MATSOL Presenter Information

We are looking forward to seeing you at the MATSOL Conference. Please review this information to ensure your presentation runs smoothly. 

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• In-Person Presenter Information
• Virtual Presenter Information

In-Person Presenter Information 2023

View In-Person Presenter Orientation Slideshow

In-Person Conference Days: May 31-June 1, 2023

Sheraton Framingham Hotel & Conference Center

In-Person Conference Schedule
7:30 am Registration Opens
8:30 - 11:15 am Morning Sessions
11:30 am - 1:30 pm Lunch & Keynote
2:00 - 3:45 pm Afternoon Sessions

Conference Schedule & Room Assignment

The schedule and room assignment of your presentation will be sent via email. Presenters will be notified when room assignments are confirmed. View map of conference center.

Conference Check-in

All presenters and co-presenters must check in at the Presenter Check-In table at the conference. Pick up your badge and confirm that you will be present for your session. If you cannot give your presentation for any reason, please contact MATSOL immediately at [email protected] so that we may adjust the conference schedule.

Session Attendance

Participants choose which session to attend on-site, so we cannot predict how many people will attend each session. There are usually 8-10 sessions running at each time slot for 600 attendees. Maximum capacity for each room is listed below, but will not be reached for most sessions.

Handouts

Presenters are responsible for posting handouts in the Whova online conference program for participants to access electronically and/or printing for in-person attendees. MATSOL encourages you to go green as much as possible. If needed, please keep your printed handouts short and refer people to more extensive information online. Since participants do not pre-register for sessions, it is impossible to predict attendance for any session. You can estimate the number of printed handouts based on your presentation room’s capacity.

To upload handouts for your session:

• MATSOL will email you a custom link to access your Whova Speaker Form. Use that form to update your speaker profile and upload handouts. 
• More information about uploading handouts can be found in the 2023 MATSOL Conference Speaker Guide.

Room Capacity & Set-Up

There is a 15 minute break between sessions when you may enter your session room. Please make sure you leave the room on time at the end of your session.

Please note that we cannot change the room set up or chair arrangements for individual presentations, so plan your activities accordingly. If chairs are moved around, make sure to return them to their original position at the end of the session.

Room capacity and set-up:

• Grand South, Grand Center, Grand North, Worcester: 150-200 people - Round tables
• Ashland, Wayland, Carlisle: 100-150 people; Concord: 60 people; Marlborough: 40 people - Theater style (rows of chairs)

Click here to view the hotel's map and capacity chart.

A/V and Tech Support

• LCD Projector & Screen: MATSOL provides a LCD projector, screen and a wifi Internet connection in all presentation rooms at no charge to presenters. Connect to the LCD projector using USB-C or HDMI. If you do not have these connections on your laptop, please bring an adapter.
• Microphone: Microphones are set up in larger rooms only - Grand South, Grand Center, Grand North, Ashland & Worcester.
• Wifi: There is free wifi in the conference center for presenters and participants. 
• Video: The conference center has recently upgraded its wifi connection so you should be able to play video clips in your presentation without a problem. However, we also advise presenters to download the content to your computer if possible, in case of connection problems. 
• Sound for video: Audio hookups are only available in rooms with a microphone (Grand South, Grand Center, Grand North, Ashland & Worcester). In all other rooms, there will be small portable speakers that connect with a 3.5 (round) headphone jack. If you do not have a connector, you may also bring your own small bluetooth speaker to play sound.
• Technical Assistance: Make sure that you know how to operate your equipment before the conference – technical support for equipment brought by the presenter cannot be provided by MATSOL or the hotel staff.
• MAC Users: You may need a special adapter to connect your laptop to the projector and sound.  Please see the Apple Support Community to find out how to connect your MAC: https://support.apple.com/

Cancellations & No-Shows

Occasionally, colleagues who have agreed to present do not show up for their presentations. These no-shows leave gaps in the conference schedule that disappoint attendees and detract from the quality of the conference. If extenuating circumstances prevent you from fulfilling your commitment, please contact us immediately at [email protected] or 617-820-5099. If you fail to contact MATSOL and do not show up for your presentation, you cannot submit a proposal for the next MATSOL conference.

Travel & Housing

View our 2023 Conference Hotel & Travel information to make a hotel reservation or get directions to the Framingham Hotel and Conference Center. Please note that MATSOL cannot provide funding to cover travel costs for presenters.

Virtual Presenter Information 2023

View Virtual Presenter Orientation Slideshow

Virtual Conference Days: June 7-8, 2023

Whova Conference App

Virtual Conference Schedule
Sessions at 8:30 am, 10:30 am, 11:30 am, 2:00 pm and 3:30 pm

Before the Conference

1. Review the MATSOL Speaker Guide - Roles and responsibilities of MATSOL speakers
2. Review the Whova Speaker Guide - How to use the Whova conference platformUpdate your speaker profile and upload handouts in Whova
   MATSOL will email you a custom link to access your Speaker Form. Use that form to update your speaker profile and upload handouts.
3. Download the Whova Conference App
   You will be presenting via ZOOM on the Whova conference website, but you can download the Whova Conference App to a second device (phone or tablet) to monitor the chat and Q&A.
4. Download/Update your ZOOM Client
   Make sure you have the latest version of the ZOOM client downloaded to your computer before you present. Please review information on Downloading the Zoom desktop client and mobile app. (Note: You will access the ZOOM link for your session through the Whova conference app.)