Chicago Illinois Annual Meeting Speaker Information

Speaker Portal

Use your NCTM login to access the Speaker Ready Room portal to accept or decline the invitation to speak, add your speaker bio, and view your presentation day/time/room or view reviewer feedback. Handouts will be available for one month following the conference.  Use the forgot password button if you do not remember your password. 

Speaker Ready Room  

Download the Speaker Ready Room Acceptance Instructions to assist you in accepting or declining the invitation to speak. 

Registration  

Lead Speaker Registration  

Lead speakers are required to register for the Annual Meeting and pay the appropriate speaker registration fee.

Use the Forgot Password link to obtain your password or contact NCTM Customer Care at (800) 235-7566, Monday - Friday 8:30 a.m. - 5:00 p.m. or by email at [email protected] for assistance.

Co-Speaker Registration  

Lead speakers are the point of contact for the NCTM 2024 Annual Meeting, it is the responsibility of the lead speaker to convey updates to their co-speakers throughout the planning process.

As a co-speaker you must register for the NCTM 2024 Annual Meeting starting to receive your login information and be recognized as a speaker in the session. If you have questions about your session or the conference, please reach out to [email protected]

Audio/Visual & Internet

Your presentation has been scheduled based on your original audio-visual request when you submitted your proposal. 

All rooms will be set standard with an LCD projector, screen, computer audio, and microphone. Only document cameras requested during the proposal submission process will be provided by NCTM on site. If a laptop is required, you must bring your own.

All presenters should remember to bring their HDMI adapters to connect to an LCD projector during their presentation. HDMI adapters will NOT be available onsite.

Hi-speed internet is not available inside the meeting rooms, speakers presenting videos or anything that requires increased bandwidth outside the standard NCTM public Wi-Fi, our conference manager will assist you in connecting with onsite internet services. 

Cancellations & Updates

Prior to the conference, if you cancel your presentation, notify NCTM as soon as possible so a substitute may be found. Do not send a replacement.

Cancellations must be received in writing by emailing  [email protected]. To update the lead speaker or cospeaker’s contact information or professional affiliation email your changes to  [email protected]. This step must be completed for each conference to which a proposal was submitted. 

IMPORTANT: To update your NCTM membership information, please contact  [email protected] or call NCTM Customer Service at 1-800-235-7566.

Capacity Chart

Please review the Meeting Room Capacity Chart for your room. The capacities for rooms are subject to change based on final convention diagrams. 

All presentation rooms will be pre-set for each day’s presentations. Do not move furniture or tape/hang items on the walls. All presentations are attended on a first come, first seated basis.  View examples of Session, Burst, and Workshop room sets. 

• Bursts (30 minutes) focus on a specific topic or idea. Rooms are set with round tables. Hands-on activities at the tables are not expected for this presentation format.
• Sessions (60 minutes) represent a common format where the speaker relates his or her ideas to an audience. Rooms are set either theater style or classroom style and vary in size.
• Workshops (75 minutes) have rooms set with round tables for hands-on work.    
  

Chicago Annual Meeting PowerPoint Slide Template

Closed Captions / Subtitles to your Presentation

NCTM is committed to making its conferences as accessible as possible, so that everyone can participate fully. Remember that disabilities may not always be visible or obvious. It is wise to assume there will be some members of your audience who will have trouble seeing visual aids (such as slides, overheads, video clips, etc.) and/or some who will have difficulty hearing what is said. To help accommodate deaf and hard-of-hearing individuals in our community, we ask speakers to use the microphone provided in the meeting room and to incorporate closed captioning/subtitles into their live presentations. Although rooms will be set-up to address physical accessibility, presenters should review the rooms for accessibility as well. Objects may be moved throughout the course of the day and obstruct access. In addition, describe all visuals for people who have a visual impairment, who are sitting a far distance from the screen, and who may not understand the visuals: 

Here are some ways you can incorporate Using Subtitles and Captioning in PowerPoint Presentations.

• Set up captions using Windows or Mac.
• Set up captions using Google Slides

Copyrighted Materials and Recordings

NCTM policy prohibits the use of copyrighted materials in your presentation unless the holder of the copyright has granted prior permission. This also applies to music that is played during the presentation. Written permission to tape or record programs must be obtained directly from the speaker involved at least thirty days before the NCTM Annual Meeting & Exposition. The request must contain a statement indicating the intended use of such a recording or videotape. The person making the request should also inform the NCTM Headquarters Office in writing at least two weeks prior to the NCTM Annual Meeting & Exposition.

Hotel & Travel

Speakers are responsible for their own travel arrangements. Hotel information to be released soon. 

Meeting Facilities

McCormick Place Convention Center
2301 S. Dr. Martin Luther King Jr. (MLK) Drive
Chicago, Illinois 60616

Hyatt Regency McCormick Place 
2233 S. Dr. Martin Luther King Jr. (MLK) Drive
Chicago, Illinois 60616

NCTM Logo

Due to trademark restrictions, use of the NCTM logo is restricted to those who receive prior written permission from NCTM Headquarters. Specific guidelines must be met for permission of use to be granted. Upon written request, art related to the conference may be sent to speakers to include in their presentation.

On-Site Procedures

Arrive at least 15 minutes before your presentation starts where you will be greeted by a Program Committee member and receive Speaker Ribbons for you and your co-speakers.

• Do not stand on furniture or allow attendees to stand on furniture. 
  
• Do not move furniture or tape/hang items on the walls.
• Do not change the room setup.
• Do not begin before the published start time. After your presentation, leave quickly to allow the next presenter time to prepare.
• It is inappropriate to promote, advertise, or sell commercial materials during your presentation.
• Volunteers will help clear out attendees from the previous presentation, monitor incoming traffic, and count attendance.

Reimbursement

Workshop Reimbursement Form

Only workshop lead speakers qualify for reimbursement of materials and handouts. Only the lead speaker listed for the presentation can request a reimbursement up to a maximum of $2.00 per participant, up to the capacity of the room (see room sets and capacities).

The reimbursement form must be submitted, with original receipts, within 30 days of the conference.

Please note that the following items do not qualify for reimbursement: USB drives, posters, shipping or baggage costs from the conference, books, giveaway items, door prizes, tips, and promotional items.

Student Participation

If a presentation needs student participation to be effective, the lead speaker must make his/her own arrangements for the student's appearance.

Please note:  

• Students who wish to attend other presentations and enter the Exhibit Hall must be registered for the conference and be at least 16 years old.
• Each student must have written permission slips signed by his/her school and a parent/guardian.
• Permission slips must be submitted to NCTM at least 30 days prior to the conference.