Session Speaker & Organizer Information

Thanks for participating in a session at the conference. Check out the registration policy at the bottom of the page and download the session handbook for more information.

Manage My Involvement

Session Handbook (pdf)

Facilitated Discussion Handbook (pdf)

Poster Handbook (pdf)

Important Dates
December 18, 2014 Deadline for session organizers to invite speakers
Organizer submit requests for guest registration
January 8, 2015 Deadline for speakers to confirm their participation, provide bios, and turn in permission forms
Deadline for audiovisual equipment requests
February 19, 2015 Deadline for speakers to register for the conference
March 19, 2015 Hotel reservation deadline.
March 23, 2015 PowerPoint upload window opens
April 1, 2015 Deadline: Submit handouts to speakerinfo@planning.org.
April 19-21, 2015 APA National Planning Conference in Seattle

Conference Speaker Policies

Every session, discussion, deep dive, or poster MUST include at least one APA member.

All moderators and speakers MUST be registered for the conference.

As a professional courtesy speakers are encouraged to speak in NO MORE than two education events (sessions, mobile workshops, discussions, etc.)

All speakers MUST pre-load their PowerPoint files using the pre-conference portal, or the speaker preview room. You are not allowed to load your presentation directly on the computer in the session room.

Registration Options

Conference Registration Deadline: February 19, 2015

Option A: Full Conference, Paid Registrant Speaker

Speakers must register by February 19, 2015.

The speaker registration fee for the full conference is $730 and speakers are encouraged to register online at www.planning.org/conference starting mid-December. Paper registrations are accepted with an additional $50 paper processing fee.

Full registration includes: all conference sessions, an awards luncheon invitation, a complimentary drink at the Exhibitor Meet and Greet Reception and training workshops. Tickets to events such as mobile workshops, orientation tours, GIS workshops, or other special events are available for an additional fee.

Speakers who do not complete their conference registration by February 19, 2015 will be required to pay the prevailing rate, and risk cancellation of their speaking slot.

Speakers who have confirmed their participation but do not attend the conference are expected to pay the invoice. Speakers who send an e-mail to speakerinfo@planning.org cancelling their conference attendance will have their invoice voided.

Option B: Non-APA member, Non-Paying Guest Registrant Speaker*

Guest registration (badge only) entitles the speaker to attend the one session at which he or she is Guest registration (badge only) entitles the speaker to attend the one session at which he or she is speaking without a fee. The registration is valid for attending that session only and is not available to APA members. The registration does not allow the speaker to participate in any other conference sessions, nor purchase tickets to events.

One of these two criteria must be met to qualify:

Criterion A: The speaker works principally outside the field of planning and is not an APA member. Examples are a mayor, a city engineer, or a neighborhood resident.

Criterion B: The speaker is an academic who does not teach planning and is not an APA member. Someone who teaches economics, for example, would qualify.

APA members do not qualify for guest registration.

* Criteria strictly enforced, no exceptions

Option C: Discounted Conference Rate (for specific APA members)

Speakers must register by February 19, 2015.

APA members who are students, new professionals, life, or retired members may register at the discounted rate offered to them. Paper registrations are accepted with an additional $50 paper processing fee.

Discounted registration includes: all conference sessions, a complimentary drink at the Exhibitor Meet and Greet Reception and training workshops. Tickets to events such as the Awards Luncheon, mobile workshops, orientation tours, GIS workshops, or other special events are available for an additional fee.

Speakers who do not complete their conference registration by February 19, 2015 will be required to pay the prevailing rate, and risk cancellation of their speaking slot.

Speakers who have confirmed their participation but do not attend the conference are expected to pay the invoice. Speakers who send an e-mail to speakerinfo@planning.org cancelling their conference attendance will have their invoice voided.

Copyright Compliance

All presenters are responsible for abiding by copyright laws.

  1. You need permission to use others' work and you must credit them. This includes photographs; diagrams; excerpted pages from codes or zoning regulations; any image found online; pictures; scanned copies or screen captures of printed materials; and any other image or document that has been created by someone other than you. This also pertains to conference handouts. Do not distribute written materials for which you have not obtained permission.
  2. If you find an image or document that you would like to use, contact the creator or author! Because you are using the material for educational purposes, most people and organizations will not charge you for use of their intellectual property.
  3. If you have been granted permission to use another's work, credit the author or creator using a text box in your presentation or on the handout. Include the author/creator's name and organization and be sure to note that the material is "used with permission."
  4. If you are in doubt about whether your use of an image or document violates copyright law, DO NOT USE IT.
  5. For more information about copyright laws, please visit www.copyright.gov. The "Copyright Basics" circular at www.copyright.gov/circs/circ1.pdf provides a useful summary of copyright laws.

Audiovisual and Room Set Request

Sessions, Facilitated Discussions, and Deep Dives

All session rooms have standard set-ups based on the type of session. All sessions take place in a room with chairs in rows facing a stage. The stage is equipped with a head table with 3 chairs and a podium.

All facilitated discussions and Deep Dives take place in a room with large round tables and chairs facing a stage. The stage is equipped with a head table with 3 chairs and podium. APA is unable to make adjustments to these room sets.

All rooms come equipped with one of the following:

(1) Podium

(1) Head table and (3) chairs

(1) Computer

(1) Data/digital projector (LCD)

(1) Screen

(1) Podium microphone

(1) Standing microphone (for audience Q&A)

(1) Table Microphone (for the head table)

(1) Lavalier (Lapel) microphone

(1) Laser Pointer

If you need any equipment not listed above, you must request it. Requests may include: internet connection for the presenter, audio speakers, or an additional chair for the head table. Requests are not guaranteed. Please send a detailed e-mail to afrey@planning.org with your request. Be sure to include your session title, date/time, and function code. APA is unable to accommodate room setup changes.

Frequently Asked Questions

Q. Where do I go for speaker assistance at the conference?

A. Speaker Preview is located in rooms 309/310 in the Washington State Convention Center. Go here for onsite loading of your PowerPoint, to discuss a-v questions with the technicians, or to rehearse your presentation.

Q. What do I do if I have technical problems in my session?

A. The a-v staff members (in black t-shirts) circulate regularly throughout the session rooms. Look for them before your session starts to discuss any problems. As a last resort, send someone to the Speaker Preview room (309/310) to get assistance.

Q. May I use my own laptop in a session?

A. No. Your presentation will be sent to your session room from the main network in the Speaker Preview room (309/310). You must preload your presentation online or in the Speaker Preview room.

Q. Do I have to use the microphone?

A. Yes. Do not assume that everyone can hear your voice in a session room. Make it easy for your audience and allow them to hear everything.

Q. Will APA automatically make my PowerPoint available for conference attendees to download, if I provide it to the Speaker Preview room?

A.Yes. After you upload your presentation in the Speaker Preview room APA will have access to the files at the conclusion of the conference, to make available for conference attendees. If you do not want your presentation included you must decline permission here: [LINK TO THE SPEAKER MANAGEMENT FORMS].

Q. Do I have to register for the conference to participate as a speaker?

A. Yes. All speakers must be registered for the conference. Read the speaker registration policy and learn about registration options.

Q. Is every session required to have at least one APA member as a speaker?

A. Yes.

Q. Where do I find information about organizing my session?

A. Select the type of session you are participating in and download the handbook.

Questions?

Most answers can be found in the handbooks provided for your session.

If you cannot find the answer to your question after reviewing the handbook, please send an e-mail to SpeakerInfo@planning.org.