Presenter Information

How and when will I find out if my proposal has been accepted?

  • Breakout Session proposal submitters will be notified by email by January 13, 2020.
  • Lightning Talk proposal submitters will be notified by email by January 31, 2020.
  • Poster session proposal submitters will be notified by email by February 12, 2020.

I am a presenter; do I have to register?

Yes. Although spots for up to three presenters per group will be automatically saved for the conference, each individual presenter needs to fill in a short online registration form (sent via email to the presentation's primary contact). Completion of the online form gives us your preferences regarding the Thursday reception, dietary selections, and any special needs. All presenters are required to pay registration in full by Monday, April 27, 2020. Failure to pay the registration fee could result in the cancellation of your presentation and conference registration. All presenters are responsible for paying their own travel and lodging expenses.

Whom should I contact regarding proposal or presenter questions?

Amanda Nichols-Hess at

What are the Proceedings Guidelines?

The proceedings guidelines for 2020 can be found here.

- Due to the shift to online sessions, presentation sessions will now be due May 18 (changed from May 1); interactive workshops will still be due May 29.

What software will be used for the online sessions?

We will be using Zoom Business.

Specifically, we will be using Zoom with the Webinar add-on, which is designed for breakout sessions with a host and panelists, particularly sessions with potentially more than 50 people attending. Many of you have used Zoom for both personal and professional reasons in the past month, but very likely you have used "Meetings" not "Webinar." A feature comparison of the two Zoom platforms shows they are similar, but there are some differences (e.g., no breakout rooms for webinars).

Why is my total session time now an hour, when it was 50 minutes in Ypsilanti?

Because, based on our decade-plus experience with LOEX Encore sessions, the exact same material take slightly longer to present online than it does in a face-to-face setting. For example, it is generally easier to do certain tasks more quickly face-to-face (e.g., poll the audience; make sure all questions are answered before you move on to the next section) than it is online.

Also, in addition to reserving 5-10 minutes at the end of your session to answer questions, we strongly recommend having a short Q&A "break" in the middle, to make sure any key questions that might have arisen during the first half of your section gets answered (e.g., you may miss a question in the chat because you are focused on presenting your material). This adds 2-3 minutes to what you would have presented in Ypsilanti.

Is this like the Zoom meetings I've used to conduct library team meetings or get-togethers with my friends over the past month?

In some ways, yes (e.g., many of the buttons are the same, as-is much of the look & feel) but it will not be the "gallery view" grid format with a bunch of video squares of talking heads arrayed across your screen.

The focus during LOEX breakout sessions will be on 1) the presentation material (e.g., PowerPoint slides; a website from the presenter's institution) and 2) the presenter's voice. Attendees will not have the ability to use their mic or video camera during a breakout session; they will be able to communicate with the presenter(s) through the chat function along with polls (if you would like to do the latter). 

How will LOEX help me prepare for conducting sessions in an online format?

The week of April 27, we will have 30-minute Zoom "sound checks" where each session’s presenters will perform some basic checks with a LOEX moderator: log-in, audio levels; camera clarity (if available); basic Zoom controls (e.g., moving presentation slides forward; switching control to any co-presenters); how to use the chat box; discussing what features you plan to use (e.g., "After Slide 10, we plan on showing a 1-min YouTube video; towards the end, we'd like to conduct a poll asking...).

As you prepare, make sure you review: 

What technology and equipment will I need?

We understand each person's work setup likely is quite different than just a few weeks ago. That said, online breakout sessions can successfully be conducted from home as long as you have a computer, a strong internet connection and a good microphone.

  • We recommend all presenters, if possible, use a headset/headphones with a microphone (as opposed to just relying on the speakers & mic built into your       computer). It reduces ambient noise for both you and the attendees, and tends to provide a clearer sound.
  • A computer video camera is not required, and will *not* be a significant part of your session even if you have one, as we plan on utilizing that feature           only at the end of each breakout session during the short Q&A portion (and even then, only for moderators and presenters).