#HCAF2016
Deadlines for Confirmed Speakers
Important Deadline Dates for Speakers
ASAP: Brochure Items
May 2: Website Bios (optional)
May 11: Continuing Education Credit Application Info
June 1: AV Requirements
During June & July:
-
One Liner & Article to Be Used in Promotions (optional)
-
Pre-record presentations (please schedule in advance!)
June 29: Attendee Handouts, Speaker Introduction, & Cell Phone Number
July 8:
-
Hotel Group Rate Expires (Book early! Our room block could sell out long before this date!)
-
Speaker & Early Bird Registration Expire (FREE for you, just need to register online by this date)
July 22: Final Presentation Slides for On-Site Backup & Pre-loading
If you have any questions or concerns, please do not hesitate to contact Monica Smith at msmith@homecarefla.org or (850) 566-6999. I look forward to working with you to make this the best conference ever for all of us! Thanks again for all that you are contributing to make it a success!
ASAP: Brochure Items
We are presently working on drafting the conference brochure and expect to distribute them in May both via mail and at our in-person education events. You will receive an electronic copy as soon as it becomes available. We need your help to develop the brochure:
-
Your Photo. We would like to include photos of the presenters in the brochure and on our website. Please send us a head-shot//high-resolution photo as soon as you can.
-
Session Title. We need to receive the title of your presentation, if you have not already submitted it. You are also encouraged to feel free to update your title to mesh with our conference theme.
-
Brief Overview. We need a brief overview of your presentation; if you have not already submitted it. If possible, please update it to mesh with our conference theme. 3-4 sentences would be ideal.
Deadline May 11:
Continuing Education Requirements for Your Session
Depending on each session topic, we hope to provide continuing education credits to nurses, physical therapists, occupational therapists, speech therapists and accountants. In order to do this, we will need your help. If you have not already done so, please submit:
-
3-5 learning objectives for your session and the time that you expect to spend on each objective. Click here for a sample template.
-
List of references and resources used within the presentation
-
Resume or CV for each presenter
-
The professional discipline and license number for each presenter
-
Program outline that describes the time devoted to each topic area
On behalf of our Board of Directors, Education Committee and staff, we wish to thank you for taking part in this year’s annual event. We are grateful for your participation and support and hope you will find this to be fun and well worthwhile experience!
Deadline June 1:
Audio Visual Requirements
All presentation rooms will have a laptop, LCD projector, screen, a lavaliere microphone, podium and a remote control available to advance your slides. If you need anything else, please let me know. If you plan not to use this equipment, please let us know that as well.
-
Additional AV Requests: Please let Monica know of any additional AV requirements.
Deadline May 2: Website Bios
(optional) You will be featured on our Annual Conference Website so that attendees can browse which sessions and speakers they want to hear at the event. Please forward, if you have not already done so: your short bio in sentence format. This is a one paragraph version that is a more informal version of your qualifications, rather than posting your entire resume or CV.
During June and July:
One Liner & Article to Be Used in Promotions
-
(optional) One-Liner: Please also provide a one-liner about why someone should attend your session. We will use it in various promotions. One of the mailings we are planning is a listing of all the reasons an agency cannot afford to miss this conference.
-
(optional) Newsletter Article: Please take advantage of this free option to promote your knowledge of your topic, drive attendance to your presentation, and highlight yourself and the company you work for -- by submitting a one-liner and a topic-related article that we can use as promotion of the conference and you! For some tips on what to include in your article, CLICK HERE. We will post them on our blog, feature in eHighlights and post on our conference website In the byline of your article, we will link to your company’s website and provide your contact info, if desired.
During June and July:
Pre-Record Presentations & Quiz Questions
Every year at our conference most session recordings do not work for one reason or another. What has worked well the past few years is capturing as many of the presentations as possible before the conference for release afterwards.
WHY?
-
Pre-recording your presentation this way would be the most fail-safe way of capturing it.
-
Your recording will sound cleaner and will result in a better experience for the end user.
-
It could be your way of a rehearsal and opportunity for feedback (if you want it!)
-
Fussing about your recording is one less thing you (or us!) will need to worry about at the conference!
HOW?
These recordings would be done online from the comfort of your own computer and phone. All that would be recorded is your voice and your presentation, so no live video or Q&A portions would be recorded. The process would involve logging into a webpage and then just start presenting. Someone would be there to help facilitate all of the recordings so you don’t need to do any technical stuff except load your PowerPoint onto your screen as you always do.
WHEN?
We will work to setup a date and time that is most convenient with you, Monday - Friday, between 8am – 6pm (ET). The earlier you can record it, the more time there will be to review and provide feedback, if you’d like it. We are able to handle multiple speakers, but only two presentations at a time, so the schedule will be setup on a first-come, first-serve basis. Please send Monica your ideal date and time.
QUIZ QUESTIONS
Please provide five (5) quiz questions and answers (multiple choice with single answer or true/false) to confirm main concepts are understood.
Deadline June 29:
Attendee Handouts, Speaker Intro, & Cell #
Handout materials will be provided electronically to attendees in electronic format prior to the conference and in hard copy if pre-ordered for an additional fee. If you would like us to include your handout or supplemental materials to the attendees, you must submit an electronic version via email or disc to us before the deadline. If your file is too large to email, but you are willing to try uploading it to us, please contact Monica Smith. For all handout materials that we receive after the deadline, we will post on our attendee website, but will be unable to include in their tangible meeting materials. Attendees much prefer to receive all the materials together as possible.
Speaker Introduction: Please send an introduction (written in sentence format) to be read about you by one of our Board members, sponsors or volunteers.
Cell Phone: Please send Monica your cell phone number so that she may have it on-hand during the conference and can be in touch with any last minute changes or questions. She promises not to share it! Thank you!
Deadline July 8:
Hotel Rooms & Conference Registration
BOOK HOTEL EARLY!
Our room block typically sells out before the rate expires! Speakers are reminded to make reservations as soon as possible and before the deadline. This year we are hosting HCAF's Annual Conference at a new luxurious location: Renaissance Orlando at SeaWorld®. Their deluxe accommodations and premier location across from SeaWorld® and other famous Orlando attractions that inspire unforgettable experiences. The hotel has a state-of-the-art fitness center, a full-service Starbucks, 5 restaurants, spa, outdoor waterpark, complimentary transportation to local attractions, and more! The HCAF discounted group rate is $164/night plus applicable state and local taxes. Your room also comes with complimentary WiFi.
FREE CONFERENCE REGISTRATION
As a nonprofit organization, HCAF is unable to pay honorarium, travel, separate meal, lodging or per diem costs to speakers. However, HCAF is pleased to offer presenters this year a FREE conference registration that does include a number of food and beverage breaks, breakfasts, lunches and receptions. Substitutions for free registrations are not permitted. To take advantage of this benefit, we need you to register with your promo code (even for your own session!) so that we include you in our participant counts. If you do not have your promo code, please contact Monica.
Deadline July 22:
Final Presentation for On-Site Backup & Preloading
Please send us your final presentation/slides so that we can have it pre-loaded on the computer that you'll be presenting from at Conference. Even if you plan to use your own laptop, if you would like HCAF to have a backup copy of your PowerPoint (or other format) presentation available onsite, email your presentation as an attachment or send us a link for where we can upload it.