Washington, D.C. | May 26–29, 2026

Preparation FAQ

• Q: What time are posters set up and removed?

  A: Poster set up times are Tuesday, May 26 from 8:00 a.m. – 4:00 p.m. and if unable to set up on Tuesday, can be set up Wednesday from 7:00 a.m. – 12:00 p.m. Poster presentations begin on Wednesday at 12:30 p.m. and no set up should take place during this time. Posters must be removed from the Exhibit Hall at 2:30 p.m. on Thursday, May 28. Access cards for early access to the Exhibit Hall for set up will be available at the registration desk.

• Q: What do I need to know about uploading supplementary resources and handouts?

  A: For Posters: Supplementary materials/handouts summarizing the presentation should be uploaded to the presenter portal at least two weeks prior to AIR Forum and may include a short (5 minute) recording summarizing the content linked with other resources via the QR code printed on the poster. 

  For all other sessions: Presentation slides are expected, and supplementary materials/handouts summarizing the presentation should be uploaded to the presenter portal at least two weeks prior to AIR Forum. 

• Q: May I change the content of my presentation or the presenters once it has been accepted?

  A: Proposal reviews and final session selections consider many factors including the number of presenters, their experience, affiliations, and relevance to the content. For this reason, presenters may not be substituted once a session has been accepted other than in extreme circumstances as this materially changes the presentation from how it was originally proposed, reviewed, and scored. Please confirm your presenters before submitting the proposal. The content of your presentation must align with what was originally submitted in the Call for Proposals, and any major alterations such as topic, narrative, and learning outcomes must be approved by the AIR Forum team. 

• Q: Do I have to purchase AIR membership to present?

  A: While AIR membership is not required to present at or register for the AIR Forum, members do receive a significant registration discount. 

  You will have the option to purchase a 12-month individual membership at the same time you register for AIR Forum to receive the membership rate. 

  Or consider organizational membership to share AIR benefits with your entire team! More information can be found at airweb.org/membership/organizations. 

  Note: Pre-conference education presenters do not need to register for the AIR Forum to present. 
  

• Q: Does AIR provide any discounts or stipends for presenters?

  A: No. With limited presentation spots and plenty of competition for sessions, it is an honor to be chosen to present at AIR Forum. While there are no discounts or stipends for session presenters, you can make the most of your travel funds if you register during the early registration period when rates are lowest. 

• Q: Is there a template I need to use for preparing my AIR Forum presentation?

  A: We encourage presenters to use the AIR PPT Template (coming soon!) for the beginning and ending slides in the slide deck. 

• Q: How can I make my presentation accessible?

  A: Making sure AIR Forum content is accessible to all is of utmost importance. Please see this article from Microsoft or this article from W3C Web Accessibility Initiative (WAI) for accessible presentation tips. Additionally, AIR reminds presenters to use the microphones provided for speaking and taking questions from the audience. 

• Q: Does AIR provide laptops for presenters?

  A: No. You must bring your own laptop with the presentation fully loaded. We suggest you bring a backup copy of the presentation on one or two USB devices in case something malfunctions with your laptop.

• Q: Will I have internet access?

  A: AIR typically provides complimentary basic bandwidth wireless internet access to meeting attendees in the session rooms during the AIR Forum. Keep in mind that the basic bandwidth will not support streaming data (including Zoom and FaceTime or online videos) or accessing live databases. Higher speed connections are sometimes available for presenters willing to purchase the bandwidth upgrade. For more information, contact an AIR Forum team member at forum@airweb.org.

• Q: Is there an option to present virtually?

  A: No, all presenters must register for AIR Forum and present in person.

• Q: What is a scholarly paper?

  A: Sessions supported by scholarly research papers, receive a scholarly paper designation in the session listings. To receive the designation, a scholarly paper of academic nature must be submitted to AIR by Monday, May 11, 2026. 

• Q: When are session details provided to presenters?

  A: All presenters will receive their scheduled day, time, and room for their presentation prior to the conference. Cancellations or other schedule adjustments may make last-minute changes necessary. We will notify you if your session is impacted.

• Q: What AV support is provided?

  A: Please see Call for Proposals concurrent session formats for AV specifications for each session type. 

• Q: What type of room set-ups are provided?

  A: Please see Call for Proposals concurrent session formats for room set-ups for each session type. 

• Q: Will there be a conference app?

  A: Yes. All registered attendees will receive access to the AIR Forum conference app to search for specific sessions, build a schedule, play the Exhibit Hall game, take notes, evaluate sessions, view maps, and more. The most up-to-date schedule and general information will be available through the app. Presenters are encouraged to upload a copy of their PowerPoint (PPT) presentation, lecture notes, and any collateral materials for attendees to access through the app.

• Q: How can I promote my upcoming AIR Forum presentation?

  A: Presenting at the 2026 AIR Forum is a big deal. We encourage you to promote your session(s) via your social media networks. Check out how to promote your session below. 

• Q: How are sessions evaluated?

  A: Session evaluations are collected using the AIR Forum App. These evaluations provide attendees an opportunity to rate sessions on metrics like whether the content matched the abstract and if they learned relevant knowledge or skills. Your evaluation results will be shared with you after the conference.