IRE/NICAR SPEAKER’S CORNER

Deadlines | Primers | Technical Tips | Tipsheets | FAQ

Thanks for agreeing to speak at an upcoming IRE event! Here you’ll find resources to make your session the best it can be. If you would like to volunteer to speak at an upcoming event, please fill out this form, and we will be in touch if we can use your expertise. As always, if you’d like to chat, we can be reached at conference@ire.org.


Important deadlines for the 2020 NICAR Conference

  • ASAP — The sooner we hear that you’ll be joining us in New Orleans, the better!
    • You should have an email from IRE staff with details including the time and day of your session(s).
  • ASAP — As soon as you confirm your participation, please fill out the speaker form
  • ASAP — Make connections with co-presenters/teachers
    • Plan a call, meeting, or Skype session to talk about your ideas, session layout, topic distribution, etc. Be sure your moderator is included. They are IRE event experts who are ready to assist with questions, review your deliverables, and provide feedback.
  • January 6, 2020Send draft presentations to your moderator, if applicable 
  • January 7, 2020Register for the conference
  • January 10, 2020 — Deadline to confirm the title and description for your session. Hands-on teachers also need to send in software needs and a copy of their data by the close of business on this day.
  • Multiple dates — Join a prep call. We’ll be holding conference calls to drive home key points and also allow time for questions. We’ll post more details about these calls in the coming months. 
  • February 23, 2020Send final presentation to moderator and IRE (tipsheets@ire.org)
  • March 5-8, 2020 — See you in New Orleans!

Primers 


Additional links to help you plan the best session

  • Technical tips for your presentation (coming soon for NICAR20)
  • IRE asked Stephen Stock, NBC Bay Area reporter and a perennial favorite speaker at our conferences, to put together some tips in a short, fun video to help all our speakers as they prepare for the conference. Please watch the video here

Tipsheets

  • Send tipsheets and all other material you would like to share with attendees and IRE members to tipsheets@ire.org.
  • Learn how to make the best tipsheet (coming soon for NICAR20)

Speaker FAQ

  • Something has come up and I’m not able to attend the event I’m speaking at. What do I do?
    • Contact conference@ire.org ASAP.
  • Do I need to bring my own laptop to present or teach?
    • No. A presenter laptop will be provided. Please make every effort to use the presenter laptop which will be set up and tested with hotel A/V and a hard-wired internet connection. There will also be on-site technical support if issues arise. Support cannot be guaranteed if you bring your personal computer.
  • Will there be Wi-Fi?
    • Yes. However, all presenter laptops will have a hard-wired Internet connection.
  • One of my co-speakers cannot make the conference but has offered to Skype in. How do I set that up?
    • Remote or Skyped speakers should not be planned.
  • What is the A/V set-up for panel and demo rooms?
    • Panel and demo rooms will be set up with an instructor computer, LCD projector, projector screen, wired Internet and two microphones at the head table.
    • We strongly encourage you to use the instructor computers that will be set up in each room. These machines have been tested with the A/V and Internet and will be ready to go. IRE staff are happy to assist you with loading any items on the instructor computer for your session. If you must use your own machine, be sure to bring any adapters necessary to connect to the Internet, projector, etc. (this is especially important for Mac users) and arrive early so that the A/V and Internet can be tested.
  • What is the A/V set-up for Commons?
    • Commons rooms will be set up with a large monitor that facilitators can connect their laptop to but there will not be audio. Internet will be the conference Wi-Fi. 
  • What is the A/V set-up for hands-on labs?
    • Labs are either PC or Mac and are set up with an instructor computer and about 30 student computers (unless it’s a BYO lab). The instructor computer is set up identically to the students’. 
    • We strongly encourage you to use the instructor computers that will be set up in each room. These machines have been tested with the Internet. Using your own computer can make the presentation unintentionally confusing. IRE staff are happy to assist you with loading any items on the instructor computer for your session. If you must use your own machine, be sure to bring any adapters necessary to connect to the Internet, projector, etc. (this is especially important for Mac users) and arrive early.
  • What is the A/V set-up for Master Classes? 
    • Master Class rooms do not have an A/V setup. Internet will be the conference Wi-Fi. 
  • Can I play video and/or audio in my presentation?
    • Yes, you’ll be able to play video and/or audio in the panel and demo rooms. However, to ensure the best possible experience for you and attendees, we recommend the following steps:
    • Download the video/audio to a flash drive. We can help you connect your flash drive to the computer at the speaker’s table.
    • Do not stream video/audio from a website.
    • You also can also embed audio or video into a presentation, but if you do, please make sure it is an mp4 or mp3 file so that it can be played on any computer. 
    • If you have concerns about your A/V needs, please let us know and we can discuss them further.
  • Do I have to pay registration for the conference I’m speaking at?
    • Yes. With more than 400 speakers, IRE relies on registration fees from everyone to help keep costs low for everyone. We’re proud that our registration fee is one of the lowest among national journalism and technology conventions. We are also unable to provide financial support for speaker travel or lodging. If you need financial assistance to make it to a conference or event, please check out our fellowships and scholarships
  • What if I can only attend the conference I’m speaking at for part of the time? Do I still have to register and pay? 
    • Talk to the IRE Staff person you’re working with to make arrangements for a day pass. 
  • I need to use my own laptop to present, will there be adapters and support to help me connect to the hotel A/V?
    • IRE will not have adapters to connect your laptop to the projector, A/V or Internet. We cannot guarantee support if you need help connecting.
  • When is my session? 
    • IRE staff should have communicated when your session is scheduled in their initial email to you.  
  • What if I haven’t heard from my panel moderator? 
    • Contact the IRE staff person you’ve been working with right away.
  • What if one of my co-presenters isn’t responding to my messages? 
    • Contact the IRE staff person you’ve been working with right away.
  • Do I have to make a PowerPoint or slide deck for my session?
    • You do not have to make a PowerPoint for your session, but slides to visualize your key points are very helpful in larger panel rooms. If you do not create a slide deck, be sure to have other forms of visualization for the audience to follow along with.
  • What if I need to make a substantial change to my session topic? 
    • Contact the IRE staff person you’ve been working with right away.
  • How much time should I spend preparing for my session? 
    • This often depends on the type and length of session you’re preparing for. As a general rule of thumb, you’ll need to prep for at least four hours for a one-hour class.
  • After I’ve confirmed that I can speak, what do I need to do?
  • Where do I send my tipsheet and slides? 
  • Will I have access to the session room early and will I have help setting up?
    • We’ll have a few on-site speaker meetings that you can attend to get a feel for the type of room you’ll be in. We’re also happy to make accommodations for you if you cannot make a scheduled meeting. Contact the IRE staff person you’ve been working with to set that up. 
    • Each session room has an assigned room monitor who will be able to help you get set-up before your session.  
  • Will my session be recorded?
    • We record the audio of the majority of our panel rooms. However, as a general rule of thumb, expect everything you say to be on the record.
  • I don’t see my question in the FAQ, who should I contact?
    • You can email us at conference@ire.org or call us at 573-882-2042. 
  • What do I need to do if a piece of my demographic information (like affiliation) has changed? 
    • We’ll need to update your information in several places, so the best thing to do is email us at conference@ire.org.
  • Where can I find my receipt for my paid registration? 
    • Your registration receipt is located in your IRE member profile.