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COLLABORATE 13 — OAUG Forum Presenter Information

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Welcome to the COLLABORATE 13 — OAUG Forum presenter information page! You will find all of the information necessary for a successful presentation. Please take a few moments to read each of the sections below. These step-wise guidelines are designed to help you orchestrate a well-attended session at COLLABORATE 13.

Quick Links

Important Deadlines

  • Presenter Compliance Agreement

    December 14, 2012

    Please read and agree to the OAUG Presenter Compliance Agreement, which you will see when you first login to the OAUG Presentation Management System. Once you agree and the system accepts, you will be able to view and manage your presentation details. Failure to accept the compliance agreement by December 14, 2012, will result in the cancellation of your session and forfeit of your complimentary registration.

  • White Paper and Presentation Slides Due

    February 25, 2013

    Upload your white paper and presentation files via the OAUG Presentation Management System. Please refer to the paper and presentation slides guidelines. Failure to submit the required presentation materials by February 25, 2013, will result in the cancellation of your session and forfeit of your complimentary registration.

Please remember that you must meet all deadlines in order to receive complimentary conference registration. Should you fail to meet the above deadlines, your registration will automatically be cancelled.

White Paper Submission Guidelines and Instructions

Writing Your Paper

  • There is no limit on the number of pages per paper. However, files cannot exceed 10MB. Files must be submitted through the OAUG presentation management system. Files submitted via e-mail will not be accepted.
  • You may submit only one white paper per presentation.
  • Your white paper should be submitted as a PDF file. The file will be automatically renamed when you upload your file. White papers will be named ####_pname_wp_1.pdf. Multiple papers will be named with subsequent numbers.
  • Use a one-column format.
  • Write your paper in complete sentences and paragraphs, rather than using outline form, bullet points or captions for visuals.
  • Two footers are required:
    • COLLABORATE 13 — OAUG Forum (left justified)
    • Page number (right justified)
    • You may add the copyright in the center if desired. See the sample paper format below.

Title

  • Place title on the first page of your paper. Do not include a separate title page.
  • Print title in 14-point bold, initial caps and left justify.
  • You are required to use the same title you submitted on the Call for Papers application.

Byline

  • Double space after the title and type the presenter’s name(s), left justified and no bold.
  • Place the name of the presenter’s organization immediately under each name.
  • Do not include addresses or phone numbers in your paper.

Margins and Spacing

  • Use one-inch margins on all four sides and a block format for all text.
  • Do not indent paragraphs.
  • Single space within each paragraph. Double space between paragraphs.

Fonts

  • For the main body of your paper, use font no larger than 10 point.
  • For subheadings, use 12-point bold font and flush left.

Graphics

  • Any graphics should be embedded in the text file where they appear.
  • You may wish to number exhibits and graphics.

Content of Paper

  • Feel free to briefly describe your organization’s business or objectives to provide context to your application requirements; however, please do not use your paper or presentation to advertise products or services your organization provides. If you do, you and your company will be barred from presenting at future OAUG conferences.
  • The content of your presentation/paper must stay true to the original abstract submitted and accepted. You may wish to start your paper with your original 520-character abstract to introduce your topic.

Quick Reference Guide

  • One-inch margin on all sides/block format.
  • Do not indent paragraphs.
  Bold Font Size Capitalize (Title Case) Left Justify
Title Yes 14 pt Yes Yes
Presenter Name No 12 pt Yes Yes
Company Name No 12 pt Italics Yes Yes
Subheadings Yes 12 pt No Yes
Main Body No 10 pt N/A No

Sample Paper Format

Title

Your Name

Your Company

Introduction — Introduce your paper here. You may want to use your abstract or a variation of it.

Your First Subhead — Do not indent paragraphs. Use a block-style format. Single space within each paragraph. Write in whole sentences and paragraphs, rather than in outline form, bullet points or copies of slides. Use a one-column format for all text. Double space between paragraphs. Use Helvetica or Times New Roman font. Use 10 point for the main body and 12 point for subheadings, bold and flush left.

Your Second Subhead — Please do not include copies of your slides (other than exhibits) in your paper. Do not provide a section for audience notes in your paper. We will provide paper for notes.

Your Third Subhead, etc. — You can include exhibits and graphics in the body of the paper. Or, you can include attachments at the end of your paper. You may want to number your exhibits.

Conclusion — Summarize the main four to six points of your paper at the end to close.

Required Footers:

COLLABORATE 13 (left justified)

Copyright ©2013 by [Your Name] (centered)

Page <#> (right justified)

Creating Your Slides

  • Please download and use the official COLLABORATE 13 — OAUG Forum PowerPoint Template.
  • Your presentation should be submitted as a PDF file. The file will be automatically renamed when you upload your file. Presentations will be named ####_pname_ppt_1.pdf. Multiple presentations will be named with subsequent numbers.
  • Files cannot exceed 10MB. Files must be submitted through the OAUG presentation management system. Files submitted via e-mail will not be accepted.
  • Please use a minimum of 22-point type for any visuals. Presentation rooms are very large; up to 200 people may attend your presentation.
  • First slide must include paper title, presenter(s) names and presenter(s) organization names. (You are required to use the PowerPoint template, which will be provided by the OAUG.)
  • Computers will not be provided in session rooms this year. You are responsible for providing your own computer to present your slides.
  • Slides cannot be replaced or reproduced on-site from original submissions. If you have changes, please notify attendees during your session.
  • Keep all graphics simple.
  • Keep bullet points to four per slide.
  • You may submit only one slide presentation visual for each presentation.

Planning Your Presentation

  • Plan your session in the same manner as you will deliver it.
  • Time your presentation and know how much time you will spend on key slides.
  • Do not adjust the equipment or the lighting.
  • Room monitors are available in each room to notify appropriate contacts for room issues.
  • You may use the speaker ready room (see note below) to prepare your presentation.
  • Dress code is business casual.
  • You may use the lectern microphone or lavaliere (clip-on) microphone.
  • Arrive 30 minutes before the session for set up and last-minute planning.
  • Again, your presentation should not be used to advertise products or services your organization provides.
  • Remember that you are required to bring a backup copy of your presentation with you.
  • The final conference agenda will be posted to the OAUG Web site. You will be notified via e-mail when your time slot is final.

Presenting

  • When the session begins, briefly introduce yourself and proceed with your presentation.
  • Please ask that all mobile phones and pagers be turned to silent mode.
  • Repeat all questions asked so that attendees can hear the question.
  • Sessions will last one hour. We suggest you plan 45 minutes for your presentation and 15 minutes for question-and-answer discussion. Please make sure to end your session on time so the next speaker can begin on time.

Session Room Setup

The OAUG will provide the following in all session rooms:

  • Data projector
  • Screen
  • Microphone and PA system
  • Telephones will not be provided
  • Computers will not be provided

Speaker Ready Room

COLLABORATE 13 will be providing a speaker-ready room for all COLLABORATE 13 speakers so that you may practice your presentation. This room is shared among the presenters of IOUG, OAUG and Quest. The speaker ready room is available on a first-come, first-served basis.

Session Cancellations or Substitutions

If you are unable to present, please send an e-mail notification to Regina Robuck at rrobuck@oaug.com no later than January 7, 2013, so that we may revise the agenda as necessary. You are responsible for notifying the OAUG prior to the conference if you are unable to present and for making every attempt to locate another presenter who will present the exact paper as selected by the OAUG. Failure to show for your session or a last-minute cancellation will result in a one-year suspension from presenting at COLLABORATE.

Conference Registration Information

Primary presenters for accepted white paper presentations will receive only (1) one complimentary, non-transferable registration from only one user group regardless of the number of sessions accepted and/or if the speaker is accepted by more than one user group. Speaker audits will be conducted by all user groups to assure there are no duplicate or unauthorized complimentary registrations. Speakers in compliance with the deadlines will receive the complimentary registration code in March from one user group.

Failure to agree to the compliance agreement by December 14, 2012, and failure to provide your white paper and slide presentation by February 25, 2013, will result in the cancellation of your presentation slot without notice and forfeit of your complimentary registration.

Co-presenters will be required to pay conference registration fees and must register via the online registration form.

Hotel Reservation Information

All COLLABORATE 13 speakers who are eligible for a complimentary registration are required to book their hotel stay at one of the official conference hotels. If you choose to stay outside of the official hotels, a $200 administration fee will be assessed. By staying at an official hotel, you will receive competitive room rates at properties located in close proximity to COLLABORATE education and networking events, as well as support from the COLLABORATE team with your reservation. Additionally, this helps offset event costs which allows us to invest registration dollars in things attendees ask for, such as a better dining experience and more networking opportunities. Thank you for your continued support of the OAUG. Reserve your hotel room online today.

Housing and Other Expenses

All hotel, travel and other expenses incurred are your responsibility. The OAUG does not provide reimbursement for hotel, travel and other expenses and does not make hotel reservations and other travel related plans on your behalf.

Media Relations

As a presenter at the COLLABORATE 13 — OAUG Forum in Denver, you have a great opportunity to generate media coverage for your organization and increase attendance for your presentation by utilizing effective media relations.

Several options are available to you. Consider issuing a press advisory announcing your selection to present at the conference. Such a release would summarize your topic and could include quotes from your presentation, a link to your company website and information about you and your organization.

Another option is to turn your presentation into a bylined article. Many technology publications routinely print articles that detail “real-life” experiences or that offer helpful tips to others in the field.

If you would like to discuss how the OAUG could help your organization's media coverage at the conference, please feel free to contact the OAUG’s media relations liaison, Sarah Wroble, to discuss the opportunities available. Sarah can be reached at +1 678.781.7236 or sarah@williammills.com. Even if you have limited experience with a media relations program, she will be able to provide some information and helpful tips on how to proceed.

Working with the COLLABORATE 13 Bookstore

DigitalGuru Technical Bookshop of Sunnyvale, CA will be setting up the official COLLABORATE 13 bookstore at this year’s conference. All books will be offered at a 25% discount. If you have authored a particular book or will be recommending any book titles in your sessions, please email your book requests to rupin@digitalguru.com by March 1, 2013. If you are interested in doing a book signing, also email rupin@digitalguru.com with a half-hour slot that works best for you during the week of the conference. DigitalGuru will do their best to accommodate the book requests as well as scheduling the signings.

COLLABORATE 13 — OAUG Forum Publication Rights

In the United States, the federal Copyright Act states:

The Copyright Act protects against copying by unauthorized persons of all “original works of authorship fixed in any tangible medium of expression.”

Such works include the papers published in the OAUG conference proceedings.

In order to protect your paper, the appropriate symbol and language must be used. This indicates to whom the copyright belongs.

Protection under the Copyright Act is acquired by placing all three of the following on every copy of a protectable work published by authority of the copyright owner in the United States or elsewhere:

  1. the symbol “©” and the word “Copyright”;
  2. the year of the first publication of the work; and
  3. the name of the owner of the copyright.

Failure to place these three items on a published work bars legal action for copyright infringement against any person who, due to the omission of such items, believes that the work has been placed by the author in the public domain and thus can be used without permission or fee by a third party.

Sample Copyright Protection

The OAUG suggests that you protect your copyright to your paper by putting the symbol and language at the bottom center of the first page of your paper: Copyright ©2013 by Your Name. The OAUG also suggests that you consult your attorney to ensure that you have properly registered the copyright to your paper.

Ownership of All Rights to Your Paper

By agreeing to include your paper in the OAUG conference proceedings, you have indicated to the OAUG that you own all rights to your paper. Please inform the OAUG in writing immediately if you do not own all rights. In addition, if at any time you know or have reason to know that you do not own all rights to your paper, please inform the OAUG at once.

Rights Transfer

By signing the rights transfer section of the compliance agreement, you authorize the OAUG to record your presentation (either by audio or video), to publish your presentation material in the OAUG 2013 proceedings and/or future publications of the OAUG, and to produce copies on diskette, CD or other format.

For additional information, please refer to the U.S. Copyright Office home page.

Presenter Questions?

If you have questions or concerns, please contact Regina Robuck at rrobuck@oaug.com. Please specify your question or concern and include a contact e-mail address and phone number.

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