Presenter Frequently-Asked Questions

Below you will find links for policies, templates, and other useful information. We will continue to post useful information here between now and the agenda, so check back for updates.

What do I do if I am chosen as a presenter?

What is timeline for a presenter?

The following schedule and deadlines may be updated from time to time.

  • Notify presenters of acceptance Friday, Apr 28, 2023
  • Presenters reply with updates/changes/rewrites by Friday, May 5, 2023
  • Publish agenda Friday, May 5, 2023
  • Co-chair orientation Wednesday, May 10, 2023
  • Presenter orientation Thursday, May 11, 2023
  • Co-chair / Presenter coordination calls as needed May 15 – September 8, 2023
  • Sponsor Showcase Orientation / Review as necessary Monday, Aug 21 – Friday, September 8, 2023
  • Print deadline, September 1, 2023
    – If you have updates or changes, email jbaker@coloradorea.org
  • First draft presentation slides due to co-chairs, Tuesday, September 5 (or shortly thereafter)
  • Presenter Rehearsals Monday, September 11-Wednesday, Sep 13, 2023
  • Attendee confirmation and welcome email Monday, September 18, 2023
  • Final presentation slides due to staff, Monday, September 18, 2023
  • 17th Exchange occurs Monday, Sep 25, 2023 – Thursday, Sep 28, 2023
  • Resource posted email Wednesday, Oct 11, 2023

What is the Presenter Policy?

By agreeing to present, you agree to abide by the Presenter Policy. Session co-chairs are assigned to each session on the agenda to assist and support you in preparation for the Exchange, and to ensure the delivery of top-quality, industry information presented by professionals engaged in the industry. The co-chair Roles will help you understand their requirements.

You and/or your co-presenters have been assigned a presentation time, which includes 1/3 of the time for audience discussion.  PowerPoint slides are optional, and the Presenter Policy discusses details required for presentation materials. Staff will schedule coordination and rehearsal meetings with your co-chair. Plan to provide a copy of your presentation to your session co-chair for review and feedback 2 weeks prior to the Exchange.  Final presentation materials are due to staff one week prior to presentation. Presentations must be approved by co-chairs no less than 24 hours prior to presentation. Modifications will NOT be accepted on site or without co-chair approval.

Download the full Presenter Policy

Are their PowerPoint templates?

Presenters are encouraged to use the Exchange PowerPoint Templates, at least for their opening and closing slides. See the Exchange Presenter Policy for further details. The wide-screen format is required.

Download the Exchange Wide-Screen PPT Template

Do I have to pay for registration?

All presenters must register and pay the registration fee to confirm their place. All presenters pay the registration fee. Please note that cancellations made on or before September 1, 2023 will receive a full refund. Cancellations made on or after September 2, 2023 will be charged the full amount. Any attendee may transfer their registration to another attendee with no penalty fees if you notify us by the Friday before the conference starts.

Register Here

FAQs for Conference Sponsors

Sponsor opportunities are available at the Platinum, Gold, and Silver level.  Each sponsor level comes with an associated number of points which may be used to select benefits.

All Sponsors Receive:

  • Registrant list with full contact information, including email addresses, in electronic form.
  • Participate in scoring agenda presentation submissions (Platinum and Gold level only).
  • Logo and brief description on event webpages.
  • Opportunity to host exclusive, invitation-only hospitality at times that don’t conflict with meeting agenda.

Registration

Sponsorship Opportunities are available which include complimentary registrations. Sponsors may select additional benefits using their points. See the sponsorship opportunities for details.

Sponsor Showcase Lightning Round

If you selected the Sponsor Showcase Lightning Round as a benefit, there is a bit of preparation. The Lightning Round is a quick-paced panel presentation includes up to three (3) minute presentation during a general session.  Slides are made available after the fact in the online event archive. The audience will be asked to listen closely and identify key words in order to be entered into a random drawing for valuable prizes. You must submit slides in advance for compilation into a timed deck, no more than five slides per presenter. One slide about the company, one or two slides about a client case study, one slide about why they should come talk to you at the reception later, and a secret word. A Sponsor Showcase Orientation will be held, and showcase presenters are required to participate. Sponsor showcase presentations must comply with the Presenter and Co-Chair Policy, and should be prepared on the RMUE PowerPoint Template – wide screen preferred.

How do I request a W-9 or other special forms for my accounting department?

Please send requests to utilityexchange@coloradorea.org

Download a W-9 form

What is the cancellation policy?

Sponsor benefits are conveyed immediately upon registration, so there is no cancellation or refund of sponsor fees. Sponsorships may be upgraded upon request at any time up to September 19, 2023. Sponsor attendance may be transferred to another attendee with no penalty fees if you notify us by the Friday before the conference starts. Contact utilityexchange@coloradorea.org to make any changes or updates.

How do I pay my fees?

Invoices for sponsorships will be sent out by Colorado REA after registration has been completed.

FAQs for Rocky Mountain Utility Exchange Conference Attendees

Who typically attends the Exchange?

The Exchange attracts about 100-150 staff from utilities, government agencies, and energy services solution providers serving Colorado and neighboring states who are responsible for developing and implementing customer programs related to energy/water efficiency, renewable energy, flexible load management, and customer service.

How does the Exchange plan the agenda and choose presenters?

Advisory Committee members meet online throughout the year to plan the agenda and recruit presenters. If you have a story to share, preferably about a utility or government-sponsored program, research project or field application, consider submitting it for the Call for Presenters usually conducted in February-March time-frame. An invitation is sent each year to the Exchange’s email list.

What does my registration fee include?

Registration for everyone includes access to all workshops, sessions, meals, refreshment breaks, networking activities and proceedings. Details will be included in your confirmation email.

Lodging is not included with registration, but preferred rates with reduced fees have been arranged for Exchange registrants.

Available lodging options: https://cvent.me/XVQvma

Is there a discount for multiple attendees from the same organization?

Yes, sponsorships offer the opportunity for “bulk rate” discounts for bringing multiple attendees from the same organization bundled with added benefits such as special recognition. Please see who else is sponsoring on the Registration site.

How do I request a W-9 or other special forms for my accounting department?

Please contact Julie Baker at jbaker@coloradorea.org to receive a copy of our W-9.

How do I pay invoices or get a copy of my receipt?

Receipts are sent for standard attendees during the registration process. Sponsorships will be invoiced. Invoices are sent by our accounting department to the address used at registration. If you do not receive one, reach out to utilityexchange@coloradorea.org

What is the cancellation policy?

Please note that individual registration cancellations made on or before September 1st, 2023 will receive a full refund. Cancellations made on or after September 2nd, 2023 will be charged the full amount. Any attendee may transfer their registration to another attendee with no penalty fees if you notify us by the Friday before the conference starts.

Sponsorship registrations: Sponsor benefits are conveyed immediately upon registration, so there is no cancellation or refund of sponsor fees. Sponsorships may be upgraded upon request at any time up to September 19, 2023. Sponsor attendance may be transferred to another attendee with no penalty fees if you notify us by the Friday before the conference starts. Contact jbaker@coloradorea.org to make any changes or updates.

Innovations Summit 2023