Due Dates and Milestones for Speakers, Moderators & Coordinators
Please submit all material as soon as possible, but no later than the following dates, through the "Send Documents" button above.
Monday, July 13 (Or ASAP):
- Session coordinators should submit a proposed session title and description to EBA
- Short Description – should answer “What will I learn from this session” in one sentence.
- Long Description – up to 100 words (posted on the website)
- Session coordinators should submit a list of potential volunteer speakers for the PEC leadership to review. Once approved, coordinators may invite speakers.
Monday, August 10 (Or ASAP):
- All Speakers, Moderators, and Coordinators should review and complete/sign the Volunteer Agreement (sent to you via email from DigiSigner).
- If your organization has a bio posted online, EBA will use that bio/photo in our conference materials and marketing. If you prefer a different photo and/or bio, or one is not available online, please email a short bio and headshot to EBA.
- Around this timeframe, if you haven’t already done so, you should meet with your session team to begin mapping out your session. Zoom works well for this and EBA is happy to assist in sending a zoom link for the time/date your team identifies, if needed.
Monday, September 1: Submit Draft CLE Materials to EBA
- If the session is a CLE session, the speaking team must submit CLE-quality background material to EBA (can include draft slide decks)
- Speakers should download EBA's conference PowerPoint (PPT) design template (included with the speaker confirmation email) and send their slide deck to their Moderator and Olivia Dwelley. PPT presentations are not required, but, if used, we ask that the PPT template provided is used.
Thursday, September 10: Submit Complete Final CLE Materials to EBA
- Moderators: If any of your speakers are using PPT, you should work with Olivia to consolidate all slides to one slide deck for the entire session, in the order of presentation, in the provided PPT format.
Thursday, September 15: EBA's hotel room block closes. If you need hotel reservations, we urge you to make them as soon as possible.
Tuesday, September 22 at 12:00 PM (ET): Attend All-Sessions Speaker Logistics Call (via Zoom) - This will be a brief optional call for EBA staff to run through the conference layout space, conference logistics, and answer any last-minute questions speakers or moderators may have.
Thursday, October 8 and Friday, October 9: Attend the Energy Forum! Please check in with EBA staff 30 minutes prior to the start of your session.
Details for Session Coordinators
As coordinator, your responsibilities are to:
- Ensure good time management of session preparation.
- Prepare and submit the final session description to Olivia by the stated deadline (above). This will be used for conference marketing and on EBA’s website – try to be creative.
- Before inviting any speakers, submit a proposed list of session speakers and a session moderator to EBA for Professional Education Council (PEC) approval.
- We recommend limiting the number of speakers to no more than three speakers and one moderator, depending on the session format. The PEC asks that you propose a diverse group of unique speakers. If possible, please avoid any who spoke at EBA national meetings in the last three years.
- All speakers must be confirmed by the PEC before you officially invite them to speak. After the PEC approves each of your proposed speakers/moderator, you may invite them to participate. Communicate confirmed speakers (those who have been invited and agreed to speak) to EBA ASAP. Please include session title and all speakers’ proper names, titles, organizations, & email addresses. EBA will then send a formal email, with session details and speaker information, to all confirmed session panelists.
- Please reach out to your session team, after EBA’s speaker confirmation email goes out, to set up a call with them to begin planning.
- Ensure the moderator and all panel members understand how they fit in, and review content to avoid overlaps.
- Ensure the panelists meet EBA deadlines for bios and session materials.
- Ensure meaningful participation of all speakers.
- Suggest alternate speakers to the PEC/EBA, if a speaker is unable to fulfill their duties.
- Submit CLE materials and handouts to Olivia by the stated deadline. If CLE credit is desired for a session, handouts are required by the stated deadline (above). Panelists do not need to use PowerPoint but, at a minimum, each CLE session needs reference material for CLE approval.
EBA strongly encourages you to consider a variety of presentation styles, such as debate format, fireside chat, speed rounds, games, etc. Have fun with it!