Speaker Instructions

Dear selected speakers, 

 

On behalf of the Planning Committee for the 2022 South Carolina HIV, STD and Viral Hepatitis Conference, we thank you for agreeing to present at this year’s conference entitled “Strength in Numbers: Working Together.” Our conference will be held October 26 & 27, 2022, at the Columbia Metropolitan Convention Center, 1101 Lincoln Street, Columbia, SC 29201.

 

 

What do I do BEFORE the Conference? 

Presentation Date and Time Confirmation Deadline: August 26

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 26

You are automatically registered for the day that you present.  If you wish to attend the conference on the day you are not scheduled to present, you will need to register online at www.midcarolinaahec.org. The one-day registration fee is $145 if you register before August 26, 2022.

 

Audiovisual Equipment Deadline: July 18

The Conference will provide an LCD projector, screen and laptop in each session room for PowerPoint presentations. If you have any additional equipment needs (e.g., sound, playing internet video, etc.) please email by Monday, July 18. Equipment 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 17                   

To avoid any equipment challenges, please send me your final PPT presentation by Monday, October 17. We will have it loaded and ready for you in your session room.  If not submitted by October 20, we ask that you bring your slides on a removable thumb drive to be loaded just before your session begins.  We hope to have 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 PPT software but may not be equipped with other presentation software.

Handouts Deadline: October 17

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 no later than Monday, October 17 to our Conference Coordinator, Rebecca Jackson, at SCannualConference@gmail.com. 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 Deadline: July 1

A limited number of rooms with special nightly rates of $112 (plus taxes) has been negotiated with the following hotels:  Courtyard by Marriott, Springhill Suites Marriott, and Cambria Hotel Columbia Downtown the Vista. You can begin making these reservations on July 1 by visiting our website. The number of rooms at these prices is limited, so be sure to mark your calendars visit the website on July 1 to make your reservations! 

What can I expect AT the Conference?

Speaker Arrival at the Conference

When you arrive at the conference, please go to the conference registration desk.   We will have your name badge ready for you and any other information you’ll need. 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!

A quick overview of the speaker deadlines:

 

July 1              Reserve special hotel room rates if needed – www.schiv-stdconference.org

July 18            Email any “extra” AV equipment needs to SCannualConference@gmail.com

August 26       Complete Speaker Registration if needed at www.midcarolinaahec.org

October 17     Email your Final PPT presentation/handouts to SCannualConference@gmail.com