove your material so that the next group of presenters can set up and start on time.