Information for Speakers and Moderators

Registration Information

On the registration page (available in February), please log in to register. We have already created an account for you. Your username is your email address.  Please do not create a new account. If you do not remember your user name or password please click “I do not know my user name or password button” or email the Membership Administrator for assistance.  Please double check the registration rates against the rates available to you once you have logged in.  If you are a member and are not seeing the member rates please contact the Membership Administrator.  

Registration Options

• Only attending day you are speaking: If you are attending only the day you are speaking please choose the Speaker Comp Registration option. 
• Attending the Full Meeting: If you would like to attend the full meeting please choose the Speaker/Moderator Full Meeting Registration.  Additionally, there is a speaker rate for Librarians/Retired and Students.  

Changes to your Bio

Changes to your biography can be made in your SSP profile. Log into our website and go to Manage Profile. Click the pencil icon to edit your bio from the About Me tab. Under Personal Details, you can edit your title. Organization affiliation changes should be sent to [email protected]. 

Audio/Visual Equipment

Each session room will be equipped with a laptop, projector, microphone, and wireless Internet access. If you have any special audio/visual requirements or will be using an iPad or iPhone for your presentation, please use the Session Edit Form to submit your request.

Code of Conduct

SSP is committed to providing a safe and productive meeting environment that fosters open dialogue and the free expression of ideas and has adopted a Code of Conduct for the Annual Meeting and related events. Please review the policy so you are familiar with the expectations attendees, speakers, exhibitors, staff, contractors, volunteers, and guests at this event. 

SSP Speaker Information & Tips

Check out this informational video to help you prepare for your upcoming speaking engagement. It is divided into two parts. In part 1, I will review general information about the SSP Annual Meeting that is important for all speakers, such as on-site logistics and room layout, AV requirements, broadcast basics, and a few practical words on how to avoid some very common technical problems (particularly involving slides). In part 2, you'll hear tips and best practices for preparing and delivering your presentation.

Ensuring your Presentation is Accessible

SSP actively strives to ensure that we incorporate diversity, equity, inclusion, and accessibility in all our activities and programs.  Please keep the following tips in mind as you prepare your presentation.

Speakers/Moderators 

• Please do the following to allow all attendees to fully participate in this session. 
   • Ask all speakers to use a microphone.
   • Ask speakers and participants to identify themselves by name and affiliation during the presentation and discussions (e.g., Q&A) so that participants with a visual impairment know who is speaking. 
   • Ask speakers to repeat/or rephrase all questions into the microphone before answering them.
• All sessions are recorded, and some sessions are live-streamed.
• Use the microphone and request that attendees with questions do so as well, so they can be heard by in-person and virtual attendees and on the recording.  If they do not use the microphone, repeat the question before answering.
• Identify yourself during the presentation and/or discussions so that participants with a visual impairment know who is speaking. Ask attendees with questions to verbally identify themselves.
• Verbally describe all visual materials on slides, e.g., “The chart shows an increase in subscriptions by 25% over the last 2 years.”
• Mind your language–your choice of words may unintentionally be disrespectful, or exclude some of your audience. 
• Advise the program committee if you plan to divide the audience into smaller groups for certain activities like workshops (additional interpreters may be needed, environmental barriers removed, etc.)

Slide Presentations

• Closed captioning will appear on the screen during your presentation. Leave 2 inches / 5 cm of space at the bottom of each slide so that the closed captions don’t sit over the slide text.
• Use captioned films, videos, etc. Verbally describe all visual materials on slides, e.g., "The chart shows an increase in subscriptions by 25% over the last 2 years."
• Ensure your slides are accessible; if using PowerPoint, check out these best practices and use the Microsoft Accessibility Checker to flag potential issues.
• If your slides include text, give your audience time to read it; write in short, simple sentences in plain language, and avoid jargon and abbreviations; select background and font colors that provide high contrast. 
• Use an accessible font (e.g., common, sans serif) in 24-point font size or larger.
• Photos, charts, and other graphics should have alt-text descriptions. Avoid using color alone to convey information.
• Use meaningful text for links.
• Use captioned films, videos, etc. Verbally describe all visual materials on slides, e.g., "The chart shows an increase in subscriptions by 25% over the last 2 years."
•  Ensure your slides are accessible. If using PowerPoint, check out these best practices and use the Microsoft Accessibility Checker to flag potential issues; if using Google Slides, check out these best practices: Create Accessible Google Slides.

Additional Resources

• ADA Site ComplianceRecite Me: Accessible Fonts 
• American Chemical Society: Inclusivity Style Guide
• Electronic Resources and Libraries (ER&L): Virtual Presentation Accessibility Guidelines
• Harvard University: Create Accessible Google Slides
• Microsoft: Microsoft Accessibility – PowerPoint
• Minnesota IT Services: PowerPoint Accessibility Checklist
• WebAIM: PowerPoint Accessibility