The Premier Cross-Industry Gathering of Business Transformation & Operational Excellence Industry Leaders & Senior-Executives.
This page contains all the information you need to prepare for your speaking involvement at BTOES. Please read this page in detail and ensure all items are understood and actioned where required.
Important: Your Arrival / Departure Information.
To streamline our event management process, we kindly request that all speakers arrange their stay at the conference hotel. Given our limited room allocations, we strongly advise you to secure your booking at your earliest convenience. Reservations can be made directly through our venue booking link.
Regardless of your accommodation choice, it's crucial that we have details of your arrival and departure. To provide this information, please click here to confirm your details as soon as possible. We would appreciate knowing:
Your cooperation is greatly appreciated and will help ensure a smooth experience for everyone involved.
Workshop Facilitators on Tuesday May 7 & Wednesday May 8.
Please click here to view specific workshop set-up information.
Information To Provide Your Chairperson / Moderator
You will receive an email closer to the event date introducing you to your session room chairperson / moderator. We also highly recommend arranging a time to meet your session chairperson / moderator at the venue prior to your session.
Presentations typically last for 30 minutes, but we advise you to consult the agenda and look up your name to determine the exact date, time, and duration of your session. It's also wise to verify this information again close to the event date, as adjustments to the agenda are common in the lead-up to the event.
Check Your Speaking Slot
To ensure you are up-to-date with your session's time, time allocation and room location, which may have undergone adjustments, please click here to view the online agenda.
Your time allocation includes Q&A time, which should be a minimum of 5 minutes.
It's also crucial to verify the accuracy of your session details, including the topic title, introduction, and the 3-6 bullet points highlighting the key takeaways for attendees.
We recommend revisiting the agenda the week before the event and upon your arrival at the venue for any last-minute changes.
If you're unable to find your session or speaker information, or if it appears incomplete, this may indicate that we have not yet received your details. In such cases, please email your headshot (minimum size: 284x318px), a bio of 100-200 words, your topic title, introduction, and 3-6 bullet points highlighting the key takeaways for attendees to btoes@proqis.com
Additionally, ensure you are listed on the Speakers Page.
Once the Event app is launched, one to two weeks prior to the event, please also check your speaker profile and program involvement.
For any issues or further information needed, please email your queries to btoes@proqis.com.
Your Presentation Slides
Please incorporate the provided BTOES Opening Slide as your opening slide into your presentation. Customize this slide by adding your Presentation Title and your Name as the Presenter.
Your presentation must be formatted in PowerPoint, with a minimum resolution of 1080p and a 16:9 aspect ratio. If your presentation includes videos, they must be embedded directly into the PowerPoint file. It is essential to inform the AV technician about any embedded videos to ensure they are tested properly.
IMPORTANT - Your presentation file must be named according to the following format for organizational clarity:
[DATE OF PRESENTATION] – [TIME OF PRESENTATION] – [SPEAKER'S NAME] – [MAIN STAGE OR TRACK LETTER & SESSION ROOM].
For example:
May 9 – 0915 – RICK MURROW – MAIN STAGEMay 10 – 1315 – SABI SINGH – SUMMIT STAGEThis naming convention is crucial for the event's coordination, so please adhere to it strictly.
Presentation Stages
Each stage will have a lectern, which you can speak from. However, you will have a wireless lavalier and so are free to roam across the stage similar to a Ted talk if you wish.
Presentation Submission Guidelines for Thursday / Friday Summit Speakers
If you are presenting at the Summit on Thursday and Friday, you are required to provide your presentation slides directly to our AV team on-site, ideally the day prior to your presentation clearly labelled.
You can also contact AV by email or phone below to send a tech to your track room.
Rob Bower
rbower@aysts.com
+1 504 915 0310
David Harvey
dharvey@aysts.com
+1 504 915 4918
It is your responsibility to ensure that your presentation is accurately loaded onto the session laptop.
For all sessions held on the main stage and in track rooms on Thursday and Friday, the AV company will supply a laptop equipped with a Windows operating system. There is no need to email us your presentation slides in advance. Instead, please make sure to hand over your slides directly to the AV technician at least one day before your scheduled session. This step is essential to allow the AV team sufficient time to verify and upload your presentation onto the appropriate laptop for your stage. To locate the AV technicians on-site, you can find them primarily in the Summit Main Stage Hall.
The AV equipment provided during the main summit days (Thursday and Friday) includes:
Please ensure you coordinate with the AV team to facilitate a smooth presentation experience.
1-2-1 Meetings (Relates to Practitioner Speakers - Not Sponsor Speakers)
During your speaker registration, you kindly agreed to participate in four 1-2-1, 30-minute meetings with our sponsors. These interactions are designed to be mutually beneficial, offering a platform for meaningful dialogue and potential collaborations with leading firms in the industry.
Please note, meetings are scheduled outside of session times, ensuring you won't miss out on any of the action.
Here's What to Expect Next:
You will receive an invitation to access our system on April 19, where you'll be asked to create a wish list of potential sponsor meetings. It's important to note that we will allocate only four meetings from your wish list. We encourage you to browse through our list of sponsors and identify as many 30-minute meetings (ideally 10+) that align with your interests and business transformation goals. This initial selection is crucial for crafting a personalized experience that meets your needs and those of our sponsoring companies.
Upon receiving your selections, we will coordinate with our sponsors to schedule your meetings.
While we strive to accommodate your preferences, please be aware that meetings are subject to sponsor acceptance. Rest assured, we will ensure you are scheduled for the four meetings you've committed to, and no more. You will receive your finalized meeting list in the event web app on May 6th.
Your participation as a speaker and contributor to these discussions plays a pivotal role in the summit's ecosystem, fostering a rich environment for knowledge sharing and growth.
Workshop Presentation Guidelines for Tuesday and Wednesday Sessions
For the workshop sessions scheduled on Tuesday and Wednesday, it is mandatory for each speaker or presenter to bring their own laptop, pre-loaded with their presentation. We recommend that all workshop speakers visit their assigned classrooms ahead of their session to allow sufficient time for setup and to ensure their presentation is ready to be displayed in presentation mode when the session begins. To assist with the smooth running of your workshop, a tech support person will be available at the start of each workshop session. If you cannot find them in your room, they will be stationed in the Summit Main Stage room.
AV Equipment Provided on Workshop Days (Tuesday and Wednesday):
Items You Need to Bring:
You can typically expect between 15-30 attendees in a workshop. Each workshop room is set-up in a classroom format. In terms of space, Workshop rooms are around 1295 sq ft in size. Giving you space for interactive activties if required.
Additional Program Commitments
In addition to your speaking role, you may have opted into additional commitments during the speaker registration process. To help you prepare, we've outlined these extra responsibilities below, along with their scheduled dates and times.
For detailed instructions on facilitating a roundtable, moderating a track, or judging a poster, please click here. We will provide further information via email for the other program commitments.
Please note, regarding the roundtabe, if you have an existing speaking session, your roundtable table topic will match this. This approach facilitates a seamless integration of the presentation into an interactive discussion, encouraging attendees to engage deeply with the session's content.
To review your specific assignments, click here to view the agenda and simply search your name.
Expect to also receive individual emails regarding the track moderation and poster judge commitments, which will include introductions to relevant individuals. Please make sure to arrive at each of your commitments at least 15 minutes early.
Event Access
As a speaker at this esteemed event, you are granted access to the main summit activities taking place on Thursday and Friday, May 9th or 10th, 2024. Your participation also includes entry to the Welcome Reception at 5:00 pm on Wednesday and the Awards Reception & Ceremony at 6:30 pm. For those of you presenting in workshops on Tuesday or Wednesday, you will have the opportunity to attend all sessions on the day you are speaking.
If your speaking engagements do not cover Tuesday or Wednesday and you are one of the many speakers who wish to attend the sessions on these days and your have a Full Access Pass (May 9-10), you will need to upgrade your pass to an All Access Pass (May 8-10) or a Complete Access Pass (May 7-10). To do so, please contact us at btoes@proqis.com for assistance in registering at an adjusted rate.
Important Instructions for Tuesday and Wednesday Workshop Facilitators
Break Times for Workshop Days:
To facilitate networking among attendees, we have synchronized break times across the four concurrent full-day workshops running from 8 am to 5 pm on both Tuesday and Wednesday. Please note the following Food & Beverage (F&B) times:
Tuesday, May 7th:
Note: Breakfast and break nonperishable food items will be available for 90 to 120 minutes.
Wednesday, May 8th:
Note: Breakfast and break nonperishable food items will be available for 90 to 120 minutes.
Workshop Guidelines and Insights from Previous BTOES Events:
Workshops are distinct from the main summit sessions. They are designed to be longer, more intimate, and highly interactive, encouraging hands-on learning, audience participation, and group exercises.
The goal of workshops is to impart practical skills, tools, techniques, and ideas. Facilitators should address questions as they arise, often leading to group discussions, rather than delivering lecture-style presentations. It's crucial that your workshop is engaging and meets the audience's expectations.
Feedback often highlights the importance of avoiding lengthy introductions and basic information readily available online. BTOES attendees are typically senior-level professionals with intermediate to advanced knowledge in Operational Excellence. They seek practical, actionable insights from case studies and idea exchanges. Ensure your workshop aligns with the topic title and bullet points provided, reflecting the information posted on our online agenda.
Audiences value practical examples, especially end-to-end project examples with lessons learned and clear results. The focus should be on practical application rather than theory. Attendees expect in-depth content that can be applied in their workplaces.
For Solution Providers: It's imperative to avoid sales pitches within your presentation. Your aim should be to educate, leveraging case study-led key learnings. Sales pitches detract from the attendee experience and can negatively impact your organization's reputation. Demonstrating your expertise through educational content is far more valuable to the audience.
Bound Workbooks for Workshop Participants:
We recommend providing workbooks for attendees to use during your session. The suggested minimum quantities are:
Please note, attendees have the flexibility to choose their workshops on the day and may change their selection at any time, so we cannot provide an exact participant count for your session.
Important Presentation Guidelines for Main Summit Speakers
Streamline Your Introduction:
Feedback consistently highlights the importance of concise introductions. Keep introductory remarks brief and avoid basic information that is readily accessible online. BTOES attendees are senior-level professionals well into their Operational Excellence journey, seeking actionable insights and practical examples. Your presentation should focus on direct solutions, findings, or innovative ideas addressing the core issues outlined in your session as listed on the summit agenda.
Deliver Practical, Case Study-Led Insights:
The audience values real-world examples, particularly comprehensive project narratives that include lessons learned, clear results, and insightful data. Ensure the information you present is application-oriented rather than theoretical or academic. Attendees expect substantial, impactful content that they can apply in their professional contexts.
Strictly No Sales Pitches:
Incorporating sales pitches into your presentation is a surefire way to disengage your audience. Focus on sharing case study-led key learnings. If you represent a solution provider, consider introducing a client to co-present or focusing on a client case study. Demonstrating your expertise through educational content is far more effective and appreciated than direct selling.
Ensure Relevance and Originality:
Your presentation must align with the topic title and key takeaways you've provided, as well as what's been advertised on our online agenda. If you or your colleagues are involved in both the workshop and main summit days, ensure your topics and materials are distinct for each. Repeating content is not advisable, as workshop attendees pay extra and expect unique value from each session.
Adhere to Time Limits:
It's crucial to check the duration of your presentation against the schedule listed on the online agenda and tailor your content accordingly. Maintaining punctuality with your allotted start and finish times is essential for the smooth progression of the summit schedule, allowing attendees to move seamlessly between sessions and networking opportunities. A Proqis representative will signal you with 10, 5, 1, and 0-minute reminders to help manage your time effectively, ensuring you allocate 5-10 minutes for a Q&A session towards the end of your presentation on the main summit days.
Stay Connected On-Site:
Please regularly check your emails and text messages during the conference for any program updates or communication from the organizers. Should you need to reach out to the BTOES team for any reason, email us at BTOES@proqis.com.
Your adherence to these guidelines is greatly appreciated and will contribute significantly to the success of the summit and the value it delivers to all participants.
Co-Presenter and Speaker Colleague Discount Information
Co-Presenters: If you are considering having a colleague co-present with you at the summit, we welcome the collaboration. However, please be aware that due to the costs associated with hosting an upscale event, including comprehensive food and beverage services, co-presenters will be eligible for a 50% discount on the Full Access Pass. To take advantage of this offer, please visit the registration page and enter the promo code: SPEAKERCOPRESENTER. Note that this arrangement is separate from any sponsorship agreements, which have their own pass allocations.
Discount Passes for Speaker Colleagues: In recognition of your valuable contribution to our program, we are pleased to offer a 50% Speakers VIP discount to your colleagues and industry friends wishing to attend the summit. To use this discount, please direct them to the registration page where they can apply the promo code SPEAKER50 at checkout. This gesture is our way of expressing gratitude for your efforts and making the summit accessible to a broader professional audience.
Hotel Shipping Details
If you are staying at the summit hotel and are planning to ship any materials there, please use the address below and mark up the areas in brackets. They should arrive no earlier than 3 days prior to your session. If you are staying elsewere, you will need to bring materials to the hotel directly yourself.
Renaissance Orlando at SeaWorld® |
6677 Sea Harbor Drive, Orlando, FL 32821
407.726.3600
HOLD FOR: (Your Name) (Cell Number) (Check-In Date)
NOTE: Please label boxes for multiple items e.g. "1 of 3"
The hotel charges a handling fee for packages coming into and out of the hotel. Charges are based on quantity, package size and weight. Please visit the package department at the hotel to identify your boxes, and to pay for any box handling charges. Please contact the hotel contact below for more information.
Hotel Contact
Patricia.Gil@renaissancehotels.com
Renaissance Orlando at SeaWorld® |
6677 Sea Harbor Drive, Orlando, FL 32821
T 407.248.7329
Social Media Graphic
Post your involvement to your network on LinkedIn, Twitter or other social media channels. Please click here to download the ‘BTOES I'm Speaking’ Graphic. If you would like a more personalized social graphic with your headshot, name, job title and company name, please email operations.dept@proqis.com
As part of your post you can use the following text if you wish.
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I am proud to be speaking at the Business Transformation & Operational Excellence World Summit.
The industry's premier cross-industry gathering of senior-executives involved in Business Transformation, Operational Excellence, DigitalTransformation & Innovation Excellence.
As a member of my network, you receive a special 50% discount to attend. Simply visit https://btoes.com/register and use the code SPEAKER50 at the checkout.
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