Thank you for your interest in presenting at the
upcoming 2017 NAEHCY conference in Chicago!
Read these instructions carefully before completing your concurrent session application(s).
Concurrent sessions will be held during seven (7) allocated times during the NAEHCY annual conference, beginning on Sunday morning, October 29, 2017, through noon on Tuesday, October 31, 2017. The Concurrent Session times are included on the draft conference agenda that may be downloaded at http://naehcy.org/sites/default/files/conference/2017/.
Concurrent sessions are generally 1 hour and 15 minutes in length. The conference planning committee may select presentations to fill a double (2 hours and 30 minutes) slot, or may request that certain sessions be repeated more than once during the conference.
Applications for concurrent sessions must be submitted online. A hard copy (PDF) version of this online application, for information purposes only, may be downloaded from the NAEHCY conference web page at http://naehcy.org/sites/default/files/conference/2017/. Previewing a copy of the complete application may be helpful for preparing your online submission. Paper submissions will not be accepted; the paper document (PDF format) provided for you is intended only to assist in the preparation of the actual online proposal submission.
The speaker agreement includes NAEHCY’s policies on registration and presenting which must be agreed to before a proposal can be completed and submitted. These policies may be previewed in the PDF version of the application, as well.
The concurrent session RFP allows for a maximum of four (4) presenters per concurrent session -- one lead presenter and a maximum of three (3) additional co-presenters. If a session has more than four presenters, the information for the additional presenter(s) will not be provided in the conference program. Additional presenters may be mentioned in the session description or may introduced at the start of the session, if selected.
CONCURRENT SESSION TECHNOLOGY AND ROOM SETUP
Each room will be equipped with a projector, projection screen, A/V cart, speakers, and power supply. Presenters will NOT be responsible for providing a projector if it is needed for the session.
Presenters MUST PROVIDE THEIR OWN LAPTOP for the session, along with all necessary adapters and dongles (HD connectors, Apple adapters, etc.).
All rooms will be set up theatre style (chairs in rows facing the front with no tables) in order to allow for the greatest number of participants in each session.
Presenters are responsible for duplicating session handouts and materials that will be provided to participants. Presenters must provide copies of the handouts, PowerPoint, and other session materials to post to the conference website. Failure to provide this information will disqualify the session from CEU eligibility. Sessions typically draw 80 - 100 participants. Additional information about estimated attendance will be provided to presenters by late September, 2017.
ONLINE DOCUMENTATION SUBMISSION PROCESS
You must use the online application system to submit an application to present a concurrent session. To submit an application, visit:
The first time you visit the online application system, you will be asked to create an account. You must enter your first name, last name, and an email address. This email address will be used for all communications regarding your concurrent session application, so be sure it is one you have access to throughout the summer. You will be asked to select a category; select "Applicant." Once you have created an account you will receive an email confirmation of your account setup. Click on the link included in your registration confirmation email to go to the application site to start your application(s). You must click on the link in the confirmation email to access the online submission site the first time. Once you are in the application site you may want to bookmark the page in your browser so that you can return to your application(s) easily.
You do not have to create multiple accounts in order to submit multiple applications. You may submit multiple applications with the single user account you created. You may NOT submit applications for other presenters, all presenters must submit their own application.
Once you are logged in to the application site, you will be on a "homepage" that lists the tasks you must complete:
- Fill Out Your Application Form - required
- Upload Resume/CV - required
- Upload Additional Document - optional; may be used if you have something you would like to share with the review committee not asked for in the application
- Provide Video Link - optional; may be used to share a link to a video that will be part of your presentation
- Submit Your Application - required; use this link to submit your application when you no longer wish to make any edits
The online submission system will allow you to return to a partially-completed application as many times as you wish. As you work through your application(s), be sure to select the "save" or "save and exit" button periodically to save your work. To go back to your incomplete application(s) you will login with your user ID and password and you will be able to edit or complete your application. When you login, you will be taken to your "homepage" and you can select the task you want to continue working on and make your edits or continue your submission(s). You will be able to edit your application(s) up until the submission deadline, May 8, 2017.
You also have the option of submitting a complete application before the submission deadline once you are finished with your application. If you have completed all of the responses in the application, you may select "submit your application" at the end of the application form. If you have not completed all of the prerequisites, you will not be allowed to submit your application. Remember: if the submission deadline expires and you have not completed your application, your application will not be submitted for review. Only complete applications will be reviewed. Once you select the option to submit your application, you will not be able to make further edits to your application.
Once you submit your completed application, you will receive an email confirming your submission. If you wish to have a copy of your submission for your records, please follow the print instructions. Once you submit a completed application or the submission deadline arrives, you will not have access to your application. You will NOT receive an email with a PDF attachment of your application. In order to have a copy of your application, you must print your submission.
Please note that ALL OF THE QUESTIONS IN THE APPLICATION MUST BE COMPLETED. If you skip a section of the application in order to come back to it at a later time, do not forget to complete any incomplete items. NOTE: there are a few new fields that are required this year, completion of all required information is necessary so that we can submit all sessions for Continuing Education Credits. Incomplete submissions will not be considered for approval by the conference committee.
CEUs / CPEs (Continuing Education Units)
The NAEHCY conference awards CEUs for each of the concurrent sessions offered during the conference. CEU accrediting organizations and agencies require NAEHCY to obtain documentation from all presenters, including co-presenters, about their background, goals, and outcomes for each presentation. Sessions that do not have all the information on file are not eligible for CEUs for participants. Your complete application helps NAEHCY provide a quality professional development experience and CEUs for all conference participants.
DOCUMENTATION SUBMISSION DEADLINE
All concurrent session applications must be submitted by the close of business on May 8, 2017.
Presenters will be notified of the Presentation Review Team’s decisions by late June, 2017.
If you have any questions about the online proposal submission process, please contact:
Amy Beckham at firstname.lastname@example.org or 866-862-2562.
Thank you for your willingness to support the ongoing success of NAEHCY's annual conference!