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 18, 2021.
  • Poster session proposal submitters will be notified by email by February 17, 2021.

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 Friday, April 23, 2021. 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?

Samantha McClellan at

What are the proceedings guidelines?

The proceedings guidelines for 2021 can be found here.  

What software will be used for the online sessions?

We used Zoom for LOEX 2020 and plan on using it again for LOEX 2021.

Specifically, we plan on 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 over the past few months, 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).

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

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?

Last year we had 30-minute Zoom "sound checks" where each session’s presenter(s) performed some basic checks with a LOEX moderator and made sure they were comfortable with the technology. We will offer those again this year and presenters will receive an email by April 23, 2021 with time slot availability for the weeks of April 26 and May 3 (update: this was sent on April 23).  Also, as you prepare, be sure to review:

What technology and equipment will I need?

As we've all learned, online breakout sessions can successfully be conducted from anywhere, as as long as you have a computer, a strong internet connection, a good microphone and reasonably quiet work space.

  • We recommend all presenters, if possible, use a headset/headphones with a microphone. 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 if you have one, as we plan on utilizing that feature only during      the short Q&A portion(s) of the session (and even then, only for moderators and presenters).

Will attendees be able to evaluate my session? Will I get that feedback?

Yes and yes.

A short SurveyMonkey form will be created for each session, and "handed out" (i.e., the link will be posted into the chat) by each session's LOEX host at the beginning and at the end of each session. The LOEX Director will export the anonymous feedback scores & comments, briefly summarize it, and send an email with the results to the presenters later in May.

Can I have my session materials posted somewhere on the LOEX site so attendees & others can view them later?

Yes. All presenters have to the option to send in their session materials (e.g., slides, handouts) after LOEX 2021 for posting on the conference website (here are the materials from last year). You will receive an email after the conference with instructions on how to do this.