PMI LIM 2019-NA, Philadelphia

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ImportantDates

Hotel, Travel & Visa Information

Meeting Room

Registration

Onsite Speaker Practice Room

Session Monitors

PowerPoint Presentation & References

Page last updated 24 September 2019

Raise your visibility and get the word out about your session using the
PMI^® Leadership Institute Meeting Speaker Toolkit

Welcome Leadership Institute Meeting presenters! We are most honored to have you speak at the PMI^® Leadership Institute Meeting 2019—North America! This toolkit page will provide you with up-to-date information related to your participation as a presenter at the PMI Leadership Institute Meeting 2019, 3-5 October, in Philadelphia, Pennsylvania. We encourage all presenters to check back often for helpful tips and updates to ensure a successful experience.

Questions? Contact leadership.institute@pmi.org.

Event Location and Dates

3-5 October 2019

Pennsylvania Convention Center

(Broad Street Entrance)

119 North Broad Street

Philadelphia, Pennsylvania 19107

Important Dates

As we work together to develop a quality event, the Leadership Institute Team will work to meet established deadlines/timelines and ask that you do the same! Questions regarding this timeline can be addressed to leadership.institute@pmi.org.

Date	Details and Deliverable(s)
Monday, 17 June	Deadline for Acceptance of Presenter Status via the Leadership Institute Presenters Platform.
Week of 22 July	Webinar Recording Available: Resources to Support Your Success and What to Expect Onsite
Friday, 26 July	Deadline to Submit Presentation Drafts via the Leadership Institute Presenters Platform. If you are participating with a co-presenter or on a panel, the designated lead is responsible for submitting the draft.
Friday, 2 August	Deadline for Confirmation of Final Session Details via the Leadership Institute Presenter Platform: Session date and time Edited session description Designated PDUs
12-16 August	Feedback on Presentation Drafts provided via the Leadership Institute Presenter Platform
Tuesday, 10 September	Deadline for Upload of Final PowerPoint Presentation via EPAC. Information on how to upload to be provided in advance.
Tuesday, 24 September	Email \| Final Housekeeping Letter sent to presenters
3-5 October	PMI Leadership Institute Meeting 2019—North America in Philadelphia, PA

Hotel, Travel & Visa Request

Travel and hotel expenses are the responsibility of the presenter.

Visit the PMI® Leadership Institute Meeting 2019—North America event website for information on travel and visa details, and hotel accommodations.

VISA REQUEST: Presenters should confirm travel paperwork requirements to participate at the PMI^® Leadership Institute Meeting as soon as possible. If a visa is required to travel to Philadelphia, PA, USA, please refer to your Registration email (to be delivered at the end of July) and access your registration to request an Embassy Letter. It is recommended that visa applications be sent to the appropriate Embassy at least six (6) weeks from the start date of the event.

Save with United Airlines

Save off published fares to Philadelphia, Pennsylvania (PHL) between 28 September and 12 October 2019. Contact your travel professional or United at +1 800 426 1122 for reservations. Refer to Agreement Code: 714995. Z Code: ZGGN.

Or, save by booking your own reservations at www.united.com. Choose your flight times and access your meeting discount by inserting ZGGN714995 in the Offer Code box.

Valid dates: Between 28 September and 12 October 2019.

Meeting Room

Meeting rooms will be set up with the following standard equipment. Please note that if you are participating on a panel (2+ speakers), a long table and chairs will also be available at the front of the room. Equipment may not be moved or personal devices used to deliver presentations.

Laptop (Windows-based) with audio sound (presenters may not use their own equipment in meeting room)
(1) LCD projector
(1) Screen
Appropriate speaker microphones on head table
(1) Wireless lavalier
(1) Flipchart
(1) Wireless microphone for audience participation
(1) Wireless mouse

Internet: While there will be Wi-Fi in the venue, we recommend that any presentation in the LIM program not be dependent on Internet connectivity because of its unreliability, especially in a room that may contain at least 100+ people who have personal devices. We want to ensure that a presentation is successful and not subject to any disruptions because of technical or connectivity difficulties.

Registration

PMI will grant each presenter a complimentary registration. The registration includes: (3) breakfasts, (3) lunches, applicable receptions and breaks each day; access to Volunteer Resource Center - LIVE; and the ability to earn PDUs. The access code and promo code for your registration is included as part of your confirmation communication.
NOTE: Only registered participants may access the meeting rooms, Volunteer Resource Center - LIVE, or networking events. PMI is not able to accommodate requests to bring a guest or support staff to accompany presenters to a meeting room.

Onsite Speaker Practice Room

An onsite Speaker Practice Room is available to presenters. Presenters may use this space prior to delivering their formal presentation. A printer will be available in the Speaker Practice Room for presenters only to print their notes if necessary.

Room Location: 126AB

Times room is available for your use (no appointments needed):

Thursday, 3 October 7:30 – 5:30 p.m.
Friday, 4 October 8:00 – 5:00 p.m.
Saturday, 5 October 7:30 – 5:00 p.m.

Session Monitors

PMI Staff Monitor Responsibilities

Represent PMI
Know your assignments - when and where you are expected to be.
- If something happens that you cannot fulfill your assignment or will be late, you must inform someone from the Volunteer Programs & Services staff as early as possible.
Take action to assure the room and the delegates are comfortable and safe.
- Space: If a room is filling up, direct attendees to open seats. If all seats are taken, inform the session scanner not to allow any more people into the room; help delegates being turned away identify another session; do NOT crowd the room with additional chairs, allow people to sit on the floor or stand against the walls, as these may violate fire safety regulations. Also, please make sure the Volunteer Programs & Services team knows this happened so we can note the popularity of the session for future planning.
- Temperature: Adjustments to temperature should be requested through a member of the Events team.
Assist in resolving any audio/video (AV) problems
- There often is an AV person in the room or in an adjacent room; in the event there is not and problems arise, contact someone from the Volunteer Programs & Services or Events team immediately.
Assist as needed with the session. This could include any of the following:
- Serve as the PMI representative in the room. This could include answering questions that are GHQ or PMI-related, or taking notes for proper follow-up if an issue or question arises that you cannot answer.
- Assist the volunteer as needed in distributing handouts and other session material.
- If a session is being derailed by an unruly delegate, help to control the room and get the attention back on the intended focus of the presentation.
Communicate issues about session/speaker, e.g., speaker not prepared, session not well received; as well as session very well accepted, excellent speaker, etc., to Volunteer Programs & Services.

***Please pick up survey in Staff Office. Purpose of survey is to evaluate content and delivery of speaker. Feedback submitted is for internal use only. Please return completed surveys to designated area in Staff Office.***

PMI Staff Monitor Expectations

Arrive in the room 10-15 minutes prior to the start of the session.
Identify yourself to the host chapter volunteer and the speaker(s).
Be aware during the session
- Make note of issues that arise, such as complaints about a PMI-related product or service; communicate to the appropriate department.
- If necessary, help diffuse disruptions by suggesting topics be taken off-line so the presentation can continue.
- If necessary, remind attendees of the need to be courteous to their fellow volunteers

Volunteer Monitor Responsibilities

Ask the speaker if s/he has any needs or requests.
Introduce the speaker(s).
Distribute handouts and session materials as needed.
Record outcomes of polls or discussions if requested by the speaker.
Act as mic runner or assist with communication in other ways as needed.
Keep time for the speaker.
Assist delegates with finding a seat if needed.

Volunteer Monitor Expectations

Arrive to the room 15 minutes before the start of the session.
Bring the speaker bio with you.
Ask the speaker: do they want to be introduced, do they want a time reminder?
Find out from the speaker if there is any other assistance they need to support the session.

PowerPoint Presentation

The official PMI® Leadership Institute Meeting PowerPoint Presentation Template is available here. Presenters are requested to use the official template for their draft and final presentations.

IMPORTANT: As you prepare presentation, please note that due to the technology being used for the event, presenters will not be able to view their presentation notes via PowerPoint on the meeting room laptop. This is due to the onsite presentation management system that will be used to collect and dispatch presentations from the onsite Speaker Ready Room. Presenters are encouraged to print out their notes prior to arriving at the LIM.

If you are participating on a panel or as a co-presenter, please coordinate with the lead presenter designated in your proposal, as the lead presenter is responsible for submitting the presentation.

Presentation Preparation

Draft Presentation: Presenters will provide a draft of their presentation by close of business on Friday, 26 July. Draft presentations can be sent to rebecca.shipos@pmi.org, and will be reviewed by appropriate PMI Staff. Presenters will receive feedback by the week of 12 August.
Copyright and Citing References: If you plan to reference or cite materials that are not your original work, please reference it on the slide or in a summary slide using APA as a style guide.

Uploading Final Presentations

Final presentations will be due Tuesday, 10 September. Instructions on how to upload presentations will be delivered prior to the 26 August deadline.
Updates: Presenters are encouraged to keep updates and edits to a minimum after submitting the final presentation.
Backup File: Remember to bring a copy of your presentation file(s) to Philadelphia, including any handouts and videos on a USB as a backup.
Final PPT: Your final PowerPoint presentation will be uploaded to your meeting room laptop and converted as a PDF for pre-event access by participants.

Please use the recommended naming convention: Session# - Session Title_v1.ppt (ex. 101 - Advance the Brand_v1.ppt) NOTE: In the event that it is necessary to make any updates to your original presentation, identifying the document version is important. This will help to ensure that the most up to date version is displayed in the meeting room. Your original document will be version 1 (_v1, as noted above), and subsequent versions will be identified as version 2 (_v2), version 3 (_v3), etc.

Handout(s): If you have handout materials you would like to share with participants, a file may be uploaded which will be converted to PDF (if not already) and included for download with your PDF presentation.

Please use the recommended naming convention: Session# - Session Title_Handout1_v1 (ex. 101 - Advance the Brand_Handout1_v1.doc, 101 - Advance the Brand_Handout2_v1.pdf)

Video(s): If you plan on sharing a video with your presentation, please plan to upload a video file. Wireless internet connection bandwidth is not guaranteed; therefore, having a video file will ensure your presentation is ready when delivered.

Please use the recommended naming convention: Session# - Session Title_Video1_v1 (ex. 101 - Advance the Brand_Video1_v1.mp4)

Onsite Management

IMPORTANT: Please note that due to the technology being used for the PMI Leadership Institute Meeting, presenters will not be able to view their presentation notes via PowerPoint on the meeting room laptop. This is due to the onsite presentation management system that will be used to collect and dispatch presentations from the onsite Speaker Ready Room. Presenters are encouraged to print out their notes in advance of the session. A printer will be available in the Speaker Ready Room for presenters only to print their notes if necessary.
Updates to Presentation: Presenters are encouraged to refrain from making any edits once you have uploaded your file by 26 August. If it is absolutely necessary to make edits to your final presentation, please bring your revised presentation on a USB to the Speaker Ready Room at least 24 hours prior to your presentation time in order for PMI Staff to coordinate with the meeting room laptop.
Recording: Recording of sessions is not permitted, nor will sessions be recorded by PMI. Please refrain from bringing equipment to record your presentation, as most venues have strict policies regarding video equipment being brought into the facility.

PDU Information

As a Presenter, you may claim PDUs as a self-reported activity. You will be able to submit for PDUs (0.25 PDU for each 15 minutes of activity). Log into the PMI Continuing Certification Requirements System (CCRS) with your username and password, and click "Report PDUs". Your PDUs should be claimed under "Share Knowledge".

If you attend any other session that has PDU allocations, you will be able to claim these PDUs.

Social Media

RAISE YOUR VISIBILITY as a PMI Leadership Institute Meeting 2019—North America Presenter!

Alert your network about your participation in this year's Leadership Institute Meeting. Raising awareness will increase visibility of your session.

Use one or both of the following images on your social media channels, website, or in your printed materials to promote your presence at this year's PMI Leadership Institute Meeting 2019—North America. Be sure to use #PMILIM in your promotions!

Right click on the images and click "Save as" to save them to your personal computer.

Twitter

Be sure to follow @PMIevents and @PMInstitute for all of the latest updates, and use #PMILIM in promotions for your upcoming presentation!

Sample Tweets	Network, share ideas, and gain expertise in elevating your chapter's objectives #PMILIM
	Gain actionable insights on {add your topic here} and join me at #PMILIM
	Excited to be leading a session on {add your topic here} #PMILIM

Webinars

A webinar, Resources to Support Your Success and What to Expect Onsite, will be available to all Leadership Institute Meeting presenters the week of 22 July. Once you review, please reach out to leadership.institute@pmi.org if you have questions.

Resources