2024 Information for Presenters

AHEAD is thrilled to welcome our presenters to this year's Equity and Excellence Conference. The conference registration is now open! All presenters must register for the Conference, unless you plan to attend only your own session and not stay for anything else scheduled that day.

Session Descriptions and Presenter Bios:

If you need to make changes to your session's description or your personal bio, please reach out to Elisa Laird at elisa@ahead.org  All changes to session descriptions must be received by May 30 to be included in the printed conference program book. Bios will not be printed, but will be available online, and can be edited anytime.

Presentation Materials Must be Uploaded by June 17:

AHEAD makes all presentation handouts/presentation materials available to attendees in advance, for disability access reasons. This year AHEAD is grateful to GrackleDocs for performing the accessibility review for all materials. All presenters must upload your materials slides (either your slides or Word document handouts, if you prefer not to share the slides themselves) by no later than June 17—thank you in advance for helping make sure the Conference is accessible and inclusive of all attendees.


Please adhere to the following requirements:

  • With your uploaded documents, you must include your session number (2.01, 2.02, PC1, PC2, etc.) and the title.
  • If you are unsure of those, please check the preconference sessions or concurrent sessions
  • Presentations should be uploaded in PPT format. If you designed your slides in a different format, please convert them to Powerpoint and do an accessibility check before uploading them to GrackleDocs for review. 
  • Session handouts should be uploaded in Word format.
  • Presenters may submit PPT and any handouts one time only, GrackleDocs will track submissions and repeat submissions will be declined. 
  • It is expected that presenters follow the AHEAD guidance (below) on creating and submitting accessible materials to the greatest extent possible, including running the Accessibility Checks built into Powerpoint and Word. 
  • Presenters will draft alt text for all images and graphs, unless they are purely decorative (e.g., a border accent), and submit those in a separate Word document.

Submissions are due before June 17th, any submissions after this date GrackleDocs cannot guarantee delivery by the conference.

Creating Accessible Materials:

Presenters are expected to make every effort to ensure the materials uploaded submitted are fully accessible prior to uploading them, in accordance with AHEAD’s Presentation Accessibility Guidance. To assist presenters with this, AHEAD is providing short videos illustrating how to make your materials accessible, as well as some additional references and tips here. Please review AHEAD’s Commitment to Digital Accessibility for additional information and resources.

PowerPoint templates:

Feel free to use one of these templates from AHEAD, but you may also use another template you prefer.

Accessibility Guidance

Short video tutorials:

To assist with making your presentation as accessible as possible, AHEAD has created video tutorials covering various aspects of presentation accessibility. Please take the time to view these, to ensure your presentation is fully accessible to every attendee.


MicroSoft PowerPoint Accessibility Video (New Window)

Microsoft PowerPoint Accessibility Video Table of contents: 
  • Font choice and size - 1:40
  • Slide layouts - 3:14
  • Slide headings - 7:08
  • Image descriptions - 10:45
  • Accessibility Checker - 32:28

Accessibility checklist for slide decks:

  • It is much easier to build accessible slide decks in PowerPoint than in Google Slides or other programs.
  • Use appropriate PowerPoint slide layouts (instead of starting with a blank slide).
  • Make sure each slide has a heading and that headings are unique.
  • Add alt text for all images.
  • Use fonts of 24 point or greater. (If font is smaller than 24, break content into more slides.)
  • Use good contrast.
  • Instead of pasting URLs, provide meaningful links.
  • Run the accessibility checker and correct errors.

Accessibility checklist for documents:

Thank you for joining us in making this year the most accessible AHEAD Conference ever! We can't wait to see you there!

Showing video during your presentation

If you plan to show a video or other web-based item, you must download it to your own laptop’s local drive, rather than streaming it, to help ensure a smooth presentation. The wi-fi at any conference is notoriously unreliable, and with well over 1,500 people sharing it, our conference will be no exception.

Any video shown must include captions.

Logistics for showing your presentation slides

If you plan to use slides during your presentation, please have those ready on your own laptop.

The Audio/Visual (A/V) support at the conference will include an HDMI cable to connect your laptop to the projector. If the laptop you will use to present your slides does not have an HDMI Type A port, you MUST bring your own adapter with you to the conference. The A/V company does not have loaner adapters. (NOTE: All necessary connecting cables to the projector will be provided—the only need would be for a small HDMI adapter for your computer. Please see below for additional information.)

How do I know if I have an HDMI port?

You should look at both sides of your laptop. Here is a guide to the different kinds of ports that may help you identify what you have. And here is a YouTube video demonstrating how to look for your HDMI port (with auto-generated captions). Be careful: one type of port, the “Standard DisplayPort” that some computers have, looks similar to an HDMI port, but will not fit an HDMI plug. Please check carefully!

If you have an HDMI Type A port (the most common HDMI type) built into your laptop, you will be able to use the connection cables provided and no further action is needed. All connecting cables to the projector will be provided.

What if I don’t have an HDMI port on my computer?

You will need to bring an adapter with you that fits the output port on your computer. Therefore, you need to determine what your computer’s port type is, then purchase the correct adapter. Make sure you are purchasing a “male to female” adapter. Some of the most common include:

USB-C to HDMI Adapter

Mini DisplayPort to HDMI Adapter (common for Apple)

Standard DisplayPort to HDMI Adapter

Micro HDMI to HDMI Adapter

The above Amazon links are for reference purposes ONLY! This is not an endorsement, nor a requirement to purchase those. They are linked here solely to provide a visual reference. There are other types of computer ports and adapters—this is not an exhaustive list, just a sample. Adapters are sold at many retailers and have many price points, so please shop for yourself.

If you need assistance, you might consider taking your laptop to an electronics store and letting an employee help you find the correct HDMI adapter for your needs.

Poster Presentation Guidance

To make your poster session interesting and informative, please consider the following suggestions:

  1. Design a visual poster on recyclable materials that contains key components of your topic, program, or project.
  2. Prepare a handout that provides greater detail of the topic, project outcomes, names of contacts for further information (optional, but helpful). Please upload handouts (if you have any) by June 17, so that we have time to check them for accessibility and can make them available electronically for those who can’t access them on paper. You may also upload the digital version of the poster itself, if you like—we can also post that online. 
  3. Paper posters may be pinned to the boards AHEAD will provide.
  4. During the poster session time, be prepared to answer questions, provide information, and engage in discussion as participants stop at your exhibit table.
  5. Immediately following the session, all poster presenters are responsible for removing their own posters from the display space. 
  6. If you need a chair, captionist, interpreter, or other accommodations to be able to deliver your poster session, please contact profdev@ahead.org .

Poster presenters will be provided with the following:

  • A 6 foot table
  • A bulletin board for displaying visual materials, size: 4 feet high by 8 feet wide
  • “T” pins to fasten your poster materials to the board
  • A designated location in the Exhibit Hall during a specific time block

Electricity, Internet access, and AV Equipment are NOT available from AHEAD for Poster Sessions. If you use a laptop or tablet you should fully charge it.

Tips for Preparing a Poster Session from New York University