Speaker Instructions

Dear selected speakers, 


We thank you for bringing your talents to the conference and look forward to working with you! We hope the information provided below will be helpful to you as you prepare for this year’s presentation.  If you have any questions or concerns, please do not hesitate to contact our Conference Coordinator, April Winningham, at SCannualConference@gmail.com


Planning Committee, SC HIV, STD and Viral Hepatitis Conference



What do I do BEFORE the Conference? 

Presentation Date and Time Confirmation Deadline: August 15

Please visit the conference program HERE to verify the date and time selected for your presentation(s) and fill out the form below to confirm. If you have a scheduling conflict, please enter it into the form so that we can make adjustments accordingly.   


Speaker Registration Deadline: August 15

Two speakers per presentation will received free registration for the day(s) of their presentation.  For those presentations with three or more speakers, two will receive free registration and additional speakers beyond those two must pay full registration fees.  All session presenters (regardless of registration fees – free or full) must register for the conference, by filling out the form below. This year, we are providing registration on-line at www.midcarolinaahec.org for those who are not included in the free registration for the two speakers. If you wish to register via email or mail, please click this link for the Registration Form.


Audiovisual Equipment Deadline: September 1

The Conference audio visual team, SCAV, will provide an LCD projector, screen, and laptop with the latest version of PowerPoint (PPT) in each session room for PPT presentations. If you have any additional equipment needs (e.g., sound, playing internet video, etc.) please email SCannualConference@gmail.com by the deadline noted above. Equipment requested after this date and beyond what is listed above will incur an additional cost, so please request only that equipment which is required for your session. 


PPT Presentations Deadline: October 12                   

To avoid presentation challenges, please be prepared to email your final PPT presentation to Ed Beaman at ed.beaman@scav.com by the date listed above. If you wish to bring your final presentation with you to the conference instead, please bring it on a flash drive and arrive early in your session room to upload it to the session laptop. Please note that we do plan to offer a wi-fi internet connection but cannot guarantee it, so please do not rely on internet access to retrieve any presentation. Also, our laptops will be equipped with the latest PPT software but may not be equipped with other presentation software. 

Handouts Deadline: October 12

Evaluations from our conference overwhelmingly indicate that participants prefer presentations that include handouts. At a minimum, handouts should include: 1) the title of your presentation, 2) copies of slides or other supporting data (as applicable), and 3) your contact information. The Conference Planning Committee will make black and white copies of handouts (maximum of 6 pages, front and back) ONLY if submitted via email to SCannualConference@gmail.com by the date indicated above. Your session moderator will have these copies for you in your session room. If you make your own copies, please make enough copies for 50 attendees per session.  We also ask that you leave one copy of your handouts at our Speaker Registration Desk in the event other participants request a copy.

Hotel Special Rates: 

A limited number of rooms with special nightly rates of $112 (plus taxes*) has been negotiated with Aloft Columbia Downtown at 823 Lady Street and Holiday Inn Downtown – Main Street District, 1233 Washington Street. You can begin making these reservations now by clicking HERE. The number of rooms at these prices is limited, so be sure to make your reservations early!

What can I expect AT the Conference?

Speaker Arrival at the Conference

When you arrive at the conference, please know that we have prepared a separate registration area for our speakers.  Please go directly to the “Speaker Registration” area – located to the left of the registration desk where other attendees will be checking in. We will have your name badge ready for you and any other information you’ll need for a great experience. Your badge is required for entrance to the keynote and concurrent sessions, exhibit hall, and luncheons.

AV Assistance 

Please know that our audio-visual team will be on-site at the conference to assist you. Laptops will have the most current version of PowerPoint and 

audio will be connected to the laptops for your video playback needs. Please do not hesitate to ask our audio-visual team for assistance if you need it – they will be there to help! 

Questions or Concerns

If you have questions, concerns or need assistance when on site at the conference, please ask any volunteer to find a Planning Committee Member.  Thank you!