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Frequently asked questions

What are the deadlines for presenters?

For deadlines and important dates please see this page here.

Who should present?

CCSA is seeking the following individuals and groups to lead sessions: teachers, school leaders, administrators, governing board members, state/federal education agencies, school district representatives (especially charter school liaison staff), community-based organizations, businesses, law firms and researchers.

Do I have to be a CCSA member or an exhibitor to present/submit a proposal?

No. CCSA membership and/or exhibiting at the conference are not requirements for submitting a proposal to present.

Who evaluates my proposal?

Proposals will be reviewed beginning in October by a committee of experts made up of CCSA staff, charter leaders and teachers with specific knowledge of the content included in the breakout session programming and expo topics.

How is my proposal evaluated?

Reviewers are looking for proposals that are responsive to the criteria outlined in the CFP Guidelines.

What costs are covered by CCSA for presenters?

CCSA does not pay per diem, honoraria or expenses for breakout session speakers but may pay for featured and keynote speakers recruited specifically by CCSA. Presenters may attend the event with a “presenter only” badge but are only permitted to attend the session where they are presenting. Approved presenters are also offered a discounted presenter registration rate when their presentation is accepted.

What is the discounted presenter registration rate?

CCSA membership and/or exhibiting at the conference are not required for presenting but conference registration is.

CCSA does not pay per diem, honoraria or expenses for breakout session speakers but may pay for featured and keynote speakers recruited specifically by CCSA.

All presenters must be registered for the conference but are offered a discounted rate. Presenters have three registration options:

  1. Discounted full conference registration
  2. Discounted 1 day registration
  3. Presenter only registration: This option allows presenters to attend the conference for their scheduled breakout or poster session(s) at no cost but does not permit attendance at any additional conference activities.

The following rates are available exclusively to presenters:

Presenter rates

Full conference: $450
1 day: $250

Beginning in November, approved presenters can register at the discounted presenter rate by logging into the Presenter Portal. If you register prior to announcements and your proposal is accepted, we will honor the presenter rate and adjust your registration upon request; please email to make this change. For any registration questions, you can contact 800-280-6218.

Exhibitors: If you have not registered, please contact your Booth Manager to facilitate registration.

If my proposal is accepted what's the next step?

You will receive email notification if your proposal is accepted by November 5, 2018. You’ll need to confirm your session within the Presenter Portal by November 16, 2018--see Presenter Deadlines.

If you have several presenters, each presenter needs to confirm their participation and upload their headshot and bio.

Please upload a high quality, 300 x 300 ppx photo. Accepted formats: JPEG (.jpg) or PNG (.png). Size limit: 5 MB.

Please make a special effort to check the spelling in the title and description of your proposal. In addition, all acronyms must be spelled out on first reference — for example "The California Department of Education (CDE)" can then be listed as just "CDE" in all following references.

Any edits to your session must be completed within your Presenter Portal by November 16, 2018.

If I am presenting a poster within an Expo, what do I need to prepare?

Poster sessions are presented as part of an Expo within the Expo Pavilion within the conference exhibit hall. These intimate sessions provide an interactive and fun presentation structure, allowing attendees to study the information provided on the poster and discuss it with presenters one-on-one. Presenters are responsible for bringing their own materials, including tacks/pins/clips for the bulletin board.

CCSA will be covering the cost of a single sided poster printing for your presentation through our General Services Contractor, NexxtShow. The final size will be a 53” w x 44.5”. Your poster will be affixed on your bulletin board. In order for CCSA to cover the cost of your poster printing, you must submit your complete, designed order online by January 28. NexxtShow will email the lead presenter a login and password for their ordering system.

CCSA is not able to cover the cost of layout or design work. If you wish for the decorator to help design your poster or to ship your ordered poster back to you after the close of the conference, this will be at your own cost.

CCSA provides the following equipment for poster session presentations:

What materials do I need to prepare for my presentation?

Presenters are required to upload their presentation materials prior to arriving onsite in Sacramento. Please upload your materials by February 28 to ensure attendees have time to review as they are preparing their conference experience. Once you have uploaded your initial presentation, you can continue to upload additional or updated files. Attendees will have the ability to download session materials through the online program search on the conference website.

We also encourage presenters to bring at least 75 hard copies of your session materials to your presentation.

To upload materials: Log into Presenter Portal and on the application home page, click on the Upload handouts link under your session title. Follow the instructions there to upload your file(s).

You can continue to upload or replace uploaded files at any time, even after the conference.

Please note that your materials will not be available through the mobile app.

What equipment will be available within convention center presentation rooms for breakout sessions?

Breakout sessions are presented in a workshop format and are 60 minutes long. Breakouts are scheduled throughout the conference and typically host approximately 50 attendees.

CCSA provides the following audio-visual equipment for breakout session presentations:

Please bring your own laptop and adapter cable to hook your laptop to the LCD projector if your laptop does not have a standard VGA connection. Adapters can be specific to your year and model of laptop so we cannot guarantee that our AV provider will have the correct adapter for your laptop.

Flip charts, easels and markers will only be available upon request.

Please note that the conference does not cover audio-visual fees beyond the standard set described above.

How can I ship my presentation materials to the conference?

Due to the size of the convention center and the number of other shipments, your shipment must go through CCSA's General Services Contractor. You cannot ship directly to the convention center. The decorator would need to receive your shipment in their warehouse by Friday, March 1 in order for it to be transported to the convention center. Further shipping details will be available in November 2018.

Otherwise, please plan to hand-carry your materials with you to the conference or arrange shipment through your hotel.

Please submit the following critical information through the Presenter Portal to help us track your shipment:

  1. Name of individual responsible for shipping
  2. Phone number of person responsible
  3. Email address of person responsible
  4. Presenter(s)' name(s)
  5. Onsite cell phone number of presenter(s)
  6. Description of the shipment
  7. Number of boxes
  8. Carrier
  9. PRO number or shipping ID number
  10. Date of pickup, and scheduled date of delivery
  11. Weight of shipment if known

Shipped materials for breakout sessions will be delivered to your presentation room for your convenience. Materials delivered to your room will be placed under the back table.

If you placed an order to have a poster for your Expo poster presentation printed by the decorator, it will be affixed on your bulletin board.

Where can I store my presentation materials if I carry them with me to the conference?

Hand-carried session materials may be stored in your presentation room under the back table.

What is the conference schedule?

Review the complete schedule here.

Where can I find travel details?

Driving directions and parking information can be found in the Hotel/Travel section of the conference website.