Speaker/presenter guidelines

Thank you very much for agreeing to present at AWC’s Annual Conference! These guidelines outline the expectations and understanding between the AWC and speakers/presenters.

AWC's Annual Conference is June 18-21, 2024, and will be held at the Hilton Vancouver Washington conference center.

View AWC's terms of agreement.

All speakers at AWC events must use the following guidelines, unless otherwise agreed to in writing:

Recognition

Presenting at an AWC conference is an excellent way for you to connect with city officials. In return for volunteering your time and expertise you are recognized in any printed and online program or agenda, and in connection with the use of the program content. We strive to provide our attendees with high caliber presenters and content, while also keeping registration costs low. Unless other arrangements are made, we do not provide monetary compensation or expense reimbursement.

Program content

You are an expert in your field! We look to you to ensure that written, spoken, electronic or recorded program materials:

Are factually accurate, contain information that is educational, and do not contain information that would be defamatory or otherwise unlawful;
Are free from overt statements, harsh language, or pointed humor that disparages the rightful dignity or social equity of any individual or group;
Are educational, not commercial, in nature as learning sessions are not a showcase for the promotion of any individual business, practice, or product, and the promotion of products and services is prohibited;
Are original or you received permission to use materials; and
Do not violate any copyright, proprietary, intellectual property or personal rights of others.

Use of materials

You are responsible for submitting presentation materials, which may be reformatted to the AWC Conference PowerPoint template and handouts prior to the conference for inclusion on the AWC website. All finalized presentation materials are due by Tuesday, June 4, 2024. We make our materials available to our members in a variety of ways. Program materials may be published, distributed, or repackaged in many forms, including: event app/platform, posting materials on AWC’s website, using speaker photos or materials in future marketing, and videotaping program content for rebroadcasting. Presenters authorize AWC and its designees to use these materials and release all claims in connection with these reproductions.

AWC will promote the program content and presenters through various print and web-based marketing materials. Presenter authorizes AWC and its designees to use their name, likeness, photograph, and biographical data in connection with their use and promotion of the program content.

The presenter is not entitled to any royalty or other monetary compensation from AWC or its designees for any use of the work by AWC and its designees. AWC will give proper credit to the author identified by the presenter in all publications of the program materials.

Public records

If AWC receives a request under the Washington State Public Records Act to inspect or copy records related to the presentation, to the extent that public records then in the custody of the presenter are needed for AWC to respond to a request under the Act, as determined by AWC, the presenter agrees to make them promptly available to AWC.

Indemnification

The presenter agrees to indemnify and hold harmless AWC and its officers, directors, members, employees, and agents, and volunteers from and against any and all claims, actions, losses, demands, costs, including reasonable attorneys’ fees, and all other expenses relating or incidental to, or arising directly or indirectly from participation in the event.

Cancellations

AWC reserves the right to revise the schedule or cancel the presenter’s participation should registration or other program conditions dictate. Notifications of changes in schedule or cancellation will be made as soon as practicable after the need becomes evident. Under no circumstances will the cancellation, postponement, or other modification of schedules obligate AWC to the payment of any fees, expenses, or other liabilities incurred by the presenter to fulfill their speaking obligation.

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