AGILE2019

Accepted Speaker Logistics

CONGRATULATIONS on being selected as an Agile2019 Speaker!

The Accepted Speaker Logisitics webpages will serve as your “home base” for Agile2019 Conference information. Please familiarize yourself with the information below.  Information will be added and updated on this page throughout the planning process.

Should you have any questions about your speaking engagement at Agile2019, please contact, Tarah McMaster at tarah@agilealliance.org.

Looking forward to seeing you at Agile2019 in Washington!

DATES & DEADLINES

Week of April 15, 2019

Speaker Logistics Email sent from Conference Coordinator, Tarah McMaster

Please refer to this email for details on the Deadlines below.

April 15, 2019

Review Your Session Timeslot & Location

Update Your Event Schedule Profile [SCHED]

Post Your Speaker Badge!

Book Your Accommodation at the Gaylord National

Register for the Agile2019 Conference

May 31, 2019

Agile2019 PPT Template Available

July 13, 2019

August 3, 2019

Upload Session Slide Deck

August 13, 2019

Re-Upload FINAL Session Slide Deck [if applicable]

MARKETING & PROMOTION

Let the World Know You’re an Agile2019 Speaker!

You’re speaking at the largest, most prestigious Agile conference in the world!  Use the Marketing & Promotion tools below to promote your Speaker status and Session(s) to your clients, prospects and colleagues to build awareness for yourself and your business in the months running up to the conference.

Review Your Session Timeslot & Location

The Official Agile2019 Conference Program is available at https://www.agilealliance.org/agile2019/program

Please be sure to review when and where your session is scheduled to take place as it may have changed since acceptances were sent out.  Alternatively, you can also view your session timeslot & location by logging into the Submission System.

Update Your Event Schedule Profile [SCHED]

Attendees will know you by your Event Schedule Profile [SCHED].
Please check to make sure your Profile within SCHED is accurate, complete, and up to date.

All speakers were sent an email with log in instructions the week of April 15th

  • If you already had a SCHED account from the previous year – you can login using your existing email and password.
  • If you did not have an account, an Agile Events account has been created for you and login instructions are included in that email.

Information including First Name, Last Name and email from your Agile Alliance account submission system profile has been imported to your Event Schedule Profile [SCHED], however be sure to also ADD a photo and web address as well as update your bio information.

Post Your Speaker Badge!

Download your Speaker Badges: 

Let everyone know you are speaking at Agile2019. Post your Speaker’s Badge on your websites, social media sites, blogs, emails etc.

Link your Badges to: https://agilealliance.org/agile2019

Submit Bookstore Form

Do You Have Books to Sell?

Breakpoint Books will be managing the collection of speaker books to sell at the Agile2019 Bookstore.

Download the Agile2019 Bookstore Form and submit before the DEADLINE – July 13th.

REGISTRATION & HOTEL

Registration & Hotel instructions are based on honorarium packages selected during the acceptance process.

Please refer to the Speaker Logistics email sent the week of April 16th for individual instructions.

Registration

Registration instructions for speakers was included in the Speaker Logistics Email sent on April 26th.  ALL speakers must register using the unique registration link included in the email.

Hotel Accommodation

Please reserve your room ASAP. The hotel is almost sold out!

To book your accommodations at the Gaylord National:

  • Reserve Online – CLICK HERE
  • By Telephone –+1 800.228.9290 and mention “Agile2019”

IMPORTANT INFORMATION:

  • Additional Booking Information
    • We expect the hotel to sell out. Please book before April 26th!
    • Room quantities and date availability is based on first come, first served basis.  If the hotel sells out, you may subject to a higher room rate and the Agile Alliance will only apply your honorarium at the Gaylord National and only at the conference rate of $259.
    • Please use the link provided. Reservations made directly through the general hotel website may be subject to a higher rate.
  • All reservations must be secured by a valid credit card and a deposit of (1) nights’ accommodation will be charged at the time of booking.
  • Applying Complimentary Hotel Nights [if eligible]
    • Please book your entire stay and we will arrange to deduct the complimentary nights from your bill upon checkout. For example if you are planning to stay for 6 nights, we will deduct for 4 nights upon checkout.
    • Agile Alliance will only apply your honorarium at the Gaylord National only for the negotiated conference rate of $259. Should you wish to upgrade or extend your stay, you are responsible for any difference in room rate and/or nights in addition to your honorarium.
  • Travel Planning
    • We recommend arriving on Sunday, August 4th [Registration opens at 15:00] and departing on Friday, August 9th  [Conference ends at 12:00]

For additional hotel information click here.

SETUP & SUPPLIES

The following outlines information regarding the session Setup & Supplies for the Agile2019 Conference.

Room Setup & Capacities

All rooms will be set in Rounds of (10) people to the following maximum capacities.

  • Chesapeake 1-3 – (120) people – [floorplan]
  • Chesapeake 4-6 – (180) people – [floorplan]
  • Chesapeake 7-9- (120) people – [floorplan]
  • Chesapeake 10-12 – (120) people – [floorplan]
  • Chesapeake A-C – (130) people – [floorplan]
  • Chesapeake D-F – (180) people – [floorplan]
  • Chesapeake J-L – (130) people – [floorplan]
  • Chesapeake G-I – (140) people – [floorplan]
  • Maryland Ballroom A – (300) people – [floorplan]
  • Maryland Ballroom B – (240) people – [floorplan]
  • Maryland Ballroom C – (280) people – [floorplan]
  • Maryland Ballroom D – (270) people – [floorplan]
  • National Harbour 2 – (150) people – [floorplan]
  • National Harbour 3 – (150) people – [floorplan]
  • National Harbour 4-5 – (180) people – [floorplan]
  • National Harbour 6-7 – (120) people – [floorplan]
  • National Harbour 10 – (150 ) people – [floorplan]
  • National Harbour  11 – (150) people – [floorplan]
  • National Harbour  12 & 13 – (190) people – [floorplan]

Equipment & Supplies

Each room will have a standard set of equipment & supplies [listed below].

  • Data Projector & Projection Screen
  • Microphones & Audio – (2) Wireless lapel/handheld microphones & Audio capabilities will be provided.  Note: If room is small, audio capabilities will be provided however, microphone may not be necessary.
  • Wireless Internet – Access will be provided throughout the meeting space & public areas of the conference!
  • Laptops – Speakers are required to provide your own laptop. If you do not have a laptop computer then please make arrangements to borrow a laptop.
  • Supplies – (1) flipchart, paper pad and (2) markers.  Note:  You are able to tape flip chart paper on the walls using blue painters tape [low tack].
  • Additional Supplies – The speaker business center will have limited supplies [ie. sticky notes, cue cards, etc]. You can request these supplies at the speaker business center. Anything supplies that are a unique request to your session please bring with you to DC.
  •   See Room & Capacities above for recommended quantities

Session Handouts & Reference Materials

Session Handouts are available for printing onsite at the Speaker Business Center.  The limit for printouts is maximum (10) black & white pages front and back.

Speaker Business Center

The Speaker Business Center will be located in the Potomac Foyer, 2nd Floor [Lobby Level] of the Gaylord National and will be open from 7:30 – 17:30 Daily.

Shipping Instructions

Speakers are responsible for the arrangement of and any shipping and receiving charges.

All packages delivered to the hotel are managed through The Fedex Team which acts as the business center and package services department for the property.

Please view the Fedex shipping instructions document for more information. CLICK HERE

PPT Template

We have created an Agile2019 branded PPT template for you to use for your presentation [optional].  All projectors use 16:9 aspect ratio [4:3 is also available].

16:9 ratio CLICK HERE

4:3 ratio CLICK HERE

Upload Session Slide Deck(s)

One of the biggest requests from attendees is access to speaker presentations before and after the conference.

We are expecting  speakers to upload their presentations to the Submission System.

We recognize that some of you will be tweaking your presentation until the last moment.  We request that you upload what you have by Friday, August 2 and then re-upload your final presentation by Monday, August 12.

  • Step 1 – Login: Log into the Submission System Account via your Agile Alliance Account at https://submissions.agilealliance.org/agile2019/conference
  • For EACH of your accepted sessions:
  • Step 2 – Open the Session Detail Page: click on the hyperlinked Title of the session to open the session detail page in your browser.
  • Step 3 – Choose Your File: Go to the Attach a PDF: section at the bottom of the submission page right above Public Comments and Click “Choose File”. Find the file you wish to upload and select it [Note: It must be a PDF file & no larger than 20MB].
  • Side Note: In the Attach a PDF section, you will see all materials previously uploaded during the submission process [if applicable].  These have been pre-set to  visible to attendees.
  • Step 4 – Select visibility: Click on the icon to the left of the file name to change it between visible to conference attendees (icon is black) or not visible (icon is gray).  The default for new file uploads is to be visible to attendees.
  • Multiple attachments? Please repeat steps 3-5 for each additional file you wish to upload.
  • Step 5 – Save Changes: click on Update Attachments to save.
  • Now, repeat from Step 1 for each of your accepted sessions.
  • Note: Presentations will not immediately display on the online Schedule.  Please allow 24 hours.