What to know before you speak at a WEF Specialty Conference

Have you been accepted to speak at one of WEFs Specialty Conferences or other event? Want to know more about what you're getting yourself into?

We've got the answers here. Whether you're thinking of submitting an abstract or have already been accepted, you'll be able to find out what WEF requires of you to speak at one of our Specialty Conferences.

Please note that the requirements below follow WEF's traditional template, and specific events may differ. Please contact the respective event contact for more information.

How to Give a Good Presentation

Technical Speakers

SPEAKER AND ALTERNATE CHECKLIST

Here you will find an overview of everything you will need to know. Please note that the dates for each specific conference will be given once you have been accepted to speak. All speakers, alternates, and moderators must register and pay the appropriate registration fees. WEF offers all those on the technical program the advance member rate when they register.

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Edit Title and Author Block
Upload Primary Speaker Biography
Upload Primary Speaker Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 6 weeks before the event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due in Ai Speaker Portal
About 4-5 weeks before the event

Upload Final Manuscript
Sign License Agreement (each author/co-author must login and sign this)

Deadline 4: Due Directly to the Session Moderator
About 2-3 weeks before the event

Email Draft PowerPoint presentation to Session Moderator

More Details

How to log-in?

The Speaker Portal is the same Attendee Interactive System (Ai) that was used for the Abstract Submission Portal so logging- in should be easy. The link for each event's Speaker Portal is in the Contacts section. If you have never logged-in to the system before, please log-in to the Speaker Portal using your WEF login (the one you use to login to WEFCOM, your membership account, etc). Please follow the instructions on the login page if you forgot your password and contact the respective conference email if you still have problems.

Workshop Speakers

WORKSHOP SPEAKER CHECKLIST

Here you will find an overview of everything you will need to know. Please note that the dates for each specific conference will be given once you have been accepted to speak.

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Confirm Workshop Marketing Description
Upload Each Speaker's Biography
Upload Each Speaker's Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 4-5 weeks before event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due Directly to WEF
About 3 weeks before the event

Send Final PowerPoint presentations from each speaker to WEF to be printed
Send Final Agenda to WEF
Send Final Handouts to WEF

More Details

Session Speakers

SESSION SPEAKER CHECKLIST

Session proposal speakers will follow the same deadlines as technical session speakers but will submit an extended abstract describing their presentation rather than a full manuscript for the proceedings.

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Edit Title and Author Block
Upload Primary Speaker Biography
Upload Primary Speaker Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 6 weeks before the event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due in Ai Speaker Portal
About 4-5 weeks before the event

Upload Final Manuscript
Sign License Agreement (each author/co-author must login and sign this)

Deadline 4: Due Directly to the Session Moderator
About 2-3 weeks before the event

Email Draft PowerPoint presentation to Session Moderator

More Details

How to log-in?

Poster Presentation

POSTER PRESENTATION CHECKLIST

Poster presenters will follow the same deadlines as technical session speakers but can submit an extended abstract describing their presentation rather than a full manuscript for the proceedings if they desire to do so.

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Edit Title and Author Block
Upload Primary Speaker Biography
Upload Primary Speaker Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 6 weeks before the event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due in Ai Speaker Portal
About 4-5 weeks before the event

Upload Final Manuscript
Sign License Agreement (each author/co-author must login and sign this)

MORE DETAILS

How to log-in?

Alternate FAQs

Frequently Asked Questions about being an Alternate

How can I tell if I am an Alternate?
- There are a few ways to tell. If you have been assigned to a whole session rather than just one 30 minute time slot then you are an alternate. For example, if your schedule says something like 8:30-11:45, you are an alternate. You can also check for your presentation in the draft technical program. Alternates are listed at the end of each session. Finally, if you click the link in the title of your presentation within the AI Speaker Portal, it should say you are an alternate directly beneath your abstract.
What do alternates need to submit?
- Alternates follow all the same deadlines as podium presenters. You should consult the Technical Speakers tab on this page for more information about deadlines and requirements.
When will I know if I have been moved up to a podium presentation?
- Whenever a podium presentation becomes available we will move an alternate into that spot. This can be anytime between submitting your RSVP and the day of the presentation. This is why we ask alternates to complete all the same steps as podium presenters, so that you will be prepared even on short notice.
Can I do a poster presentation?
- At many of our specialty conferences, we offer the chance to present a poster presentation to alternates. You should contact your conference's email address to find out if this opportunity is available to you.

Technical Speakers

SPEAKER AND ALTERNATE CHECKLIST

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Edit Title and Author Block
Upload Primary Speaker Biography
Upload Primary Speaker Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 6 weeks before the event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due in Ai Speaker Portal
About 4-5 weeks before the event

Upload Final Manuscript
Sign License Agreement (each author/co-author must login and sign this)

Deadline 4: Due Directly to the Session Moderator
About 2-3 weeks before the event

Email Draft PowerPoint presentation to Session Moderator

More Details

How to log-in?

Workshop Speakers

WORKSHOP SPEAKER CHECKLIST

Here you will find an overview of everything you will need to know. Please note that the dates for each specific conference will be given once you have been accepted to speak.

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Confirm Workshop Marketing Description
Upload Each Speaker's Biography
Upload Each Speaker's Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 4-5 weeks before event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due Directly to WEF
About 3 weeks before the event

Send Final PowerPoint presentations from each speaker to WEF to be printed
Send Final Agenda to WEF
Send Final Handouts to WEF

More Details

Session Speakers

SESSION SPEAKER CHECKLIST

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Edit Title and Author Block
Upload Primary Speaker Biography
Upload Primary Speaker Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 6 weeks before the event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due in Ai Speaker Portal
About 4-5 weeks before the event

Upload Final Manuscript
Sign License Agreement (each author/co-author must login and sign this)

Deadline 4: Due Directly to the Session Moderator
About 2-3 weeks before the event

Email Draft PowerPoint presentation to Session Moderator

More Details

How to log-in?

Poster Presentation

POSTER PRESENTATION CHECKLIST

What's Due When?

Deadline 1: Due in Ai Speaker Portal
This will happen about a week after you have been notified you are accepted.

Confirm participation of either accept or decline
Edit Title and Author Block
Upload Primary Speaker Biography
Upload Primary Speaker Resume/CV

Deadline 2: Due in Ai Speaker Portal
About 6 weeks before the event

Last opportunity to edit Final Title and Author Block for listing in the onsite program. In the Author Block, you can update the order of all the authors and co-authors.

Deadline 3: Due in Ai Speaker Portal
About 4-5 weeks before the event

Upload Final Manuscript
Sign License Agreement (each author/co-author must login and sign this)

MORE DETAILS

How to log-in?

Alternate FAQs

Frequently Asked Questions about being an Alternate

How can I tell if I am an Alternate?
- There are a few ways to tell. If you have been assigned to a whole session rather than just one 30 minute time slot then you are an alternate. For example, if your schedule says something like 8:30-11:45, you are an alternate. You can also check for your presentation in the draft technical program. Alternates are listed at the end of each session. Finally, if you click the link in the title of your presentation within the AI Speaker Portal, it should say you are an alternate directly beneath your abstract.
What do alternates need to submit?
- Alternates follow all the same deadlines as podium presenters. You should consult the Technical Speakers tab on this page for more information about deadlines and requirements.
When will I know if I have been moved up to a podium presentation?
- Whenever a podium presentation becomes available we will move an alternate into that spot. This can be anytime between submitting your RSVP and the day of the presentation. This is why we ask alternates to complete all the same steps as podium presenters, so that you will be prepared even on short notice.
Can I do a poster presentation?
- At many of our specialty conferences, we offer the chance to present a poster presentation to alternates. You should contact your conference's email address to find out if this opportunity is available to you.

Manuscripts

All speakers, including alternates, are required to prepare a full manuscript. All the manuscripts will be compiled into the Conference Proceedings that go out to all attendees of the conference. We have created specific guidelines on how the manuscript should look. You can find them below.

Manuscript Guidelines

Manuscripts

Manuscript Guidelines

FAQs

WEF SPECIALTY CONFERENCE AUTHOR, SPEAKER, AND PRESENTER LICENSE FAQ

What are the publication and formatting guidelines for my paper?
- For a technical session paper, please visit the Manuscript Tab on this page to find the manuscript guidelines.
Do I still own copyright in my paper, powerpoint, or other materials even though I am presenting at a WEF Specialty Conference?

Yes, you still own the copyright(s). WEF, however, receives from you (via your applicable licence agreement) certain non-exclusive license rights that also permit WEF to use your paper or Workshop materials in ways set forth in the applicable agreement. Also, for papers only, WEF’s license right is exclusive for 1 year, which means that even though you own the copyright, you cannot publish or distribute your paper elsewhere within 1 year of your WEF Specialty Conference. Even during this 1-year period, however, you may “present” (speak) at other conferences regarding your paper topic, and you may continue internal (within your organization) distribution of copies of your paper for private, noncommercial purposes (e.g., posting on a company internally-accessible intranet, but not attempting to publish or sell it, or provide it to customers unless you have otherwise received express permission from WEF). Please refer to your specific license agreement for details regarding your rights or contact the respective conference email if you have questions.

May I provide copies of my paper, powerpoint or workshop materials to my customers or others outside my company?

Yes, except for your paper (for a limited time). Your agreement(s) with WEF do not prohibit you from distributing the materials you have developed EXCEPT for WEF’s 1 year period of exclusivity regarding the paper (see FAQ, above). In addition, you may remain subject to any agreements you have with third parties, and subject to any rights they may have. If you wish to provide copies of your paper to (external) third parties such as customers prior to the FOLLOWING YEAR’S Conference (i.e., if you are presenting at XYZ Conference 2019, that would be XYZ 2020), please contact WEF at the respective conference email address and explain your request. We will strive to grant reasonable requests.

May I publish my paper in other journals?

You may publish your paper elsewhere after WEF’s one-year period of exclusivity has expired, i.e., at the time of the following year’s conference. Please refer to you applicable license agreement. This period of exclusivity is intended to ensure that WEF maintains the ability to be the first publisher of your paper.

Do I need permission of my employer for any of the activities related to presenting or publishing at a Specialty Conference?

You are responsible for determining any rights and permissions needed from your employer (or former employer). Please be aware that, under United States copyright law, in some circumstances an employer is deemed the Author and Owner of a copyrighted work created by an employee, such as an employee’s paper, powerpoint presentation, or video. Such a work is referred to as a “work made for hire.” See 17 U.S.C. 101 and 17 U.S.C. 201 for further information. Under your license agreement, you or your employer (as applicable) represent that you have obtained all rights needed to license your paper, powerpoint, video, or other works to WEF as outlined in the agreement. The information provided by WEF is not legal advice, and you are encouraged to consult your own lawyer or your company’s lawyer if you have any questions.

I am a government employee, and believe my paper or powerpoint is in the public domain as a result of my government employment. Do I still need to sign an author or presenter agreement for the conference?

Yes. There is a clause in all WEF license agreements accounting for the possibility that a work is a government work, and if you determine that any of your materials fall into that category, you will indicate so on the agreement. YOU are responsible for making this determination, and you are encouraged to consult your organization’s lawyer in doing so. The federal copyright statute specifies that a “work of the United States government” (17 U.S.C. 105) is not subject to federal copyright protection, but making such a determination sometimes is not simple and there are exceptions (works produced by the U.S. Postal Service, for example, are subject to copyright). Works produced by government contractors are subject to copyright, and ownership may depend on the terms of the contract. Works produced by state and local municipalities may be protected by copyright, but states and local municipalities may have further applicable rules (some states, for example, place such works in the public domain). In short, if you believe your work may be in the public domain or owned by a government entity, you are responsible for consulting with your attorney to make that determination.

Will WEF register copyright in my paper?

It is the author’s responsibility to register the copyright in their particular work, if desired, and WEF makes no promise to do so. WEF may at its discretion, however, register copyright in WEF’s compilation or collection of a conference's works (e.g., conference proceedings including all papers for a particular conference). Such registration does not replace a copyright registered by the author in an individual work. Please consult your lawyer for information regarding the benefits of copyright registration.

This FAQ does not constitute legal advice. Authors who need or desire legal advice should consult an attorney. For more information regarding copyrights, authors may also visit the U.S. Copyright Office website (http://copyright.gov).

FAQs

WEF SPECIALTY CONFERENCE AUTHOR, SPEAKER, AND PRESENTER LICENSE FAQ

What are the publication and formatting guidelines for my paper?
- For a technical session paper, please visit the Manuscript Tab on this page to find the manuscript guidelines.
Do I still own copyright in my paper, powerpoint, or other materials even though I am presenting at a WEF Specialty Conference?

Yes, you still own the copyright(s). WEF, however, receives from you (via your applicable licence agreement) certain non-exclusive license rights that also permit WEF to use your paper or Workshop materials in ways set forth in the applicable agreement. Also, for papers only, WEF’s license right is exclusive for 1 year, which means that even though you own the copyright, you cannot publish or distribute your paper elsewhere within 1 year of your WEF Specialty Conference. Even during this 1-year period, however, you may “present” (speak) at other conferences regarding your paper topic, and you may continue internal (within your organization) distribution of copies of your paper for private, noncommercial purposes (e.g., posting on a company internally-accessible intranet, but not attempting to publish or sell it, or provide it to customers unless you have otherwise received express permission from WEF). Please refer to your specific license agreement for details regarding your rights or contact the respective conference email if you have questions.

May I provide copies of my paper, powerpoint or workshop materials to my customers or others outside my company?

Yes, except for your paper (for a limited time). Your agreement(s) with WEF do not prohibit you from distributing the materials you have developed EXCEPT for WEF’s 1 year period of exclusivity regarding the paper (see FAQ, above). In addition, you may remain subject to any agreements you have with third parties, and subject to any rights they may have. If you wish to provide copies of your paper to (external) third parties such as customers prior to the FOLLOWING YEAR’S Conference (i.e., if you are presenting at XYZ Conference 2019, that would be XYZ 2020), please contact WEF at the respective conference email address and explain your request. We will strive to grant reasonable requests.

May I publish my paper in other journals?

You may publish your paper elsewhere after WEF’s one-year period of exclusivity has expired, i.e., at the time of the following year’s conference. Please refer to you applicable license agreement. This period of exclusivity is intended to ensure that WEF maintains the ability to be the first publisher of your paper.

Do I need permission of my employer for any of the activities related to presenting or publishing at a Specialty Conference?

You are responsible for determining any rights and permissions needed from your employer (or former employer). Please be aware that, under United States copyright law, in some circumstances an employer is deemed the Author and Owner of a copyrighted work created by an employee, such as an employee’s paper, powerpoint presentation, or video. Such a work is referred to as a “work made for hire.” See 17 U.S.C. 101 and 17 U.S.C. 201 for further information. Under your license agreement, you or your employer (as applicable) represent that you have obtained all rights needed to license your paper, powerpoint, video, or other works to WEF as outlined in the agreement. The information provided by WEF is not legal advice, and you are encouraged to consult your own lawyer or your company’s lawyer if you have any questions.

I am a government employee, and believe my paper or powerpoint is in the public domain as a result of my government employment. Do I still need to sign an author or presenter agreement for the conference?

Yes. There is a clause in all WEF license agreements accounting for the possibility that a work is a government work, and if you determine that any of your materials fall into that category, you will indicate so on the agreement. YOU are responsible for making this determination, and you are encouraged to consult your organization’s lawyer in doing so. The federal copyright statute specifies that a “work of the United States government” (17 U.S.C. 105) is not subject to federal copyright protection, but making such a determination sometimes is not simple and there are exceptions (works produced by the U.S. Postal Service, for example, are subject to copyright). Works produced by government contractors are subject to copyright, and ownership may depend on the terms of the contract. Works produced by state and local municipalities may be protected by copyright, but states and local municipalities may have further applicable rules (some states, for example, place such works in the public domain). In short, if you believe your work may be in the public domain or owned by a government entity, you are responsible for consulting with your attorney to make that determination.

Will WEF register copyright in my paper?

It is the author’s responsibility to register the copyright in their particular work, if desired, and WEF makes no promise to do so. WEF may at its discretion, however, register copyright in WEF’s compilation or collection of a conference's works (e.g., conference proceedings including all papers for a particular conference). Such registration does not replace a copyright registered by the author in an individual work. Please consult your lawyer for information regarding the benefits of copyright registration.

Contacts

Need more information about deadlines for a specific conference?

Forum 2019: James Barnard Research Conference on
Emerging Themes in Biological Phosphorus Removal and Recovery
Jan 14-16, 2019 in Austin, Texas
Forum2019@wef.org

WEF/IWA Residuals and Biosolids 2019 Conference
May 7-10, 2019 in Ft. Lauderdale, Florida
Ai Speaker Login
Biosolids2019@wef.org

Stormwater and Green Infrastructure 2019 Symposium
May 8-10, 2019 in Ft. Lauderdale, Florida
Ai Speaker Login
StormwaterGI2019@wef.org

Collection Systems 2019 Conference
June 4-7, 2019 in Indianapolis, Indiana
Ai Speaker Login
CS2019@wef.org

Nutrient Removal and Recovery 2019 Symposium
July 23-25, 2019 in Minneapolis, Minnesota
Ai Speaker Login
Nutrient2019@wef.org

WEF/AWWA Transformative Issues Symposium on Workforce
Aug 7-9, 2019 in Washington D.C.
TISWorkforce@wef.org

Contacts

Need more information about deadlines for a specific conference?

Forum 2019: James Barnard Research Conference on
Emerging Themes in Biological Phosphorus Removal and Recovery
Jan 14-16, 2019 in Austin, Texas
Forum2019@wef.org

WEF/IWA Residuals and Biosolids 2019 Conference
May 7-10, 2019 in Ft. Lauderdale, Florida
Ai Speaker Login
Biosolids2019@wef.org

Stormwater and Green Infrastructure 2019 Symposium
May 8-10, 2019 in Ft. Lauderdale, Florida
Ai Speaker Login
StormwaterGI2019@wef.org

Collection Systems 2019 Conference
June 4-7, 2019 in Indianapolis, Indiana
Ai Speaker Login
CS2019@wef.org

Nutrient Removal and Recovery 2019 Symposium
July 23-25, 2019 in Minneapolis, Minnesota
Ai Speaker Login
Nutrient2019@wef.org

WEF/AWWA Transformative Issues Symposium on Workforce
Aug 7-9, 2019 in Washington D.C.
TISWorkforce@wef.org

06 Feb

Midyear Meeting

Feb 06, 2019 to Feb 09, 2019

Grand Hyatt Atlanta in Buckhead
Atlanta, Georgia

More details

Add this event to your calendar.
07 Feb

Becoming the Change that We Desire: Case Studies of Effective Organizational Change Management in the Water/Wastewater Utility Industry

Feb 07, 2019
1:00 PM - 2:30 PM

Eastern Time

More details

Add this event to your calendar.
05 Mar

Utility Management Conference 2019

Mar 05, 2019 to Mar 08, 2019

Renaissance Nashville Hotel
Nashville, Tennessee

More details

Add this event to your calendar.

Speaker Information

What to know before you speak at a WEF Specialty Conference

Technical Speakers

Workshop Speakers

Session Speakers

Poster Presentation

Alternate FAQs

Manuscripts

FAQs

Contacts

Midyear Meeting

Becoming the Change that We Desire: Case Studies of Effective Organizational Change Management in the Water/Wastewater Utility Industry

Utility Management Conference 2019