NPSOT-Wilco Guest Speaker Information Request
Thank you for agreeing to present your topic at a meeting of the Williamson County Chapter of the Native Plant Society of Texas (NPSOT-Wilco).  The questions in this form provide us with information we can use to advertise your presentation and also request permission from you about your presentation, where applicable.  

==> Please submit your answers as soon as possible but no later than 4 weeks ahead of the presentation date that we agreed upon.  3 weeks before your presentation date, we publish a website blog post and a Facebook post to advertise your topic.

If you have questions filling out the form or on any aspect of the meeting, please don't hesitate to contact our Program Chair by emailing wilco-chapter@npsot.org.  

As a reminder, our meetings are held at 7:00 PM on the 2nd Thursday of each month. We begin with a short business meeting and the speaker is introduced by 7:30 PM. (Often, our business meeting does not last that long and the speaker is introduced earlier.) Your presentation should be 30 to 45 minutes and an additional 15 minutes are provided for audience questions.

Our meetings are "hybrid" -- held in-person (usually at the Georgetown Public Library) and live online hosted on our chapter's Zoom account. If you will be remote instead of in-person, our Zoom team will work details with you so you can present via Zoom.

If you permit, the meeting may be recorded so your presentation can be viewed later by people who could not attend.

NOTE:  On your slides, due to privacy concerns, please blur the faces of all children.

At the bottom of the form just above the Submit button, choose whether you want a copy of your responses.

Be sure to hit Submit at the bottom of this form!  
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Email *
Your name *
Your phone number
Section I. About our Honorarium
We offer a $200 honorarium per presenter.  You may also designate the honorarium be donated in your name to a non-profit that promotes or is directly involved in the research, conservation or utilization of native plants or plant habitats of Texas.
To whom or to what organization should the $200 check be made out to? *
What mailing address should the check be sent to? *
Additional instructions you'd like to provide about the check for the honorarium, if any.
Section II. Advertising Your Presentation
We will use information you provide to advertise the presentation in website blog posts, our Facebook, and on Instagram.  (Links to those locations are at the bottom of this form if you would like to see examples before you fill in answers.)

If at all possible, at least 4 weeks before the meeting, please email one or two photos to our Program Chair for use in our announcements (photos of whatever you prefer, of you, and/or anything related to your topic).  

Note: please send only photos which you have taken or that you own/have permission to send/use.

We prefer to use photos that you provide, since your photos are most relevant to your presentation, but if you are unable to send a photo, we understand and we'll either advertise without one or choose something from our own library.  
Please provide your presentation title. *
Please provide your name as you would like it to appear in our publicity. *
Please provide a short synopsis of your presentation topic. *
Please provide a short bio.
By sending publicity photos, you agree that we may use them in NPSOT-Wilco's website/blog posts about the meeting. Please indicate if you also agree to their use on our social media platforms.   *
Please confirm whether you plan to present in-person (preferred, if possible & if practical for you) or whether you would like to, or need to, present via Zoom.
*
Section III. About Recording Your Presentation
With your permission, guest presentations at in-person meetings and virtual meetings may be recorded and made available on the internet after the meeting for people who may have missed the event.  

The recordings will be edited for length, clarity and publishing on the NPSOT-Wilco YouTube channel.  (A reference link is provided at the bottom of this form.)

We will post the recording on our YouTube channel and may publicize hotlinks to the recording in announcements on our chapter website/blog, on NPSOT's state website, and on our Facebook and Instagram pages.

We also reserve the right to not post the video.
Please indicate whether you agree that a recording of your presentation may be published on NPSOT-Wilco's YouTube channel. *
Section IV.  Permission to Access a View-Only Copy of the Slides
We would appreciate your permission to let us provide view-only access to a PDF version of your presentation after the meeting for people who may have missed the event and those who attended but would like to reference information that was presented.  

We provide the access as a hotlink to a PDF which we retain in our archive. You may provide us a PDF version of your file or provide us with the original file and we will convert your presentation to a PDF before we post a link to it.

We publish the hotlink on our website/blog. We may also publish it on our social media accounts and in the YouTube video description for recorded presentations.  

Please let us know if you prefer that we not provide a hotlink after the meeting to a copy of your charts.
Please indicate whether you agree that a view-only PDF version of your slides may be made available on NPSOT-Wilco's website/blog after the meeting. *
If you answered the previous question "yes", please indicate whether you also agree that, after the meeting, we may place a hotlink to the view-only PDF in other accounts we use. (CHECK ALL THAT APPLY.)
Section V. For Virtual Meetings
We host our virtual meetings on our chapter's Zoom account.  We will monitor the Zoom in-meeting chat messages for audience questions and will interrupt or leave them to the end of the speaker’s presentation.

For the meeting, please setup a clock so you can keep track of your time. You will be gently reminded of the time around the 30-minute mark, unless you indicate you are finishing soon.

We have found it beneficial to do a short practice run of your presentation on Zoom several days prior to the meeting. Our meeting host will contact you to setup a practice run. We can provide technical assistance if you need it.
Do you have any questions for the audience before you present? We can put together a short survey to be done during the meeting.  Please list your questions here.
Handouts for Virtual Meetings
If you would like to provide handouts for the online meeting's audience, we may be able to include hotlinks to the handouts in our meeting announcements.

If you own your material, we can place a view-only copy in our archive and link to it there.  If any of your handouts are published by others (e.g., reference material from an organization that allows educational use), we will link to the original source.
 
If you have your handouts on your own website, we can link to your website.  

Please send your files or your hotlinks to our Program Chair no later than 2 weeks before the meeting.  (If you have the hotlinks now, there is space in the questions below to provide them.)
Would you like to provide handouts to the online audience? (CHECK ALL THAT APPLY.) *
Required
If you are providing links to your own handouts or links to reference information published by other organizations, and if you have the links now, please paste them into the answer to this question.  If you do not have the links yet, please send them to our Program Chair at least 2 weeks before the meeting.
Section VI. About In-Person Meetings
We usually meet at the Georgetown Public Library, 402 E 8th St, Georgetown, TX, 78626, in one of the upstairs meeting rooms. However, depending on room availability, we may meet at an alternate location in the area.

You will be provided with a sound system, screen, projector, remote with laser pointer, and laptop with PowerPoint software on it. Presenters usually bring their presentation on a USB flash drive.

Handouts, pamphlets, or "realia" objects to pass around are encouraged, and books for sale are welcome.
We usually give away a book to an in-person audience member.  If you have a recommendation related to your topic, please provide us the title and author and/or use this space to remind us if you're an author.  (We buy the copy.)   If you do not have a recommendation, that's ok too.
If you have a question, comment or clarification that you'd like to add to this form, please let us know here.
Handy reference links
Our website's blog where we post announcements is at https://npsotwilco.org/blog/
   We list this year's speakers on our home page at https://npsotwilco.org/
   We list prior years' speakers at https://npsotwilco.org/prior-years-guest-speakers/
Our YouTube channel is at https://www.youtube.com/c/NPSOTWilliamsonCounty 
Our Facebook is at https://www.facebook.com/npsotwilco/
Our Instagram is at https://www.instagram.com/npsotwilco/
Contact our Program Chair at wilco-chapter@npsot.org

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