Presenter Requirements and Instructions

Please register for the conference no later than April 4th, 2025 to confirm your place in the programme. If the presenting author is not registered by the April 4th deadline, the paper will be removed from the programme. Find details for registering and important dates on the website here: https://caes-scae.ca/caes-annual-meeting-1-2/

Regular Paper Sessions General Information (in-person or online)

If your acceptance indicates “Oral Online” Presentation or “Oral In-person” Presentation, please review the following details:

• All the online presentations will be held on May 23^rd, 2025, the Online Day. All the in-person presentations will be held on May 30^th, or 31^st, 2025.
• For a typical regular paper session, there will be 3-4 papers scheduled during a 90-minute block. If the session includes three papers, each presenter will have up to 20 minutes for their presentation; if there are four papers, each presenter will have up to 15 minutes. The remaining time will be allocated for audience questions and discussions.
• A session chair will be assigned to each session. Their responsibilities include ensuring the session runs smoothly, managing time, and facilitating discussions. Session chairs are encouraged to connect with presenters in advance.
• Presentations can be delivered in either English or French. However, Francophone authors who feel comfortable presenting in English are encouraged to do so, as many conference participants, especially those from the US and overseas, may not understand spoken French.

If you have any questions or need the contact information of other presenters in your session, please reach out to contact@caes-scae.ca.

Short Paper Presentations (in-person or online)

If your acceptance indicates “Online Short-Paper Presentation” or “In-person Short-Paper Presentation,” please note the following details:

• All the online presentations will be held on May 23^rd, 2025, the Online Day. All the in-person presentations will be held on May 30^th, or 31^st, 2025.
• For a typical short paper session, there will be 5-6 papers scheduled during a 90-minute block. If the session includes five papers, each presenter will have up to 12 minutes for their presentation; if there are six papers, each presenter will have up to 10 minutes. The remaining time will be allocated for audience questions and discussions.
• Given the limited time for each presenter, the focus should be on highlighting the most important aspects of the work. It is recommended to keep the slide deck concise.
• A session chair will be assigned to each session. Their responsibilities include ensuring the session runs smoothly, managing time, and facilitating discussions. Session chairs are encouraged to connect with presenters in advance.
• Presentations can be delivered in either English or French. However, Francophone authors who feel comfortable presenting in English are encouraged to do so, as many conference participants, especially those from the US and overseas, may not understand spoken French.

If you have any questions or need the contact information of other presenters in your session, please reach out to contact@caes-scae.ca.

Organized Symposium

All organized symposia will be held in person on May 30th or 31st, 2025. An organized symposium will be 90 minutes long and typically feature three or more presenters or panelists centered around a specific theme. The format of the symposium may vary, and the session organizer is responsible for coordinating with presenters and panelists regarding the presentation format and the allotted time for each participant.

If you have any questions, please reach out to Yu Na Lee at ylee13@uoguelph.ca.

Graduate Student Paper Competition

If you are selected for the Graduate Student Paper Competition, please note the following details:

• The competition will take place on May 30, 2025, in the morning. To remain eligible, you must submit your full paper by April 15th at 11:59 PM ET to Ashley Klotz at contact@caes-scae.ca.
• There will be up to six papers scheduled during a 90-minute block. If the session includes five papers, each presenter will have up to 12 minutes for their presentation; if there are six papers, each presenter will have up to 10 minutes. The remaining time will be allocated for audience questions and discussions. Judges may ask questions during the session.
• Given the limited time for each presenter, the focus should be on highlighting the most important aspects of the work. It is recommended to keep the slide deck concise.
• The winner(s) of the competition will be recognized and celebrated at the CAES Awards Ceremony.

If you have any questions or need the contact information of other presenters in your session, please reach out to contact@caes-scae.ca.

Technical Details

• Presenters will be required to load their presentations onto the computer provided in the session room. Please bring your presentation on a USB drive, or another device that ensures you can easily access your files. It is recommended that you arrive at least 15 minutes before your session to ensure there are no issues with uploading your presentation. As a backup, you can email your presentation/slides to the session chair in advance.
• Please be mindful of the allotted time for your presentation. Staying within your time limit is crucial to maintaining the schedule and being respectful to the other presenters. Session chairs have the authority to cut off speakers who exceed their time.
• If the session chair is unable to attend, the presenter of the last paper in the session will assume the role of chair.

Presentation Setup

Session rooms will be equipped for computer-assisted presentations, with PowerPoint or PDF options available. To ensure everything runs smoothly, please follow these guidelines:

• Send a copy of your presentation to the session chair at least one week before the conference so they can load it onto their memory key if needed.
• Arrive at the session room at least 10 minutes before the scheduled start time.
• Bring your presentation on a USB memory key, in addition to having sent it to the session chair. Unless otherwise specified, personal laptops will not be allowed to connect directly to the university’s presentation system.
• Wireless presentation ‘clickers’ may not be available, so if you prefer to use one, please bring your own.

The conference organizers will provide support volunteers to assist with any technical issues, but presenters are encouraged to test their presentations beforehand to ensure everything runs smoothly.