Participating in the programme
There are a variety of ways to participate in the programme of the event as a speaker or session leader. Please consider these and then ask any questions you may have.
Ways to participate in the programme
- Speak on a Keynote Panel (7 mins) and field questions to the panel - more
- Lead a Deep-Dive session (2-3hrs) - more
- Present a Case Study of a success (15-20 mins + 5-10 mins Q&A) - more
- Demo a process, technology that uses AI or automation (15 mins + Q&A) - more
- Present your experiences during a Deep-Dive session - more
What you receive as a speaker
- Accommodation for two nights in a congress hotel
- Reasonable travel expenses paid or booked and paid directly by the organiser
- Attend all parts of the congress, including social events
- Two guest delegate places for association executives
- Promotion of your participation
- Social media and other assets
- Support from the AAE Events Manager
- A discount code for 10% off for any contacts of yours (for public use in Social Media etc)
- Consultants leading a session get a meeting table, entry in the event guide as consultant and appointments-making facility (to meet delegates)
Notes
- A Keynote Panel speaker having their flight and accommodation paid for, is expected to also participate in one of the other ways
- Those delegates who present their experiences during a Deep-Dive session are not eligible for speaker benefits for this presenting, as it is a requirement of attendance
- Any supplier speaking does not receive the benefits of speakers, only those agreed in the sponsoring / exhibiting contracts
- Fees for speaking aren't covered
For all Speakers and Session Leaders
Within 5 working days of agreeing to speak, provide AAE Event Manager with:
- A short professional biography
- A paragraph on how you are suited to this topic
- A photo (professional style) to use as a square headshot (or confirmation that LinkedIn photo is good to use)
- Confirmation of travel budget (to be claimed on expense claim) or if travel to be booked by the Organiser (which flights preferred)
- Advice on which two nights accommodation are required (if different from Sunday 29 June and Monday 30 June, departing Tuesday 1 July)
- Acceptance for AAE to the use recordings of the presentations for the AAE community, and for photography and videography
The AAE will then provide you with:
- Social Media and Email footer image assets
- A link to record a video inviting people to attend your session
- Discount code (10%) for public use for your contacts
- Instructions for two of your association guests to book on at no fee
- Proposed travel for you to confirm back/advise change, or a travel expenses claim form
- Book you on the event system as an attendee
Within 10 working days of agreeing to speak:
- Record the video (a link to which will be provided back to you, once framed and checked)
- Completing the event booking information (diets, access, social event attendance, etc)
Eight weeks before the event
- Book the sessions you are going to attend, in the events system
- Provide emergency contact information, in the events system
Four weeks before the event
- Confirm any special requirements for your speaking (eg. post-it notes, flipcharts, documents to be distributed)
Two weeks before the event
- Upload your presentations to the special onsite presentation management system
At the event
- Attend the Speaker Briefing on Sunday 29 June at 17:00 - 18:00hrs
- Fulfil the speakings as agreed
- Record a one minute video on how the session went (at the video booth)
After the event
- AAE will provide feedback on the event
- Optionally, write an article on the outcomes of the event
How Speaking on a Keynote Panel works
The Keynote Panels take place on Monday morning 30 June at approximately 09:55, all at the same time. Each panelist speaks for 7 minutes maximum and then answers questions from the audience for 30 minutes.
These are:
- What is the Association's Role in a World of Disinformation and 'Alternative' Facts?
- How can Associations Justify the Inevitable Environmental Impact of Events?
- What is the Successful Membership Model of the Future?
- Artificial Intelligence: The Key to Value & Growth or Low-staff Organisations?
How the Keynote Panel Speaker is involved
In discussion with the Executive Director of the AAE:
- Review the Keynote speaker's view on the issue, to ensure a vartiety of views are represented on the panel
- Agree these views as essential to the speech
- Agree which other way the Keynote speaker will participate on the programme
A month before the event:
- Liaise with the Chair of the Panel, to understand your point of view in more depth, and to gauge which type of questions from the audience you should field
On the first day of the event: Sunday 29 June
- Meet up with other panelists and the chair, in final preparation for the Keynote Panel the next morning
How the Deep Dive Sessions Work
The session is defined in conjunction with, and led by one (or sometimes two) experts on the topic of the session. This expert may be a consultant or very experienced association executive.
These are scheduled in the programme on Monday afternoon and Tuesday morning and afternoon as follows:
- Monday afternoon - 2hrs 30 mins of content (15:05 - 16:15, a break and then 16:45 - 18:05)
- Tuesday morning - 2hrs 10 mins of content (08:30 - 09:35, a break and then 10:05 - 11:10)
- Tuesday afternoon - 1hr 50 mins of content (14:40 - 16:30, with no break)
The current sessions are:
Standard format of a session
This format can be adjusted in discussion with the organiser, and be fine-tuned after the delegates complete their session surveys
- Welcome, and delegate introductions around the table - by the Session Leader (SL) (5 mins)
- Introduction to the key issues - by the SL (10-15 mins)
- Review of delegates' situation - derived from surveys delegates complete - by the SL (5-10 mins)
- Structured discussion of the issues highlighted by delegates, with multiple threads, facilitated by the SL (30 - 40 mins)
- Break (30 mins, not Tuesday afternoon session)
- Experience sharing by delegates: Either as Case studies presented to the room or sharing around the delegates' tables, managed by the SL (20-30 mins)
- Break-out into pre-defined sub-topic issues for discussion, followed by SL asking for observations from each table (30-40 mins)
- Review and wrap-up - by the SL (5 mins)
How the Session Leader is involved
In discussion with the ED of the AAE:
- Discuss the issues to be covered
- Confirm the likely audience (job roles, association types)
- Agree the final session title
On agreeing to lead a session:
- Propose how the standard session format should be adjusted to suit the topic
- Provide copy text for the programme:
- A paragraph describing why the topic is important to associations
- A paragraph advising the benefits of attending the session
- Bullets of issues (likely) to be examined
Within two weeks of agreeing to lead the session:
- Define the questions that delegates are to be asked in the Session Surveys, which usually include:
- What are the top three issues you face relating to [topic]?
- Structured questions on the delegate's and their organisation's situation, from which charts/graphs can be produced
- What experiences have you had with [topic] that you can share with fellow delegates?
- Decide how the delegates should be assigned to tables (eg. by job role, by job level & role, by event size, by association type, by member geography)
Six weeks before the event:
- Review the survey responses, and:
- Decide if and how the session format needs further fine-tuning
- Select which delegates should share their experiences with the room (5-7 minutes + Q&A)
- Decide the issues to be discussed and which delegates should be invited to start off each discussion thread
- Confirm timings for the session
- Prepare:
- Your opening presentation on the issues of the topic, specific to associations, and your analysis (with charts/graphs) of the delegate's situation
- Notes on the threads of the discussion and who to call up
- A case study of your own of an association, for you to present after delegates have shared their experiences
How Presenting a Case Study works
The Case Studies are be of successes of associations for 15-20 mins + 5-10 mins Q&A. They take place within all the Streams at the following times:
Monday: 11:30 - 11:55 and 11:55 - 12:20 AND Tuesday: 11.20 - 11:45 and 11:45 - 12.05
In discussion with the ED of the AAE:
- Discuss the issues to be covered and title of the presentation
- Confirm the likely audience (job roles, association types)
Then the speaker to email:
- the final session title
- two or more sentences of why associations should attend the presentation
- another two or more sentences on what the presentation will address
- 4 or more bullets of what will be covered
How Presenting a Demo workd
The Demonstrations are to be of a technology using AI as an essential part of it, and are for 15 mins + 5 mins Q&A. They take place within all the Streams at the following times:
Monday: 14:20 - 14:40 and 14:40 - 15:00 AND Tuesday: 13:55 - 14:15 and 14:15 - 14:35
In discussion with the ED of the AAE:
- Discuss the tech to be demonstrated
- Confirm the likely audience (job roles, association types)
Then the speaker to email:
- the final session title
- two or more sentences of why associations should attend the demo
- another two or more sentences on what the demo will address
- 4 or more bullets of what will be covered
Present your experiences during a Deep-Dive session
These presenters are delegates or speakers already speaking in another way. As attendance as a delegate requires this involvement, no speaker benefits are derided from presenting experiences.
The "Experiences to share", that Delegates or Speakers have advised in the Session Surveys may be invited to present these during the session.
The Session Leader will identify who should present their experiences to the room, and they will be advised one month before the event. Presenters should prepare a short slides presentation and submit this at least two weeks before the event in the Presentation Management system.