Educational Session Guidelines for Presenters

The 2017 Conference Program Team is excited that you are presenting an educational program at the annual conference! The experience of presenting at an annual conference is a rewarding one but requires a high amount of preparation.

Preparing Your Session
During Your Session
Eligibility Guidelines
ACUI Inclusive Language Policy
Annual Conference Language Statement

If you need assistance or have questions, please contact ACUI Director of Education Zack Wahlquist at 812.245.8053 or by email.

Preparing Your Session

We ask that you begin preparation of your quality session now so that you can develop content that will challenge and engage the Association’s membership. Please remember that the Conference Program Team and members of ACUI are expecting sessions that are interactive in format and delivery. Before finalizing your presentation, please review ACUI’s Inclusive Language Policy and Annual Conference Language Statement. The Association reserves the right to edit your session title and/or abstract for length, grammatical style, or appropriateness. 

Audio-visual equipment can greatly enhance the quality of educational sessions, and we encourage you to consider how you can effectively use technology in your presentation. ACUI will provide an LCD projector and screen, along with a head table for your materials in every room. If you require any other special audio-visual equipment, please let us know by sending an email to the ACUI Central Office.

Session presenters are asked to use conference-branded graphics in their presentations. After sessions have been selected, ACUI will provide images can be imported into PowerPoint as a background on your master slide, Prezi, or other programs as needed/desired.

For the greatest visibility, be sure to use a high contrast colors and easy-to-read fonts. We suggest black or white based on the darkness of the background, and a clean font such as Arial.

2017 PPT Blue   2017 PPT Red   2017 PPT Green

2017 PPT Blue Stripe   2017 PPT Red Stripe   2017 PPT Green Strpe

If you need assistance or have questions, please contact ACUI Director of Education Zack Wahlquist at 812.245.8053 or by email.

During Your Session

Note the inclusive language sections below that provide guidance about ensuring your message will be accessible to all attendees. In addition, when speaking, we suggest the following:

  • If the projector is not in use, turn it off to reduce background noise.
  • Speak loudly and clearly, making sure that your mouth is visible to anyone who might be trying to read your lips.
  • If you're using videos, turn on the caption capabilities (available in many programs such as YouTube and Vimeo).
  • Avoid terminology or acronyms that might not be universally understood.
  • For any activities, implement a plan for how to include introverts, extroverts, those with mobility challenges, those with hearing impairments, and others.  

Eligibility Guidelines

Every presenter at the ACUI annual conference must be registered for the conference or the ACUI Expo. Additionally, all presenters must meet at least one of the following qualifications:

  • All individual members in good standing, employees or students at an institutional member in good standing, and union veterans are eligible to present educational sessions at the annual conference.
  • ACUI nonmembers representing not-for-profit organizations are eligible to present educational sessions. Nonmembers are encouraged to present with ACUI members whenever possible.
  • Every corporate presenter at the ACUI annual conference must be an associate member in good standing and have a booth in the ACUI Expo. If the session does not include a co-presenter from a member institution, a conference sponsorship at a minimum level of $5,000 is required.

ACUI Inclusive Language Policy

The Association of College Unions International, founded in 1914, is one of the oldest professional associations in higher education. Its core purpose is to “be the leader in advancing campus community builders.” This core purpose is fulfilled through the pursuit of ACUI’s Mission: to support members in the development of community through education, advocacy, and the delivery of services. ACUI works with its members in a partnership focused on personal and professional development, study, and improvement of member organizations, services, programs, facilities, and personnel.

In keeping with this purpose and to promote an appreciation for diversity, all written, oral, and visual communications, e.g., presentations, audiotapes, videotapes, publications, written correspondence, documents and reports, graphic illustrations, and photography, shall not include stereotypical images, terms, or expressions. Preparation of communications shall avoid gender-specific terms (e.g., not mankind but humanity) or titles (e.g., not chairman but chairperson). Characterizing an individual by age, ethnicity, gender, national origin, physical ability, race, religion, and sexual orientation shall be avoided unless specifically relevant to the topic. Use of visual images shall represent a balance of diversity and reflect individuals in a non-stereotypical manner.

The Association is committed to creating and maintaining a sense of community and inclusion for all its constituents and raising awareness regarding issues of oppression. ACUI values the diversity, including that of gender, race, national origin, sexual orientation, religion, age, and differing ability, reflected in its institutional and individual membership. Accordingly, all who are involved in the Association as volunteers, employees or guests of the organization, shall use modes of communication reflective of this commitment.

Annual Conference Language Statement

In keeping with the spirit and letter of the ACUI Inclusive Language Policy, we ask that all presenters at the annual conference be mindful that our audiences include students and professionals from all types of campuses and educational institutions, as well as corporate and nonprofit members and partners. Every effort is expected of presenters and speakers to include appropriate language, material, and examples for the Association’s target audience and membership.

For example:

  • Students should be referred to as adults, not as "kids," "boys," or "girls."
  • Try to use gender-neutral language such as "people" or "they" and be wary of gendered terms such as "guys," "spokesman," "manning the operation," etc.
  • Avoid ableist language such as "as you can see," "crippled by," or "crazy."
  • Consider whether a view is U.S.-centric; even seasonal references are different for members in the Southern Hemisphere. 



Updated March 2, 2017