Speaker Checklists

Technical Speakers  Workshop Speakers Poster Presentations Alternate FAQs

All speakers, alternates, and moderators must register and pay the appropriate registration fees. WEF offers all those on the technical program the advance member rate when they register.  

Technical Session Speakers (and Alternates)

Please note that the dates for each specific conference will be given once you have been accepted to speak.

The following deadlines outline is traditional for specialty conferences but may vary depending on the specific event.

What's Due When?

Deadline 1: Due in Ai Speaker Portal - This will happen about a week after you have been notified you are accepted.

• Confirm participation by accepting or declining.
• Edit Title and Author Block
• Upload Primary Speaker Biography
• Upload Primary Speaker Resume/CV

Deadline 2: Due in Ai Speaker Portal - About 6 weeks before the event.

• Last opportunity to edit Final Title and Author Block for listing in the onsite program.
• In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due in Ai Speaker Portal - About 4-5 weeks before the event

• Upload Final Manuscript - Most, but not all, specialty conferences require a manuscript. Be sure to check your conference's speaker packet to see if it is required.
  • Session proposal speakers will follow the same deadlines as technical session speakers but will submit an extended abstract describing their presentation rather than a full manuscript for the proceedings.
• Sign the License Agreement - Each author/co-author must log in and sign this.

Deadline 4: Due Directly to the Session Moderator - About 2-3 weeks before the event.

• Email Draft PowerPoint presentation to Session Moderator

Download a PDF of the
Speaker Instructions and Guidelines

Workshop Speakers

Please note that the dates for each specific conference will be given once you have been accepted to speak.

Deadline 1: Due in Ai Speaker Portal - About a week after you have been notified you are accepted.

• Confirm participation by accepting or declining.
• Confirm Workshop Marketing Description.
• Upload Each Speaker's Biography.
• Upload Each Speaker's Resume/CV.

Deadline 2: Due in Ai Speaker Portal - About 4 to 5 weeks before event.

• Last opportunity to edit Final Title and Author Block for listing in the onsite program.
• In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due Directly to WEF - About 3 weeks before the event.

• Send Final PowerPoint presentations from each speaker to WEF to be printed
• Send Final Agenda to WEF
• Send Final Handouts to WEF

Download a PDF of the
WORKSHOP PRESENTER FORMS and INSTRUCTIONS

Poster Presentations

Please note that the dates for each specific conference will be given once you have been accepted to speak.

Poster presenters will follow the same deadlines as technical session speakers but can submit an extended abstract describing their presentation rather than a full manuscript for the proceedings if they desire to do so.

Download a PDF of the
Poster Presentation Checklist

Alternate FAQs

Frequently asked questions about being an alternate

• How can I tell if I am an Alternate?
  • If you have been assigned to a whole session rather than just one 30-minute time slot, then you are an alternate. For example, if your schedule says something like 8:30-11:45, you are an alternate. You can also check for your presentation in the draft technical program. Alternates are listed at the end of each session. Finally, if you click the link in the title of your presentation within the AI Speaker Portal, it should say you are an alternate directly beneath your abstract.
• What do alternates need to submit?
  • Alternates follow all the same deadlines as podium presenters. Consult the Technical Speakers information.
• When will I know if I have been moved up to a podium presentation?
  • Whenever a podium presentation becomes available, we will move an alternate into that spot. This can be anytime between submitting your RSVP and the day of the presentation. This is why we ask alternates to complete all the same steps as podium presenters. We want you to be prepared to present, even on short notice.
• Can I do a poster presentation?
  • At many specialty conferences, WEF offers alternates the opportunity to present a poster presentation. Contact your conference's email address to find out if this opportunity is available to you.