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You Make The Difference!
Thank you for agreeing to be a NATIONAL ASSOCIATION OF REALTORS® Conference & Expo Speaker. We look forward to working with you to make your session a winner. Our policies and procedures are in place to assure smooth sailing from start to finish. |
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Speaker/Presenter/Panel Moderator/Panelist Role
You assume key responsibilities when you agree to participate in our Conference & Expo education program. These commitments help to give Conference & Expo education its quality and consistency. As a speaker, you agree to do the following:
- PROVIDE a high quality education program, which includes current, accurate and relevant information on the topic.
- RECOGNIZE that as a speaker your relationship with NAR is as an Independent Contractor and not an employee of NAR or any of its affiliates.
- HONOR the Speaker’s Agreement in all circumstances.
- ASSIGN NAR the audio recording copyright for this one-time presentation.
- REFRAIN from verbally marketing any of your personal tapes, books, or other products or services immediately before, during, or after your session(s) and further refrain from giving away or raffling any products or services during your session.
- ACCEPT that speakers who violate the previous self-promotion policy will NOT be invited to present a Conference & Expo education session for at least three years.
- AVOID references to any specific commission rate during your presentation - such discussions have the appearance of possible antitrust violations.
- EXHIBITING SPEAKERS may announce your booth number and ask attendees to bring their product related questions to your booth.
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Speaker’s “To Do” List
Much of the information about session administration is included in the Call for Presentations (CFP) form. When your session is selected for presentation, you will receive an administrative checklist with your confirmation packet. This list will remind you to:
- sign and return the NAR Session Speaker Agreement
- note all deadlines
- specify the ideal audience for your topic
- provide an electronic copy of your session handout via e-mail attachment or on disk (10 pages maximum)
- verify audiovisual requirements
- send a short biography to serve as your introduction
- review the session description copy that has been prepared using the session goal and objectives submitted on the CFP.
- obtain NAR approval of your personal promotional flyer (single-sheet flyer cannot exceed 8.5” by 14)
- provide a color photo for promotional use in one or more of the following formats:
- .eps (high resolution) file
- .Tif (high resolution) file
- .gif (high resolution) file
- 3X5 Color photo
- complete registration/hotel form online. Note: As a speaker you receive complimentary conference registration. Speaker pays all hotel costs.
- panel moderators: a) discuss potential panel participants with NAR staff contact prior to confirmation, b) provide complete contact information: address, telephone, fax, e-mail and Web site URL of panel members by deadline.
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Speaker’s Handout (Mandatory)
Follow these simple do’s and don’ts when developing your session handout.
DO:
- limit the number of pages to 10 (Contact Roz Kriener at rkriener@realtors.org) to discuss necessary exceptions)
- include your session title, and your name as a header (in a smaller font) on the top left of each page
- number each page, bottom center
- state session learning objectives at the beginning using the statement: After completing this session the attendee will be able to . . . show a course outline or table of contents on page 1
- make sure that material relates to stated objectives and follows the order it will be presented
- focus on practical applications
- develop a handout that is useful during the session
- create a handout that is a handy reference after the session
- include note-taking space
- consider a format that is a skeletal outline of the session
- add job aids (ie. checklists, forms, tables, glossaries, bibliography of related materials) whenever possible
- include a 50 word or less biographical sketch on the last page of the handout include complete contact information at the bottom of the last page of the handout (company name, mailing address, telephone, fax, e-mail, Web site)
- identify current exhibitors with relevant products AND if you are an exhibitor, your booth location
DON'T:
- include your promotional flyer as part of the handout
- exceed the 10-page limit (Contact Roz Kriener at rkriener@realtors.org to discuss necessary exceptions)
- submit more than one blank page for note taking
- address topics that are not part of your stated objectives
- theorize - ideas should relate to real-world situations
- include a cover page, since NAR develops standard cover pages for all handouts.
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Speaker’s Biography, Session Description Copy
Introductory biography
Keep your biography short - something that can be read aloud in one to three minutes. Make it a professional and friendly introduction. The session moderator will use the biography for your introduction. When you prepare your biography, make sure it answers the question “why am I qualified to speak on this subject?” A good biography builds credibility. A final touch: Do not forget to include something unique or personal about yourself.
Session description copy
Your session description will be posted on the Conference & Expo Web site to allow attendees to plan their schedule in advance. NAR prepares copy for the final Conference & Expo program based on the information you provide in the Call for Presentations form. When you are asked to review the copy, make sure that it is clear, concise, and above all - accurate. Attendees are more likely to be dissatisfied when they feel mislead about the session content - regardless of the quality of the session itself. Session description copy should always include the key session learning objectives.
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The Audience
When you know your audience and their needs, you are more likely to have a successful session. Understanding the who, what , and when can make the difference.
Who attends?
The REALTORS® Conference & Expo in November boasts attendance of approximately 25,000 of the industry’s most influential and qualified leaders. With residential salespersons and brokers making up the majority, attendees include:
- salespersons
- brokers (owners & managers)
- executive officers
- state and local Association staff
- real estate specializations include (e.g., appraisers, auctioneers, buyer representatives, commercial properties, international (both residential and commercial), land, property managers, resort/second home, relocation)
- support staff -- including technology, web site, professional assistants and others
What Do They Want?
In a nutshell...practical knowledge presented in an interactive, memorable way. Give attendees ways to become more effective professionals. They want information that can be applied or tools that can be put to use. Job aids are always popular. Theory is useful only when session participants are shown how to use it.
When Do They Learn?
Learning is not a passive activity. Give yourself a break - let other people do the talking. Attendees learn best when they are doing, not when they are listening. Involve participants by using questions, exercises, and other activities.
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| NAR’s Role
Naturally, we assume responsibilities to make your session successful. We appreciate and respect your commitment to the assigned deadlines and agree to do the following when each deadline is met.
- PROVIDE you with complimentary REALTORS® Conference & Expo registration
- SCHEDULE the session in a room with theater-style seating, unless a mutually agreed upon alternate setup is confirmed by August 1st.
- ASSIGN a qualified room host to assist you and the attendees during the session
- COPY and DISTRIBUTE your 10-page (or shorter) handout.
- DISTRIBUTE, collect and tabulate session evaluation forms.
- PROVIDE a lectern and lavaliere microphone or a table and table-top microphones if the session is a panel discussion.
- SUPPLY audiovisual equipment, as specified on your Call for Presentations submission form or requested by the audiovisual deadline
- SEND you written notice of cancellation at least 30 days before the date of the session, if it is determined that the session is not needed.
- PAY any penalty incurred to cancel your airline ticket if your session is canceled.
- ALLOW a single-sheet promotional flyer, no larger than 8.5” by 14” (legal-size sheet). This flyer must be approved by NAR before it is distributed.
- DISCOUNT the cost of one exhibit booth space (10' x 10') by 10 percent, if you choose to be an exhibitor.
- PROVIDE a resource for collecting attendee business cards for your follow-up.
- COMPILE your session evaluations and forward the information to you
- GIVE you one copy of your session’s audiotape
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Equipment
NAR provides the following equipment for every session:
For Individual Presenters
- standard lectern
- lavaliere microphone with 50 ft. cord
- six-foot-long table at front of room for speaker presentation materials
For Panel Presentations
- standard lectern
- lectern mic
- draped headtable with a chair for each panelist
- table mics: 1 per panelist
For All Presentations
- additional equipment necessary for presentation if requested by deadlines dates (requests for equipment should be made as early as possible)
- When requesting equipment, you should be very specific about your requirements. For example, to ensure compatibility between your laptop computer and the LCD projector you should list the make and model of your laptop. We have provided a list of the most frequently requested equipment for your reference.
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Frequently Requested Equipment
Here is a list of most often requested equipment. When requesting equipment, please use the terms on this list so that we can best understand your needs.
Sound equipment includes:
- table microphone
- standing microphone
- lectern microphone
- lavaliere microphone with a 50 ft. cord
- hand-held microphone with a 50 ft. cord
- hand-held wireless microphone with floor or table stand
- cassette recorder/player
- wireless lavaliere microphone
Audiovisual equipment includes:
- LCD projector with appropriate computer interface
- screen (sized appropriately for room )
- easel*
- flip chart with markers*
- corkboard with pins*
- Whiteboard with markers*
- Chalkboard with chalk*
- 35mm slide projector with remote and carousel
- slide projector dissolve equipment
- overhead projector
- ˝” VHS videocassette recorder/player
- 3/4” videocassette player/recorder
- 25” monitor
- data projector
- high intensity overhead projector
- audio CD player
- power strip for computer equipment
- telephone line for Internet access
*Should be used for small audiences only (60 or fewer persons)
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Logistics - On-site
When you arrive: Pick up your registration packet and badge at the NAR registration area.
Session locations
REALTORS® Conference & Expo, education sessions are usually offered at a conventin center facility. Shuttle services is scheduled for attendees to get to and from the hotels in NAR's room block and the convention center.
Room setup
Your room size assignment is based on anticipated topic appeal. Rooms are set up theater style with all audio/visual equipment for that day.
If you SUBMIT your camera-ready handout to NAR by the due date, copies will be delivered to the session room, along with the session door card, evaluations, etc.
If you DO NOT SUBMIT camera-ready handouts to NAR by the deadline date you are responsible for reproducing and transporting your handouts to your session room at your expense. Handouts must be placed on the handout table at least 30 minutes prior to the start time.
You are responsible for bringing copies of your personal promotional flyer for placement on the handout table, NOT on seats (assuming the flyer has been approved by NAR).
Equipment and setup checks take place one hour before your session. Quick session turnovers sometimes require that equipment from a previous session or later session is left in your session room.
Audio recording
All education sessions are audio recorded. To ensure the quality of the audiotape please remember to:
- speak loudly
- speak clearly
- repeat all questions from the audience
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Speaker’s Team
It takes many people to assure that each education session runs smoothly and successfully. Your support team includes the following.
The Floor Manager is an NAR staff person who oversees the entire REALTORS® Conference & Expo education program. He or she will be recognizable by a black staff name badge and a walkie talkie. The Floor Manager checks room setup, equipment, and handout material and touches base with the Room Host to make sure that all requirements have been met.
The Room Host is usually an NAR volunteer member. He or she will be recognizable by a ribbon. The Room Host’s primary responsibility is to introduce the speaker and to perform any tasks necessary to assure the success of the session. Room Hosts often help to distribute and collect handouts and evaluation forms. We ask the Room Host assigned to your session to call you before the meeting to discuss your session.
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Session Evaluations
Feedback helps NAR to continually improve the quality of REALTORS® Conference & Expo Programming. Evaluation forms are distributed to the following parties.
- You. All speakers are asked to share their input on the room host’s performance, room logistics and audience.
- Your Room Host. Your room host will “audit” your session. He or she will be asked to evaluate your preparation, delivery, visual aids, and the audience reaction.
- Attendees. Each attendee is encouraged to complete an evaluation form and provide comments on your session. The evaluation form distributed to attendees asks about your materials, delivery, and subject matter expertise. NAR will send you a composite evaluation score based on attendee evaluations and comments.
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Policy Violations
If a speaker is suspended for violating any of the REALTORS® Conference & Expo Education Program Speaker Policies, he or she may appeal the suspension (minimum three years) by writing a letter contesting it. (See Speaker’s Contract)
The Convention Committee will review the case and make a final recommendation, based on the available facts.
Letters should be sent to: REALTORS® Conference & Expo Education, 430 North Michigan Avenue, 9th floor, Chicago, Illinois, 60611-4087.
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Frequently Asked Questions
Q:How can I use my promotional flyer?
A: As long as NAR receives and approves of your flyer in advance, you are allowed to place it on the handout table. The single-sheet flyer must be no bigger than 8.5” by 14”. If you are an exhibitor, be sure to include your booth location on the flyer.
Q:Who is responsible for copying the speaker’s personal promotional flyer?
A:The speaker is, if the speaker wants to distribute one - there is no requirement to do so.
Q:Who can attend the education sessions?
A: Full Conference and appropriate One Day Conference registrants will be your primary audience. Speakers and Press receive a complimentary full conference registration which includes open access to the conference sessions, day-long entry to the Trade Show and admission to all non-ticketed events. Please note: admittance to Conference sessions is on a first-come, first-served basis and your Conference access pass will be required for admission. Trade Show only and Exhibitor badges provide access ONLY to the tradeshow floor.
Q:Why am I not permitted to sell/promote my products and services in the session room before, during or after my session?
A:Several reasons:
- Attendees come to the session for an educational experience and not to hear a sales pitch. They consistently give negative evaluations to sessions that they perceive to be "product pitches."
- Your trade show booth is the appropriate place for business transactions and promotional activities.
- The education programs are set on a tight schedule to allow for as many programs as possible. The only time allowed between sessions is for room transitions from one session to the next.
Q:What if I arrive at my session room and the equipment is missing or incorrect?
A: NAR Staff arrive at least one hour early to make sure that all of your equipment requirements have been met. When there is a problem, they will have time to correct it.
Q:What happens if there is no session Room Host?
A: Although rare room host “no shows” occur. If this happens, a staff member or one of your peers can introduce you and serve in the capacity of room host.
Q:What if I get to my session room and the handouts are missing or incorrect?
A: NAR Staff will do everything possible to correct the situation. You are encouraged to bring an extra master handout with you so that copies can be made on-site in case of an emergency.
Q:How do I learn about the audience response to my session?
A: NAR will send you an evaluation report summarizing attendee evaluations of your session. This should arrive about one month to six weeks after the meeting.
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Thank you for reviewing the Speaker's Guidelines. If you have any questions, contact us as follows:
Roz Kriener, (800) 874-6500 x 3283, PC Fax: (312)670-1565, e-mail: rkriener@realtors.org
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