A Guide for Water Professionals

Session Presenters are the individuals responsible for delivering accepted educational content at an AWWA conference. Typically, this is the Submitter/Primary Author from the original abstract submission, although co-presenters may also participate in the session.

Before the Event

• Review all email communications, presenter webinars, and deadlines from AWWA.
• Complete required Speaker Portal activities, including uploading your biography and headshot.
• Coordinate with any co-presenters to confirm presentation responsibilities and timing.
• Create and then practice your presentation to confirm it fits within the allotted time.
• Register for the conference and make travel arrangements.
• Save your presentation and any embedded videos to a USB drive; bring it with you!

During the Session

• Arrive at least 15 minutes before your session begins.
• Meet with fellow presenters and the moderator to review session logistics.
• Confirm your presentation materials are available on the session computer; this may include manual upload with your thumb drive.
• Keep your presentation and Q&A within the allotted time.
• Be professional and respectful when referencing individuals, organizations, products, or differing viewpoints.

• Co-Authors contribute to the work, research, or development of the presentation but do not present onsite. Co-authors do not receive communications directly from AWWA.
• Co-Presenters share responsibility for delivering the presentation and may receive presenter communications, access speaker resources, and present onsite alongside the Presenter/Primary Author.
  Important: If a co-author will also be presenting, contact EducationServices@awwa.org so they can be updated to the appropriate presenter role in the system. Presenter roles established during abstract submission will not be changed without written confirmation from the Primary Author.

Poster Presenters share research, projects, case studies, and lessons learned through a visual format that encourages one-on-one discussion with attendees.

Before the Event

• Review all email communications, presenter webinars, and deadlines from AWWA.
• Complete required Speaker Portal activities, including uploading your biography and headshot.
• Design a poster that clearly communicates your key findings, outcomes, and recommendations.
• Design your poster to fit within a 4′ x 8′ horizontal display area. Use readable fonts, strong visuals, and clearly labeled sections to guide attendees through your content.
• Register for the conference and make travel arrangements.
• Print and transport your poster to the conference. AWWA does not provide poster printing services or transport posters.

During the Session

• Arrive early to set up your poster in the assigned location. AWWA will provide pushpins for mounting.
• Be available during your scheduled presentation period to discuss your work and answer attendee questions.
• Remove your poster at the conclusion of the session. AWWA cannot store or return posters after the event.

Poster Design Suggestions

• AWWA does not provide a standard poster template.
• Use clear fonts, high-contrast colors, graphics, charts, or images that can be viewed from a distance.
• Organize content into clearly labeled sections with headings and visual cues.
• Review your poster before traveling and, if possible, seek feedback from a colleague.

Scientific Poster Tips and Templates:

www.science.org/content/article/how-prepare-scientific-poster
www.posternerd.com/sciposters-templates

Moderators guide conference sessions and help create a positive experience for presenters and attendees. Responsibilities include introducing presenters, managing session timing, facilitating discussion, and supporting conference attendance tracking.

Before the event

• Review all email communications, presenter webinars, and deadlines from AWWA.
• Complete required Speaker Portal activities, including uploading your biography and headshot.
• Download presenter information, including contact details and biographies, from the Speaker Portal.
• Contact presenters in advance to introduce yourself and review session expectations; Consider scheduling a brief virtual meeting with presenters prior to the event.
• Contact AWWA immediately if you receive any schedule changes or presenter cancelations.
• Register for the conference and make travel arrangements.

During the Session

• Arrive at your session room at least 15 minutes before the scheduled start time.
• Coordinate with presenters and confirm presentation materials are available on the session laptop.
• Start the session on time and maintain the published schedule.
• Introduce presenters using the biographies provided in their presentations or speaker portal.
• Monitor time and ensure presentations and Q&A remain within the allotted schedule.
• Facilitate audience participation and discussion.

Important: Please support AWWA continuing education efforts:

• For specialty conferences, please announce the unique code in the session room for attendees to check in and out on the conference mobile app.
• For ACE, please direct attendees to scan their badge in and out at the tablet near the session entrance.

If a Presenter Is Absent

• Notify AWWA staff or ask your Room Volunteer to do so.
• Facilitate discussion with available presenters or engage attendees in audience discussion.
• Do not advance to the next presentation in the session schedule.

Session moderators are selected through AWWA conference planning committees. Contact AWWA if you are interested in serving as a future moderator.

Room Volunteers support session operations by assisting attendees, tracking participation, and serving as a point of contact between session rooms and AWWA staff. These contributions help create a positive experience for presenters and attendees while supporting the successful delivery of AWWA programs. Thank you for your time!

Before the session:

• Attend the Room Volunteer training webinar held prior to the event.
• Download the AWWA event mobile app and familiarize yourself with the attendance tracking and Certificate of Completion process.
• Check in at the Registration Desk or Presenter Ready Room upon arrival.
• Confirm that you can access the Room Volunteer Form on your mobile device.
• Proceed to your assigned session room and introduce yourself to the moderator.
• Select a seat near the room entrance so you can monitor attendance and assist attendees as needed.

During the session:

• Support moderators and presenters as needed.
• Track attendance and complete the Room Volunteer Form.
• Assist attendees with the mobile app, attendance codes, and continuing education questions.
• Remain in your assigned session room for the duration of your shift and serve as a point of contact between the session room and AWWA staff.
• Come find us! Contact AWWA staff if you encounter audiovisual issues, presenter no-shows, room concerns, or attendee questions you cannot answer. We are happy to help, but we won’t be aware of an issue unless it is brought to our attention. Please let us know when something isn’t working as expected so we can address it as quickly as possible.

Volunteer Benefits

• Complimentary Registration: Volunteers who complete at least eight hours of service are eligible for a complimentary full conference registration.
• Certificates of Completion: Time spent volunteering in sessions may count toward continuing education requirements.
• Professional Networking: Connect with presenters, industry experts, and water professionals from across the sector.

Event volunteers are assigned through AWWA conference planning committees. If you are interested in volunteering at a future event, please contact AWWA for more information.