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 announcement of the agenda, so check back for updates.

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

What is the timeline for a presenter?

The following schedule and deadlines may be updated from time to time.
  • Notify presenters of acceptance early/mid-May 2024
  • Presenters reply with updates/changes/rewrites by Wednesday, May 15, 2024
  • Publish agenda Wednesday, May 22, 2024
  • Early Bird registration closes Sunday, June 30, 2024
  • Co-chair orientation June 26, 2024
  • Presenter orientation June 27, 2024
  • Co-chair / Presenter coordination calls as needed July – mid-September 2024
  • First draft presentation slides due to co-chairs Wednesday, August 28, 2024
  • Sponsor Showcase Orientation / Review – mid September 2024
  • Print deadline September 6, 2024
    – If you have updates or changes, email utilityexchange@coloradorea.org
  • Presenter Rehearsals Monday, September 9 – Friday, September 13, 2024
  • Final presentation slides due to co-chairs Monday, September 16, 2024
  • Final presentation slides due to staff Wednesday, September 18, 2024
  • 18th Exchange occurs Monday, September 23, 2024 – Thursday, September 26, 2024
  • Wrap-up email and presentations posted early – October 2024

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 August 30, 2024 will receive a full refund. Cancellations made on or after August 31, 2024 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.

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 contact information (company, title and email only)
  • 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. Sponsorship details available here.

Sponsor Showcase Lightning Round

If you select the Sponsor Showcase Lightning Round as a benefit within a sponsorship, 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.

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 20, 2024. 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 Electric Educational Institute (CEEI) after registration has been completed.

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

Please send requests to utilityexhange@coloradorea.org

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.

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 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

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

Please send requests to utilityexchange@coloradorea.org.

What is the cancellation policy?

Please note that individual registration cancellations made on or before August 30, 2024 will receive a full refund. Cancellations made on or after August 31, 2024 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 20, 2024. 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.