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Conference Presenter FAQs
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Dear PaLA Conference Presenter:

We thank you for your participation as a presenter at the PaLA Conference and appreciate your willingness to share your time and expertise with our conference attendees.  As you plan for your presentation, please feel free to refer back to this page for more information as it becomes available.


 Late   February  Call for Session Proposals
 April 10,   2018   Deadline for Session Proposals
 April 11 -   May 1, 2018  Review of submitted proposals by divisions, chapters and   programming committee.
 May 9 - 10,   2018  Notifications sent for accepted proposals along with confirmation of session information and scheduled date and time.
 June 1,   2018  Deadline for return of program confirmations
 July 2018  Conference Attendee Registration Opens
 August 2018  Program Set-up Requests Sent to Presenters
 August 31,   2018   Deadline for Program Set-up Information & Early Bird Registration   Discount Ends
 September   2018  A/V needs confirmed by committee
 September   5, 2018   Handout upload instructions sent to presenters
 September   20, 2018   Deadline for Handout Submissions. Attendee session counts   available upon request.
 October 1,   2018   Handouts Uploaded by Committee and made available for   attendees

Fees & Reimbursements

Speaker fees and reimbursements must be negotiated in advance and approved by the programming committee. Estimates of fees/expenses should be included in the session proposal for consideration by the committee.

It is PaLA policy that individuals working in Pennsylvania libraries should support the state organization and the profession by voluntarily sharing their time and expertise in exchange for professional acknowledgement and opportunities that presenting at a state conference can afford. 

For this reason, complimentary registration, speaking fees or travel reimbursements will not be paid to Pennsylvania librarians presenting at the conference unless the presentation is funded by an outside source.

Presenter Registration

PaLA believes that all library workers can benefit from the educational and social opportunities taking place during the conference, and for this reason, presenters who are library professionals, residing in Pennsylvania, are asked to register for the conference, at least for the day of your presentation.  Please note that the registration requirement does not apply to non-librarians, nor to librarians working/living out of state.

Promote Yourself & Your Session!

Presenting at a state conference is a big deal, so get the word out about your accomplishment!  We encourage you to promote your session, as well as the conference as a whole - through your social media channels, email and word of mouth!   Conference Logo for use in your promotions.

Room Sets & A/V Requests

Session rooms can be set up as classroom, theater, U-shape or semi-rounds.  We will do our best to accommodate presenter preferences, however because session rooms are used for multiple sessions on a given day they must be set up as space allows and to accommodate the majority.

Complimentary Wi-Fi will be provided in each session room.  Please keep in mind that public Wi-Fi is not secure, therefore confidential information or sites should not be used.

We are able to provide a laptop, projector and screen for each presentation room.  We ask that you indicate if you plan to use this equipment and to request any other additional equipment or needs on the session set-up request form. 

Please note that for security reasons, set-up of equipment may not be available until 15 minutes before the presentation time.  Our A/V Committee will be on hand to set-up and trouble-shoot equipment used in the break out sessions.

Microphones will be provided in larger session rooms, but are not typically provided in smaller rooms due to sound bleed.  Please indicate if you have a special need for voice amplification on the set-up request form.


Each session will be assigned a moderator to introduce the speaker, announce any house-keeping matters, and to provide direction on the session evaluation process and distribute CE vouchers.  This individual will greet you before the session and will assist with distribution of handouts, or any other needs you may have.


With our commitment for greener events, we will continue to make handouts available online for attendees to download and print as needed.  Because past conference attendees have expressed that they wish to receive handouts in advance of the presentations, we strongly encourage presenters to submit their handouts for upload by the deadline stated above.  This will allow the committee to have enough time to organize and upload the files so that they are available for attendees before the conference. 

Presenters who are unable to submit handouts in advance should plan to provide, at their own expense, a quantity of printed handouts sufficient for the number of attendees registered to attend their session. 

Instructions on how to submit handouts or obtain session attendance counts will be available as indicated on the Timeline above.


Finally, we wanted to remind you that PaLA has reserved a block of rooms for conference participants at the Hilton Harrisburg at the special rate of $144/night + 11% occupancy taxes. This includes complimentary parking in the adjacent Walnut Street Garage.

If agreed upon and indicated on the program confirmation form, lodging arrangements will be made for those speakers by PaLA staff.  For all others, lodging arrangements and expenses are on your own.  Stay tuned for direction on making a reservation in the conference block.

Contact Us

220 Cumberland Parkway, Suite 10
Mechanicsburg, PA 17055
717-766-7663 Phone
717-766-5440 Fax
800-622-3308 (PA Only)