Speaker Resources

Speaker Ready Room

The Speaker Ready room is located in Room 140A at the Huntington Place Convention Center. It will have computers and technicians to assist with testing your presentation. If you do not submit your presentation in advance, you are asked to bring it to the Speaker Ready Room on-site to ensure the quality of your presentation(s) including fonts, bullets, outlines, animations, etc. The Speaker Ready Room computers are configured with the same hardware and software as those in the presentation rooms.

Speakers with Presentation Slides are strongly encouraged to visit the Speaker Ready Room at least 2 hours prior to your session to ensure your presentation is set-up correctly. All presenters are asked to submit their final presentation revisions no later than 4 hours prior to their presentation time.

Speaker Training Webinar

The XPONENTIAL Team will offer a Speaker Training Webinar in late April or early May. Please check back for details on date/time, as well as the recording, which will be posted here.

Promote Your Session

As a speaker at XPONENTIAL 2026, we are pleased to offer tools to help you promote your participation to your network of contacts and in your marketing efforts!

Through our partnership with Snöball, we've made it easy for you to promote your session and drum up excitement.

Here's how it works:

• Click the button in the email you’ll receive to access your personalized speaker toolkit
• Use Snöball's ready-made social messages or create your own
• Customize with your photo for a personal touch
• Share your exclusive discount code, which you’ll find in your email, with your network

In addition to highlighting your presence at XPONENTIAL (and your expertise), you'll have a chance to win a $100 Visa gift card. The top sharer wins the prize!

Deadlines

Technical Session Presenters

XPONENTIAL will feature numerous technical presentations throughout the week on a variety of topics. If you have marked your presentation as a Technical Session upon submission it must include a Technical Paper. Please follow the instructions below.

AUVSI requires that technical papers adhere to the AAS or APA format.

Technical paper files should be submitted in the Presentation Service Center in pdf format with the following naming convention: XPO26Paper_Session Number_Author Last Name.

Speaker Additions/Updates/Changes

To make adjustments to your existing speaker profile (Bio, Headshot, your contact details):

Note: As POC or Submitter, your personal details will not be reflected in the session information online – your information will only be visible online if you checked ‘Speaker.’

To add an additional speaker to a session:

Please log into the Speaker Service Center with your credentials. Choose the correct session, then scroll down to the list of speakers You will be able to add a new speaker.

Please note: All speakers for your session must be added by January 23, 2026.

Once you have added a new speaker, they will receive a direct email asking to sign their Speaker Agreement as well as review and complete their profile.

Your additional speakers cannot be confirmed until they have signed their Speaker Agreement.

To remove a speaker from your session:

You can do so in the Speaker Service Center. Please log in, choose the correct session, scroll down, and then make the adjustment in the speaker line-up.

Standalone Presenters

XPONENTIAL will feature numerous standalone presentations throughout the week on a variety of topics. Standalone presenters will be allotted 20 minutes to present, including Q&A. Please refer to your session for specific time allotment.

Moderators And Panelists

• If there is a change to the moderator or panelists, please see the speaker change instructions above.
• Panels will be allotted 50 minutes to present, including Q&A.  Please refer to your session for specific time allotment.
• Please note that due to stage limitations, panels are limited to 5 total persons: 1 moderator plus up to 4 speakers.

Moderators

Thank you for agreeing to dedicate your time and talents to moderate an XPONENTIAL conference session. Your role as moderator is critical to the success of your session and the conference program. We hope you also enjoy this opportunity to connect with new contacts and demonstrate thought leadership.

When collaborating with your panelists, please consider these points:

• SET THE OBJECTIVE—Set the primary objective and vision for the panel discussion. With what new understanding should the audience walk away? For example, you may discuss business or customer benefits, the possibilities and field results of a new technology, market drivers, current and projected adoption, current issues, practical applications and more.
• STRUCTURE THE SESSION—Structure the time allocated for the session, how much time you'd like to spend on introductory remarks (as the moderator), individual remarks, moderated questions and Q&A with the audience.
• PREPARE YOUR PANEL—Prepare a list of questions you plan to ask during the session. Most panelists will feel more comfortable if they can prepare at least a couple responses.
• SET GROUND RULES—Set the ground rules about contextual sharing vs. promoting or selling company/product information. Comments and experiences relevant to the dialogue are great, but they need to save the sales pitches for their virtual booth.
• ENCOURAGE ENTHUSIASM—Encourage speakers to command attention, be bold and engage the audience thru storytelling, case studies, factoids, descriptive language and future projections.
• PLAN TO MEET—At a minimum, plan to meet your panelists one week before your session to make introductions, reiterate the vision, structure and ground rules and obtain AV support as needed. AUVSI can help coordinate pre-event meetings as needed. Please email education@auvsi.org if you would like assistance.

Panelists

A member of the XPONENTIAL 2026 team and/or your session moderator will touch base with you before the event about your session's content. Plan to participate in at least one discussion about your session’s format, direction, and planned questions from the moderator. Meetings will be scheduled and facilitated by your moderator and/or AUVSI staff in April.

Panel sessions at XPONENTIAL are discussion-based which means the use of multi-media materials is discouraged. Any plans for video or slides will need to be discussed with your session moderator and AUVSI.

XPONENTIAL 2026 Program Questions

We realize that preparing for this event is on the forefront of your mind. If you have questions, please reach out to our Strategic Programs team at education@auvsi.org.

Educational Programming Team

Shannon Walker
Director, Programs

Brigitte Cox
Sr. Project Manager