Session Guidelines

UAA offers four session format options for conference presentations. See descriptions below. You are free to submit a proposal for one type of session.

UAA Conference panel
UAA Conference poster session
UAA Conference breakfast roundtable session
Paper Panel Presentations
Breakfast Roundtable Presentations
Colloquy Presentations
Poster Presentations
Moderator Role
A/V Equipment | Internet | Pre-Presentation Set-Up

Paper Panels Are Created in Two Ways

  1. Individually submitted papers, if accepted, are grouped thematically by the UAA Conference Program Committee to form a panel
  2. A group of scholars submit their papers together as a “Pre-organized panel,” which is then reviewed by the UAA Conference Program Committee.

Session Time Structure & Presenter Responsibilities

Paper panels are 90 minutes long. Within each session, approximately 15-20 minutes should be reserved for open discussion.

  • In sessions with five presenters, each presenter is allotted 10 minutes.
  • In sessions with three or four presenters, each presenter is allocated 12 minutes.
  • It is best to plan on 10 minutes regardless of the number of presenters since last minute changes in the panel could affect your allotted time.
  • Reading papers is not acceptable.
  • Paper presenters should tell attendees how to obtain a copy of the paper, if it is accessible.
  • If a moderator does not arrive, we ask that the first presenter assume this roll.

A breakfast roundtable is an informal discussion of a topic during breakfast. The discussion is led by one or more persons but open to anyone who wishes to join in and share his or her views. Leading a roundtable is a good way to meet people who share your interests.

Because breakfast roundtable sessions take place in the general dining area, the use of audio-visual aids and equipment (other than a laptop computer without a projector) is not possible.

Breakfast roundtables are scheduled during the one-hour period of breakfast (8:00-9:00am). If you are leading the discussion, plan to arrive at least by 7:45am to ensure that interested persons are greeted.

A colloquy is a structured, formal discussion of a topic by a few selected individuals (typically four or five speakers). Each individual speaker makes prepared comments. After all speakers have spoken, they then engage in an open discussion with the audience. Colloquy speakers do not, however, present written papers or in-depth research findings. Instead, speakers draw upon their general knowledge, background, and experience of the subject being discussed.

Session Time Structure & Presenter Responsibilities

Colloquy sessions are 90 minutes long. Within each session, approximately 15-20 minutes should be reserved for open discussion.

  • In sessions with five speakers, each speaker is allotted 10 minutes.
  • In sessions with three or four speakers, each speaker is allocated 12 minutes.
  • It is best to plan on 10 minutes regardless of the number of speakers since last minute changes in the colloquy could affect your allotted time.

Poster sessions are the best option for researchers at early stages of their work.

Poster session submissions are welcome on any topic and may include an analysis of a solution to a problem; a report of a research study; or any other presentation that would benefit the larger urban affairs community.

Poster Presentation Guidelines

Presenters populate their posters with pictures, data, graphs, diagrams, narrative text, and informally discuss their presentations with conference attendees during the assigned 30 minute period.

  • During the poster session each presenter is expected to stand or sit next to her/his assigned board and engage in discussions with individuals who stop by to read the poster.
  • Poster sessions will occur during mid-morning and/or mid-afternoon time periods. The poster session area will be open to presenters at least one hour before the scheduled time for presentations.
  • UAA will provide an assigned display board for each poster. Groups of posters will be assigned to a specific time period and listed in the conference program by study title, author(s), and institution/organization.
  • Presenters should arrive at least 30 minutes before the start of the session to arrange their posters on the display boards. UAA will supply the materials for attaching your poster to the boards.
  • Each poster presenter is responsible for removing her/his research materials at the established time deadline listed in the conference program.
  • There are no accommodations for audio-visual or computer equipment in the poster display area.

Moderators are primarily responsible for introductions, keeping the time, and alerting presenters of remaining minutes, as well as managing the open discussion period. They are expected to maintain an atmosphere conducive to open and collegial discussion of ideas. Moderators are not discussants. However, each moderator is responsible for making a brief introduction (1 minute) of each paper.

Each paper presenter is responsible for sending the moderator an electronic copy of his or her paper by the paper submission deadline. To assist paper presenters, UAA sends an email message with a link to the moderator contact list. The expectation is that moderators will do a quick review of the paper to obtain enough information to make an introduction. Moderators are not expected to provide review comments.

See also:  Moderator Guidelines

A/V Setup in the Session Rooms 

Each conference session room is equipped with a laptop, screen and LCD projector. If you wish to use PowerPoint for your presentation, please save your file to a portable USB flash drive. If you are building your slides on a Mac computer, please convert your file to Microsoft PowerPoint and save to your flash drive.

Traditional overhead and slide projectors are not provided.

We ask all presenters to avoid using their own computers for ease and efficiency in transitions between presenters in sessions. Delays in connecting computers reduce the amount of time for presentations and discussions.

Internet

Internet will be available in the Renaissance Hotel meeting and lodging rooms.

Pre-Presentation Set-Up

Presenters are encouraged to arrive a few minutes prior to their session in order to test their presentation. Audio-visual technical assistants will be on call to provide any necessary support.