Presenter Information

Presenter Information

Thank you for coming to share your expertise at Healing our Spirit Worldwide - The Seventh Gathering. We are excited to have you on board and look forward to working together to create an amazing event! 

 

Presenter Updates
Registration
Venue and Room Overview
Room Setup
Session Times
Presentation Guidelines
Speaker Preparation Room
Presenters' Material
Publication of your Presentation
Presentation Timing
Poster Presenters
Pimatisiwin Journal
Case Studies
Use of the Wireless Network
Photocopying
Room Checks
Presenters' Survival Kit
Presenter Checklist
The Technical Stuff
Promote your Inclusion in the Programme
HOSW Programme at a Glance

Presenter Updates

If you’ve missed or misplaced the final speaker letter emailed out on 14 October, please click below to review and double check you have everything you need for HOSW.
Final Speaker Letter.

 

Registration

Co-Presenters and Supporters
All presenters must be registered and paid to attend the event. If you are not yet registered your registration must be completed immediately via www.hosw.com.

Should you have co-presenters who will be presenting with you, or supporters wishing to attend your presentation please note they must also be registered to attend the Gathering. Each person presenting / attending the Gathering must be a paying attendee and we ask that all co-presenters and support people register and pay promptly.

On arrival at the venue, please report to the registration desk where you can collect your name badge. This must be worn at all times throughout the Gathering in order to gain entry into sessions. If you do not have your namebadge on you will not be allowed access into the plenary nor concurrent session rooms – even if you are a presenter.

The registration desk for HOSW will be located on the ground level of the Claudelands Events Centre, near Entry Door 4.
The friendly HOSW staff will be able to assist with your queries here during conference hours.

 

Venue and Room Overview

Due to event logistics, large attendee numbers and maybe a little bit about the unpredictable Waikato weather, the Gathering will be held at Claudelands Conference and Exhibition Centre in Hamilton, Aotearoa New Zealand. 

Claudelands Conference and Exhibition Centre is located on the corner of Brooklyn Road and Heaphy Terrace in Hamilton – click here to locate on google maps.

Morning and afternoon plenary session will be held on the ground level in the Arena.
Concurrent sessions will be held on the ground level in the Arena, Exhibition Hall A and Heaphy Room 1 and on Level 1 in Brooklyn Rooms 1, 2 and 3.

 

Room Setup

Concurrent sessions are set in a theatre style seating arrangement unless specified. All rooms have access to wireless internet. Session rooms are equipped with the following:
 - LCD (data) projector
- Screen
- Lectern and microphone
- Presenters table
- Wireless internet
If you requested extra equipment as part of your abstract submission, please check with the room support personnel that it will be in your room, in the first instance. A technician will be available should you have any concerns.
Should you have any special AV requirements such as using your own computer, a Mac or other software please provide specific details via email and bring any adaptors / cords your own computer may require. The session rooms are not equipped with adaptor cords to connect to different computers.

Should you require an alternate set up for your session this can be requested via email to wendy@conference.co.nz and we will do our best to accommodate you.

 

Session Times

Monday 16 November – Indigenous Leadership Sessions
Session 1: 10.30am – 11.15am
Session 2: 11.15am – 12.00pm
Session 3: 12.00pm – 12.45pm
Session 4: 2.00pm – 2.45pm
Session 5: 2.45pm – 3.30pm

Tuesday 17 November - Indigenous Solutions Sessions
Session 1: 10.30am – 11.15am
Session 2: 11.15am – 12.00pm
Session 3: 12.00pm – 12.45pm
Session 4: 2.00pm – 2.45pm
Session 5: 2.45pm – 3.30pm

Wednesday 18 November - Indigenous Potential Sessions
Session 1: 10.30am – 11.15am
Session 2: 11.15am – 12.00pm
Session 3: 12.00pm – 12.45pm
Session 4: 2.00pm – 2.45pm
Session 5: 2.45pm – 3.30pm

Thursday 19 November – Indigenous Futures Sessions
Session 1: 10.30am – 11.15am
Session 2: 11.15am – 12.00pm
Session 3: 12.00pm – 12.45pm
Session 4: 2.00pm – 2.45pm
Session 5: 2.45pm – 3.30pm

 

Presentation Guidelines

Please make sure that your presentation content is appropriate for the audience and that your language is inclusive.

The default presentation format for the conference is Microsoft PowerPoint. Please note power points should be formatted in 16:9 size to fit the projection screens. Note this is different to the size that was initially communicated when the Gathering was at the University of Waikato. Please click here for a 16:9 powerpoint template to use for your presentation. 

Please ensure you bring your presentation(s) with you on a data stick (USB). Your presentation will need to be supplied to the AV technician the day before you are to present to ensure it is successfully pre-loaded and working correctly. Your presentation will then be saved to the computer in your allocated room, ready for your presentation.
Alternatively you can email your presentation ahead of the conference to luana@conference.co.nz - please email presentations by Wednesday the 4th of November.

 

Speaker Preparation Room

A dedicated presenter preparation space is available to Keynote and concurrent session speakers. This is located on the ground level of Claudelands Events Centre just past the registration and information desk.

All presenters are required to load their presentation with the AV technician in the preparation room the day before their presentation. If you do not have an audio visual presentation, please notify luana@conference.co.nz before the commencement of HOSW. You will still be required to check in at the speaker preparation room in case aspects of your presentation have altered.

Presenters are welcome to use the preparation space to put the final touches to their presentations. Technical support is available from:
Sunday 15 November – 3pm -6pm
Monday 16 November – 7am – 6pm
Tuesday 17 November – 7am – 6pm
Wednesday 18 November – 7am – 6pm
Thursday 19 November – 7am – 3pm

 

Presenters’ Material

If you have a presentation or support material to share with delegates, you will be able to post it on line post-conference. Please email this to luana@conference.co.nz

 

Publication of your Presentation

HOSW would like to publish a PFD version of your presentation on the Gathering website, making it available for those who were unable to attend your presentation to view.  If you DO NOT give permission for your presentation to be published online post the Gathering you are required to tell the AV technician when you load your presentation.

 

Presentation Timing 

With 1500 delegates participating in this conference, it is extremely important that workshops and presentations run smoothly, keep to time, and live up to the expectations of the attendees. Please refer below to the timing for your presentation type:

Joint Oral, Individual oral, Workshop, Films and Other presentations
Each of the above concurrent presentations has been allocated a maximum of 30 minutes to present, with another 5 minutes for questions and answers - giving a total of 35 minutes for the presentation.
There is an additional allowance of 5 minutes at the start and end of each presentation to allow for presenter change over, making a total time of 45 minutes.
Session chairs and time keepers will be provided in every room to assist presenters to keep on time and we do ask that you arrive prepared to keep within your allotted time frame.
 

Cultural Demonstrations and Performances
To enable all attendees the opportunity to watch the cultural performances at The Gathering the planning team have created a special Festivals Programme to take place in the main plenary at the end of each day.  The festival programme will contain up to four performances / demonstrations from different countries and will be a wonderful display of arts and culture.

Performance Timing
Each cultural performance / demonstration has been allocated a maximum of 20 minutes to perform during the Festival Programme, this time includes entering and exiting the stage. There will be a green room provided back stage for performance groups to get prepared before and change after if needed.

Performance Facilities
Performances will be held in the main plenary located within The Gathering village, directly after the afternoon keynote presentations.

The plenary is fully equipped with Audio Visual equipment including power point presentation, video and sound capability and the stage in the main plenary is able to take up to 40 performers at one time. Please note the audience will be sitting in flat floor theatre style seating facing the stage.

Poster Presenters
Each poster presenter will be allocated a display board on which to display their poster for the duration of The Gathering. These boards will be located in the gallery area of the concurrent rooms 1 - 6 where some the concurrent presentations are being held, ensuring attendees have the opportunity to view the posters in between sessions and during breaks.

We invite you to put your poster up on Monday 16th of November when you arrive at the venue so it will be on display for the entire Gathering - allowing attendees to have time to view them ahead of the poster session.

A poster session has been programmed for Wednesday 18 November from 12.45pm - 1.15pm (the first 30 minutes of the lunch break) during which all poster presenters are asked to stand by their poster to engage with others who have questions about your work.

Velcro dots will be provided for you to fix your poster to the velcro receptive display board.

Should you wish to provide hand outs for your poster presentation please ensure you bring these with you.

Poster Formatting Guidelines
Please view the poster guidelines listed on the http://hosw.com/guidelines-poster-presentations to note how your poster is required to be presented.

Poster Printing Facilities
Should you wish to have your poster printed in Hamilton and collect it when you arrive this can be done at the University print shop - Waikato Print. Further details can be provided on this service on request to wendy@conference.co.nz  please note all printing is done at your arrangement and cost.

 

Te Mauri - Pimatisiwin: 
International Journal of Indigenous Health and Wellbeing

Te Mauri: Pimatisiwin marks a new step in the reporting of community health research for community researchers, academics and health professionals. Health research and policy often operate outside the knowledge and influence of communities, using language and distance as deterrents to community participation. The articles published in the journal are intended for readers and contributors who work and live both inside and outside the university research and health professional communities. While every community is unique, many communities share similar challenges. Through the journal, indigenous communities around the world can share their experience and knowledge and make the experiences of researchers, health professionals, and community members in other countries more generally available assists us all.

The submission guidelines for journal articles will be announanced at the journl launch taking place on Monday 16th November in the lunch hour. Submission for the journal will be accepted after the launch and will be subject to a review process before being accepted into the journal. For further details on the journal and the submission process please attend the launch during The Seventh Gathering.

 

Case Studies

The case study submission template will be available to download from this website shortly - thank you for your patience in awaiting this inforamation.

 

 

Use of the Wireless Network

Throughout the conference venue there will be wireless Internet provided for computer connection. Instructions will be available in all rooms.
We would like to know if you have intentions of asking delegates to view movies on portable devices during your sessions. Activities similar to this tend to put strain on a wireless network and we would like to make sure that everyone has a good experience. Please contact luana@conference.co.nz with this information if you are concerned.

 

Photocopying

We ask that you do your photocopying at your organisation before the conference. However, if you urgently need to photocopy something, please ask at the registration desk. Please note that all photo copying will be charged to the presenter.

 

Room Checks

Please check your room and equipment before your presentation, so you know that your set up is as you requested. The room support personnel are there to make this happen for you. If you find a problem please speak with the room support person for your room. Every room has a dedicated technical support person assigned to oversee the setup, so ask your support person to contact them. Please remember there are 12 other presentations happening each session, so be sure to check this before your presentation.

 

Presenters Survival Kit

  • Try out your presentation with an audience before the conference and ask for feedback.
  • Run the presentation through a data projector, with a 'viewer' sitting at the back of the room to ensure that images, fonts, colours, etc work for the whole audience.
  • Visit the room you have been allocated before you present.
  • Check in with the technical team the day before you present. 
  • Have a backup copy of your presentation - on disc, flash drive and/or another laptop.

 

Presenter Checklist

With only a couple of weeks left before HOSW, you are no doubt putting the final touches on your presentation. To help you make sure you’re fully prepared for the conference, we’ve put together a checklist so you can tick off all tasks as they are completed.

 

The Technical Stuff

Labels
With over 1,500 people attending the conference, and most of them with laptops and/or tablets, it will be essential that you label both your device and the bag.

Power
Please ensure your devices are charged before you arrive to the conference each day as there will be limited power points in the conference venue. Please bring your own power cables.

Session Requirements
Please come prepared!
For your presentation session, please ensure you have updated any specific software requirements on your computer before you depart to Hamilton. It will be too late to add any specific software requirements when you arrive at the conference.

Internet
To make sure your device is able to pick up the wireless network, you will need to make sure that it is wireless capable, and is not locked down to such an extent that it cannot be set to DHCP. If that doesn’t make any sense, simply just make sure you have Administrator Access so that the team at the IT Support desk can help you configure your computer on arrival.

It is important that you have administration rights (user name and password) for your computer to allow the HOSW technical support team to assist you, should you need it. Technical support will be available at the conference and priority will be given to presenters. Please keep in mind that your systems operations manager at school/centre/university/organisation may have locked your computer down significantly and that it will not always be easy for our team of volunteers to get around this. Our suggestion is that you discuss your laptop settings with the appropriate person at your organisation before you leave for the conference.

 

Promote your inclusion in the Programme

You have been selected out of over 500 submissions to present your work at The Seventh Gathering and that is something to be extremely proud of! We encourage you to promote your attendance at The Gathering and tell your colleagues, friends and whanau. Some ways to do this are to follow us on Facebook, confirm you are attending via our Facebook Event Link watch for updates on www.hosw.com and Twitter your way to Aotearoa #HOSW2015!

 

To view the HOSW Programme at a Glance click here.
HOSW Session Programme - Monday 16
HOSW Session Programme - Tuesday 17
HOSW Session Programme - Wednesday 18
HOSW Session Programme - Thursday 19

Download and print a copy of the Presenter Information here: 

Powerpoint Template

Presenter Checklist: