We’re so glad you’ll be presenting at the 2025 Literacy Texas Annual Conference! Thank you for sharing your skill and experience with your literacy peers.
This page has FAQs and other info for conference presenters, to help you prepare and plan.
Use the quick links below to find information on specific topics, or simply scroll down the page.
Presenter info quick links
Click on any quick link below to go to more information about that topic.
- Presenter Agreements – a reminder about what was in the RFP
- Your Session Webpage – a place for everything to do with your breakout!
- Presentation Materials & Handouts – host your materials online
- Current Headshot & Bio – making sure we present you correctly
- Conference Registration – we need all presenters registered, please!
- Stipend – when you’ll receive your coupon or cash
- Presentation Set-Up & Equipment – what will be in the presentation room
- Hotel – getting your accommodation sorted early
Presenter Agreements
These agreements were part of the RFP submission process. Submissions were only accepted if the presenter(s) agreed to them all.
The lead presenter and any co-presenter(s):
- Must register for the conference and pay any registration fees.
- Will be responsible for all costs related to transportation, lodging, and meals not provided as part of the registration.
- Will be responsible for costs of audio-visual and technology equipment requested beyond one flipchart, laptop computer, markers, speakers, wifi, screen, and LCD projector.
- Must follow copyright laws.
- Will be responsible for any personal equipment used in the presentation, along with printing and supplying any handouts or other presentation materials for attendees.
- Grant permission to Literacy Texas for use of any photography/videography for future promotional purposes.
Your Session Webpage
Each breakout session has its own personalized webpage with the information you submitted – you can see an example from 2024 here.
Your session webpage will be linked from the Breakout Sessions page – alphabetically by title, by primary topic, and by schedule timeslot, for easy browsing by conference attendees. We’ll also link your session from the Breakout Presenters page.
Contact us any time to make updates to your session webpage – for example, to correct an error; add to the “Other info” section; or add PDFs of slides, handouts, or other materials (see below).
Your session will also have its own unique QR code. We’ll use the code in the PDF program, on social media, and elsewhere. This will make it easy for prospective attendees to read more about your session, and for you to direct attendees to your session’s webpage to download handouts, find the PD category, or other.
We’re working on the program and we will be in touch with you as soon as we can, with final details about your session length, day, and time – we know you need to know that information to finish your planning.
Presentation Materials & Handouts
We’d love to host your materials!
Handouts, slides, articles for pre-reading, or anything else related to your session can all be linked from your session webpage.
Instead of emailing your materials to multiple people after your session is over, you can simply direct them to the webpage using your personalized QR code, where they can download what they need.
If you’d like us to host materials online, please send:
- Documents (PDF only), or
- Images (JPG or PNG), or
- URLs (e.g., Google Drive or Dropbox links; links to online articles or resources).
Send as many attachments/links as you like: presentation slides + handouts, links to articles you’ll reference in your presentation, etc – anything relevant that you’d like attendees to have access to.
You can send us content at any time – before the conference is preferable, but we can also add it afterwards. If you send your information during the conference, expect a short delay in it appearing on the website as we’re a small team and will be extra-busy during those days!
Send any materials to: events @ literacytexas.org (remove spaces)
Current Headshot & Bio
We want to present you in the best possible light, with your most current headshot and bio on the Breakout Presenters page.
If you’ve sent us a headshot in the past year or two (including as part of the recent RFP submission) and it hasn’t changed since then, we’re probably good to go. If you weren’t able to upload as part of the RFP, or you’ve recently had new headshots taken, please send us an updated file.
The ideal headshot file type is a PNG or JPG, square or rectangular, and at least 300px on its shortest side. If this file type is not available, please send what you can.
Your bio should be in the third person, and be a maximum of 1,500 characters.
Conference Registration
We’d love to get all presenters registered in our system as conference attendees as soon as possible, so please go ahead and register as soon as you’re able.
Some presenters may qualify for conference scholarships or grants. If your program applied for and received financial assistance of either type, please check with the person who submitted the application to get your coupon code before you start the online registration process.
We know some presenters are also conference exhibitors. Every exhibitor package has at least one complimentary registration included with it, and conference registration coupon codes associated with exhibitor packages will be sent to exhibitors by separate email. We’ll send more exhibitor-specific info along with the code.
Stipend
This year, we offered the lead presenter of non-promotional breakout sessions a small stipend as a token of our appreciation – the choice of a $50 coupon code for conference registration, or $25 cash. Presenters made their selection during the RFP submission process.
We will send an acceptance email for every successful proposal. We ask all presenters to confirm participation within one week after receiving their acceptance email.
Coupon codes will be sent to presenters after confirmation of participation has been received. Please wait to receive your coupon code before you start the online registration process – codes cannot be applied retroactively.
If you opted for cash, it will be available at the conference and can be collected after your session is complete.
Presentation Set-Up & Equipment
As noted in the RFP, Literacy Texas will provide in each breakout room:
- LCD projector + screen
- Laptop computer
- Wifi access
- Speakers
- Flipchart & markers
If you need an HDMI adapter or an Apple computer adapter – or any additional tech – you will need to bring those.
Please bring any printed handouts you need (or supply materials to link from your session webpage, as noted above).
Please bring your presentation on a flash drive to plug in to the provided laptop.
Room Monitors
Volunteer room monitors will be present in all sessions to help get things started, and to assist you in the unlikely event of a technical issue. The monitor will remind attendees to check in via the app at the start of the session, and to complete session evaluations at the end.
If you encounter any problems with the hotel-provided tech in the presentation space, please let the monitor know, so that they can fetch assistance ASAP.
Hotel
Hotel rooms at the special conference rate can be finalized here while space remains.
We hope you plan to arrive Monday so you can attend the VIP Reception in the evening!
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Checked/updated 6/25/2025
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