MCN 2023 Presenters’ Guidelines

By submitting a proposal to present at MCN 2023, you consent to these terms and conditions for participating in the Conference if your proposal is accepted by the Program Committee.

Once accepted, all requests to change a proposal must be submitted through the Program Change Request Form. Email requests will not be accepted. Changes to speakers, session formats, and other elements are still subject to these Terms and Conditions. 

General Terms and Conditions

Each session organizer and co-presenter (including invited speakers or panelists) must agree to:

  • Confirm that you will present at MCN 2023 in advance of the program announcement (due date TBD). An individual can participate in up to 3 sessions in the program.
  • Let MCN schedule your session at a day and time it sees fit. MCN further reserves the right to change the schedule as needed. 
  • Use the Program Change Request Form to request a change in a scheduled session. Requests for scheduled sessions are at MCN’s discretion and cannot be guaranteed.
  • Register for the conference and pay the registration fee when registration opens or risk having your name removed from the program. 
  • Send session materials to MCN no later than 2 weeks after the conference to host on MCN’s resource hub. 
  • Grant permission to be video or audio recorded and assign to MCN permission to distribute the recording at its discretion, unless you explicitly opt-out during the proposal process or through our Program Change Request Form
  • Submit AV/IT requirements to MCN no later than 2 weeks before the conference to [email protected]
  • Abide by MCN’s Friendly Space Policy.

In addition to the general terms and conditions, specific requirements apply to presenters submitting a proposal for Ignite sessions. 

  • You agree to attend rehearsals hosted before the Ignite reception on Wednesday, November 8, as well as online planning calls before the conference. 

Registration Cancellation and Refunds Policy

You have until September 8 (two months before the conference) to cancel your MCN 2023 registration and receive a full refund, minus a $75 processing fee. Cancellations between September 8 and November 1 will receive a 50% refund, minus a $75 processing fee. Tickets after November 1 are non-refundable and may be applied to a future conference. You can transfer registration to another individual with a $75 processing fee any time before November 1. 

For questions about your registration email [email protected].

Audio-Visual Requirements

  • Breakout session rooms are all equipped with a screen, a projector, a podium, and microphones.
  • Bring your own laptop computer and all necessary adapters to show your presentation to the audience. Presenters in shared sessions may be required to coordinate and load all presentations onto a single laptop.
  • If you intend to show a live demonstration in your presentation, we recommend inserting it as a screen recording into your main document so that it can be easily loaded and viewed by those who are not in attendance.

MCN Presentation Etiquette

You are expected to:

  • Arrive 10 minutes before the start of your session so you have time to set up, troubleshoot any last-minute tech issues and call on MCN volunteers to assist you, and meet your co-presenters if you have not already done so.
  • Presentations have firm time limits. Presenters must keep all presentations within their designated times—or have them cut short.
  • When presenting, use the microphones in the room, whether you’re sitting down at the speakers’ table or standing at the podium.
  • Speak slowly and clearly. Remember that English may not be everyone’s first language.
  • Before you launch into your presentation. Welcome attendees at the start of the session. Introduce yourself, your title, and the name of your institution
  • Ask your audience if they can hear you okay so you can make any sound adjustments immediately.
  • Alert attendees to any special format for the session, housekeeping, or general announcements e.g. there is a preferred social hashtag they should use specific to the session’s topic.
  • If the session is held under the Chatham House Rule, the Session Leader is responsible for reminding attendees to refrain from recording, tweeting, or otherwise sharing and identifying information with others outside of the session.
  • Announce any related SIG or Exhibitor information.
  • Introduce the speakers and briefly note what they will be discussing. This may be extremely brief or include a description of some common thread connecting the presentations together, it’s really up to you and your session presenters to work out.
  • Monitor the session environment and flow. Ensure everyone is mindful of the recording. If there are any problems, address them swiftly and professionally (e.g. technical issues, etc.)
  • Keep time, moderate, and facilitate Q&As.
  • Close the session with thanks to the panel, availability of any materials, and social engagement.