17-20 September 2016, San Jose
  • Downloads

Faculty Resources

  • Faculty Requirements and Benefits | Confirm Participation | Hotel and Travel | Register as Faculty
    Review Guidelines and Submit Presentation | Check In On Site | RAC Credits | Expense Reimbursement

    Step 1: Review faculty requirements and benefits

    As a session leader, you are required to:

    • Meet deadlines established by RAPS staff and the Convergence Planning Committee.
    • Coordinate with members of the Convergence Planning Committee to:
      • Develop the proposed topic to provide a fair and balanced educational session plan using the Session Development Template.
      • Identify appropriate experts to serve as session speakers and provide details to RAPS staff using the Session Development Template so formal invitations can be extended. Each session should contain a maximum of three faculty (including the session leader and speakers).
    • Communicate session expectations to speakers and coordinate planning calls with speakers as necessary.
    • Coordinate topic coverage in the presentations to eliminate unnecessary overlap and commercial bias.
    • Review speaker PowerPoint presentations prior to submission to RAPS to ensure fair and balanced educational content, appropriate number of slides for presentation length, slides that are accurate and readable, etc.
    • Coordinate submission to RAPS of all PowerPoint presentations for the session.
    • Introduce session speakers and moderate question and answer exchange during the session.

    Session Leader Benefits

    • Complimentary conference registration including sessions and events on Sunday evening, Monday and Tuesday, as well as breakfast, lunch and refreshment breaks. Workshop faculty will also receive complimentary registration to the workshop in which they are participating as faculty.

    * Benefits are contingent upon meeting the deadlines established by RAPS staff and the Convergence Planning Committee. Agency faculty coverage is based upon the details provided in the invitation letter issued by RAPS.

    As a speaker, you are required to:

    • Meet deadlines established by RAPS staff, the Convergence Planning Committee and the session leader.
    • Participate in planning calls and/or electronic communications with the session leader(s) and other speakers to discuss presentation content and coverage.
    • Prepare and submit your draft presentation(s) to the session leader(s) for review.
    • Submit your presentation(s) to RAPS.
    • Attend the conference to deliver your presentation.

    Speaker Benefits

    • Complimentary conference registration including sessions and events on Sunday evening, Monday and Tuesday, as well as breakfast, lunch and refreshment breaks. Workshop faculty will also receive complimentary registration to the workshop in which they are participating as faculty.
    • Honorarium for non-agency speakers based upon fulfillment of all speaker obligations related to RAPS’ Regulatory Convergence.
      • Maximum of $500 (domestic)
      • Maximum of $1,000 (international)

    * Benefits are contingent upon meeting the deadlines established by RAPS staff and the Convergence Planning Committee. Agency faculty coverage is based upon the details provided in the invitation letter issued by RAPS.

    Step 2: Confirm participation

    Email Heather Wakefield at hwakefield@raps.org to confirm that you will participate as a member of the faculty.

    Step 3: Book hotel and travel 

    See the Travel page for details.

    RAPS will only book hotel accommodations and flights for government officials as required.

    Step 4: Register as faculty

    Please refer to your invitation from RAPS for instructions on how to register as a member of the faculty. Please email Heather Wakefield at hwakefield@raps.org with any questions.

    Step 5: Review guidelines and submit presentation

    • Download the PowerPoint Presentation Template (strongly encouraged but not required).
    • Please refrain from biased and commercial references to individual companies, organizations or products.
    • Review RAPS' Speaker Tips video series.
    • 5 August–Faculty will receive a separate notification from RAPS with the presentation submission link and a personalized login.
    • 5-19 August–Speakers to email all PowerPoint presentations to session leader(s) for review. Session leaders to review speaker PowerPoint presentations prior to submission to RAPS to ensure fair-balanced educational content.
    • 19 August–Submit presentation(s) to RAPS for conversion to pre-meeting handouts in a secure PDF format.
    • 19 August–Onsite– Submission site remains open for uploading updated/revised presentations.
    • Week of 22 August–PowerPoint presentation slides converted to a secure PDF format will be made available to conference attendees.

    Powerpoint Icon PowerPoint Presentation Template

    Step 6: Check in on site

    Speaker Ready Room

    The Speaker Ready Room is located in Room 113 of the San Jose Convention Center.. RAPS staff and a technician will be available to assist you with your presentation.

    You will be able to review, edit, and preview your presentation as it will be displayed in your session room and you can prepare with other speakers and print documents related to your presentation.

    If you do not submit your presentation in advance, please bring it to the Speaker Ready Room to ensure the quality of your presentation(s) including fonts, bullets, outlines, animations, etc.

    Please check in at the Speaker Ready Room upon your arrival. We recommend you check in a minimum of 24 hours in advance of your session, but please make every effort to finalize your presentation for morning sessions by closing time the day prior or for afternoon sessions by 11:30 am on the day of your session.

    The Speaker Ready Room Hours:

    • Saturday, 17 September: 7:30 am–5:00 pm
    • Sunday, 18 September 7:00 am–6:00 pm
    • Monday, 19 September: 7:30 am–5:30 pm
    • Tuesday, 20 September: 7:30 am–5:00 pm

    Audio/Visual Equipment

    Audio/visual technicians will be floating in session rooms to ensure a smooth transition between speakers, answer any equipment questions and adjust lighting and sound levels to your requirements.

    Session room PCs will be provided with the following configuration:

    • PC Laptop with Intel CoreDuo 2.4 Ghz, with 4 GB RAM
    • 1024 x 768 at 24 bit color depth
    • Microsoft Windows 7
    • Microsoft Office 2010
    • Windows Media Player (Version 10)
    • QuickTime (Latest Version)
    • Flash Player (Latest Version)
    • Adobe Acrobat Reader (Latest Version)

    All electronic files must be submitted in the Speaker Ready room using one of the formats listed below:

    • PowerPoint 2010 or earlier version
    • Operating System: Media should be PC Formatted
    • Web Browser: Internet Explorer 8, Firefox 3.6
    • Plug-Ins: QuickTime 7, Adobe Acrobat 9
    • Video Playback: Windows Media Player 10; QuickTime 7
    • PDF Reader: Adobe Acrobat 9
    • Unix Users: Bring HTML Files or Adobe Acrobat 9

    For best results, PowerPoint 2007/2008/2010 users should save their presentations in those versions’ native .pptx format, and not in the PowerPoint ’97-2003 format.

    Embedded media clips are not saved as part of your PowerPoint presentation. The actual video or audio files need to be on the computer you will be presenting from. You will need to supply those files along with your PowerPoint file either when you upload or in the Speaker Ready Room.

    If your presentation contains any video or audio, please submit your files to the Speaker Ready Room at least 24 hours in advance, due to additional processing time that may be required.

    Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk.


    • USB Flash Drive or Hard Drive (any brand that does not require drivers)
    • CD ROM (CD-R, CD+R)
    • DVD ROM (DVD-R, DVD+R)
    • CD+-RW and DVD+-RW (not recommended)
    • Memory Card (Memory Stick, MicroDrive, Secure Digital, Multimedia, Smart Media, Compact Flash)

    Audio-visual equipment in each session room will include:

    • 4K LCD projector
    • 10' Screen
    • Microphone Mixer
    • Laptop Computer w/mouse
    • Wireless remote control
    • Wired Panel Microphones
    • Wired Podium Microphone
    • Wireless Lavaliere Microphone
    • Wired Q&A Microphone on a Stand

    Standard session room set will include:

    • 8 ft. Skirted Head Table w/(4) chairs
    • Podium
    • 12x8 Riser for Rooms Set for 250+

    Step 7: Earn RAC credits

    If you hold the RAC credential, you are eligible for recertification credits as part of your participation in RAPS’ Regulatory Convergence. Speakers receive four hours of recertification credits per hour of instruction, and conference attendees can receive a maximum of 12 RAC recertification credits for attending the full program and 6 RAC recertification credits for attending each day of a workshop (per the Recertification Guide).

    Step 8: Submit for honorarium (for non-agency faculty)

    In an effort to accelerate the payment process, RAPS will provide you with your honorarium payment upon check-in to the Speaker Ready Room. To claim your honorarium, complete a Wire/Check Request Form along with a W-9 or W-8BEN (International) and return these documents by 17 August 2016 to Loren Johnson. Honorariums will not be processed if paperwork is not received by 17 August 2016.

    Please note: RAPS can create only check payments in US dollars. If a speaker requires reimbursement in a currency other than US dollars or needs it sent to an address outside the US or Canada, a wire must be completed.

    Excel Icon Wire/Check Request Form