SWANA

Thank you for agreeing to speak at a SWANA event in 2017!

Speaker FAQ

This page is designed to help you be successful in preparing and delivering your presentation. If you don’t find the answer you are seeking on this page, please submit your question to Stephany Menjivar, who will be your staff contact for your event.



Once you have received your Invitation to Present, you must accept to confirm. Please note, all responses are required to accept your invitation. Before accepting your invitation, you will need to have readily available:

  • A bio of about 150 words, if yours has changed since you submitted your proposal, you will have an opportunity to upload a new bio during this survey.
  • A headshot photo of 1 MB or larger for the conference program—you MUST upload a photo to accept your Invitation to Present.
  • Permission to Publish (see question—Why do I need to submit a permission to publish? Included in your Invitation to Present.)

The high-resolution photo of 1MB or larger and bio submitted within the Invitation to Present will be used for our conference program published on our website and printed. This is a time-sensitive request due to our in-house deadlines.

  • Speaker photos and contact information will be in the printed conference program
  • Speaker bios and photos will be on the website conference program

Please look for your corresponding conference in the sidebar to view your speaker deadlines.

screenshot of sidebar location

Stephany Menjivar will email a Technical Session Guide that contains all the details pertaining to your session including date, time, speakers, moderator, timing of presentations, equipment, etc. as well as helpful links that guide you to your technical session found in our conference program. All of that information is preliminary and subject to change.

The moderator and other speakers in your session will be included in a conference call invitation organized by Stephany Menjivar.

The subject of this call will be to discuss how the session will be organized (order of presentations, equipment, timing and room sets). All of that information is preliminary and subject to change.

It is encouraged to connect with your session moderator and other speakers even after this initial conference call to collaborate your presentation details.

Your session’s moderator will be assisting in collaborating all of the presentations within the session. Please provide your moderator with 2-3 questions you would like to be asked by the moderator within the Q&A portion of the session. These can also serve as an ice breaker questions if a shy audience is encountered.

Your session’s moderator will also review your final PowerPoint presentation. Providing your 2-3 questions and having the moderator review your final PowerPoint presentation allows the moderator to have a better understanding of what you will be presenting. With the moderator reviewing all of the speaker’s PowerPoint presentations, it will guide them to collaborate an overall big picture of the session.

SWANA posts speaker presentations online in its electronic library for conference attendees to review. By giving your permission to publish, you allow SWANA to post these documents.

We will convert your presentation to the PDF Format before posting it online. The permission to publish also allows any materials (links to magazine articles or other web posts, videos including the publicity video) that you would like the audience to view to prepare for your presentation.

To give permission to publish, please provide your response in your Invitation to Present. If you have any questions regarding this process, please ask Stephany.

PowerPoint Presentations: Generally, the moderator will introduce each speaker, who will present a series of slides and discuss them. See “How Do I Prepare My Powerpoint Presentation?” elsewhere in this FAQ. The amount of time you have and number of slides you will be able to use depend on the timing and number of presentations in your session. Q&A with the audience may be held at the end of the session, which will include the 2–3 questions you will provide to your moderator.

Panel Discussions: After introducing the panelists, the moderator will pose a series of questions to them to elicit different points of view on the topic. Speakers may be invited to present a few slides to illustrate a point, generally no more than 5 each. Q&A with the audience may be held at the end of the session, which will include the 2–3 questions you will provide to your moderator.

We realize that unexpected changes may occur as we approach the conference dates. If the original presenter has changed or you have added a presenter, please send a short bio (150 words or less) and photo (1MB or larger in a jpeg file) with the speaker contact information.

  • Speaker photos and contact information will be in the conference program
  • Speaker bios and photos will be on the website conference program

If you need to change speakers after the Presenter Changes Deadline, please notify Stephany as soon as possible and include the bio/photo/contact information for any new speaker.

Your bio/photo is important as it gives a brief description of your background/credentials to our attendees which will be printed on our conference program and published on our website conference program. This is one of the first things we will request from you as it is a time-sensitive request due to print deadlines.

Please use the SWANA conference-branded template for your presentation. If your organization requires you to use its presentation template, use the conference-branded template for your name and presentation title as the first slide and then switch to your organization template. Please use the appropriate template for the conference where you are presenting (see appropriate conference in sidebar in SpeakerFAQ.)

Please submit your PowerPoint presentation (NOT a PDF) via the link in the corresponding conference in the sidebar. The link re-directs you to Dropbox to upload your PowerPoint presentation.

Submitting your PowerPoint presentation by the corresponding conference deadline allows SWANA to review your presentation to ensure it plays properly on our computers and to have the presentation pre-loaded on the computer on the day of your session.

We also ask that you bring a copy of your presentation on a flash drive as a backup. If you include any video or audio with your presentation, please ensure that you send it and save it as a separate file on your flash drive as well.

If you require audio-visual support other than a computer/projector/screen, please email Stephany by the Request for Audio/Visual Support Deadline in the corresponding conference in the sidebar. SWANA does not provide live Internet access in meeting rooms. If you need to show a website, you will need to download the information and insert it in your presentation

Matrix meme: what if I told you that reading a Powerpoint is not the same as reading

Will people remember your presentation weeks after the event? You can find guidance on what makes a great presentation from many websites (e.g., search online for “PowerPoint Tips”) Here are basics:

  • PowerPoint uses slides with a horizontal or “landscape” orientation
  • Fill your slide with colorful images using high quality graphics and just a few words
  • Choose simple fonts that are easy to read (Sans serif fonts like Arial, Helvetica, or Calibri)
  • Keep text 24 point or larger to be read easily from all parts of the room
  • Put dark text on a light background, no “reverse” text
  • If using charts and graphs, keep them simple. NEVER say "I know you can’t read this…” to an audience because your data is in tiny type. Provide dense data another way—as a handout or a posting on a website.
  • Use your slides as an outline. NEVER read from your slides. Have a separate script that hits key points for each slide. Make sure your script tells a story with a beginning, middle and end. You can submit your script with your slides for posting in the SWANA eLibrary and include your “dense data” in the script.
  • SWANA’s Communication, Education and Marketing Technical Division members are available to help you craft a memorable presentation. Contact Elizabeth Roe, CEM Division Director, to help you find someone to critique your draft: eroe@ecopartnersinc.com or Ramona Simpson, Division Vice Director, Ramona.Simpson@queencreek.org to help you find someone to critique your draft.

Stoke interest in your presentation. If you’re presenting at the conference, spend as much time promoting your talk as you do preparing it.

Create a pre-event teaser such as a blog post or infographic and share it on all your social-media channels, and include the hashtag for the conference itself so your fellow attendees see it. Add a link to your coming presentation to your email signature, especially if it’s a talk at a conference where it’s an honor just to be on the agenda. That way you’re letting all your contacts know that you’re someone to watch!*

Build a following with Twitter. Twitter can help drive attendance to your talk—and your conference participation can also build your Twitter following. This will be most effective if your Twitter strategy is baked into your presentation: Include your Twitter handle (as well as the hashtag for the conference or your specific talk, if applicable) on every slide, or on the key slides that start each section of your presentation, so people know how to refer to you when they are tweeting about your talk. When you’re on stage, let your audience know that they should follow you on Twitter to get links to resources you cover in your talk. You can tweet out those resources after the talk, or you can queue up tweets with a tweet scheduler such as Hootsuite to sync with your presentation time.*

More promotional ideas:

*Alexandria Samuel Wall Street Journal (Appeared in the Mar. 13, 2017, print edition “The Power of Conferences in a Social-Media Age”)

SWANA can publicize your presentation in several ways: via email blasts, on our website and on social media (Facebook & Twitter).

Email: SWANA will distribute a series of publicity emails featuring sessions for each of the conferences, using a short 2–3 sentence description of the session and linking to a website for more information. Sessions also will be listed on SWANA’s member-only forums. Members receive an email update when something new is posted to the forum.

Video: A short (60–90 second) video that introduces yourself to conference participants and provides a teaser about what you will be saying that will entice people to attend your session. You can do the video with a cell phone if you don't have a video department, and do it from your desk, in a conference room or outside on your site. Feel free to be creative!

To maximize publicity time, see the relevant event for deadlines. SWANA will link the video to the website for your session and promote it on social media.

Your Own Publicity: You also should publicize your presentation to your own networks by posting your video on social and professional sites using #[Name_of_Conference], and by linking the conference information on your organization’s website, if possible.

More promotional ideas:

After the conference, SWANA posts speaker presentations online in its electronic library for conference attendees to review.

By giving your permission to publish, you allow SWANA to post these documents. We will convert your presentation to the PDF Format before posting it online. The permission to publish also allows any materials (links to magazine articles or other web posts, videos including the publicity video) that you would like the audience to view to prepare for your presentation.

To provide your permission to publish, please provide your response in your Invitation to Present. If you have any questions regarding this process, please ask Stephany.

The Program Committee for the Landfill Gas and Biogas Symposium does require a formal paper. Other conferences do not, but you may submit one if you like, and it will be included in the SWANA eLibrary with your presentation. Formatting for the papers must comply with the requirements listed in SWANA’s Formal Paper Guidelines. Please email your paper to TechDivisions@swana.org. Include “Presentation Title” and your first and last name in the subject line.

To register with your speaker discount code, click on the corresponding conference tab in the sidebar to find your speaker discount code and register.

All speakers must register for the conference to have credentials that allow you into the event. As a speaker, you qualify for a free one-day general admission registration for the day you are presenting. Alternatively, you qualify for a speaker discount on a full conference registration.

The speaker rate for a full conference registration may depend on whether you are a member or nonmember. Please note, the discount code is eligible for one speaker only. The speaker discount does not include the facility tour, Fun Run or extra tickets to events not included in the full conference registration.

SWANA has a block of hotel rooms on hold for conference participants. You must use the Reserve a Hotel link under your appropriate conference in the sidebar to receive the discounted rate for the conference. Rates are valid for single or double occupancy and do not include taxes, which currently are 13 percent and subject to change.

Speaker Deadlines and Resources

Click on event title to view relevant deadlines and resources.

WASTECON 2017 Logo
NAWTEC 2017 Logo

This event is past.

SWANApalooza Logo 2017

This event is past.

Interested in helping promote the ISWA World Congress & WASTECON 2017?
Click Here


Still have Questions?
Contact Stephany Menjivar
SMenjivar@swana.org