Presenter Guidelines: Health Equity Summit 2025
Presenter Guidelines
We are excited to welcome you as a presenter at the 2025 Health Equity Summit. Whether you are a community member with lived experience, a student, a researcher, a clinician or someone working to improve systems of care, your voice belongs here.
Your participation brings critical perspectives to the forefront of our shared work to advance equity in health and health care.
This guide outlines what to submit, key deadlines, accessibility expectations and what to expect on the day of your presentation.
Key Dates
- July 23 - Presenter notification
- August 13 - Deadline to confirm presenter participation
- August 18 - Drop-in session for presenters (recorded)
- August 20 - Session recording and supportive material will be published on website
- September 1 - Registration open to the public
- October 10 - Final presentation materials due
- October 23 - Opening Ceremony and Poster Session
- October 24 - Keynote and Concurrent Sessions
Registration
All presenters are required to register for the Health Equity Summit no later than August 13, 2025. The Summit organizers will contact you prior to this date with detailed instructions on how to complete your registration.
Submission Requirements
These materials help us introduce you, promote your session, and ensure all content is accessible and ready for the day of the Summit.
- Speaker Biography
A brief bio (2–5 sentences, third person). Highlight your background, relevant expertise or connection to the topic, and optionally include one unique or personal detail. Your facilitator will use this for your introduction. - Headshot
A personal photo for the Summit agenda. If not provided, the Summit logo will be used. - Session Description
A clear, accurate summary of your session including 2–3 learning objectives or takeaways. This may appear on the website, conference platform, and/or printed materials. If not submitted, your proposal abstract will be used.Tip: Write it for someone unfamiliar with your field. - Optional Contact Information
Include your preferred method of follow-up (email, phone number, website, etc.) to be shared at the end of your session.
- Final Presentation File
Please email your final presentation to HESummit@uvmhealth.org by October 10.
Accepted formats: PDF, PowerPoint, Word (DOC/DOCX), or MP4. - Digital Handouts or Session Resources
If applicable, email any handouts or resources you would like shared with virtual attendees. We ask that you please print your handouts for in-person attendees. If you need assistance with printing, please contact our Summit organizers.
Note: We cannot accommodate late or same-day uploads. Please ensure materials are submitted by the deadline.
Poster Presenters
Poster presenters will participate in the in-person Poster Session on Thursday, October 23 from 4–6 pm and are required to:
- Arrive early for the event.
Poster presenters may begin setting up any time after 3 pm and must be fully set up and ready by 3:45 pm. - Print and bring your poster to the event.
Posters may be portrait or landscape and should be 24x36”, 36x48", 48x36" (or variations in between) in size. Poster presenters are responsible for printing and bringing their posters. The Summit will provide stands, foam boards, push pins and clips at the event venue. - Submit a 1–3-minute video summary by October 10.
This is your brief “elevator pitch” to describe your poster’s purpose and impact. It will be made available to virtual attendees. Upload video here. In the “What are you uploading” field, please write “Health Equity Summit – Last Name, First Name.” - Plan to interact with attendees for the full session.
You will be expected to engage attendees and answer questions. Please remember to take your poster with you at the end of the session. Unfortunately, we are unable to store or return posters left behind. - Templates:
Session Structure
Not sure what session type you are part of? You can find this information in your presenter notification email. Here’s how each session is typically structured:
| Session Type | Description | Time | Sample Structure |
|---|---|---|---|
| Panel Discussion | 3–5 speakers with a moderator | 50 min | 5 min intro, 30 min discussion, 15 min Q&A |
| Lecture Presentation | Individual speaker or co-presenters | 50 min | 40 min presentation, 10 min Q&A |
| Workshop | Interactive session with participant engagement | 50 min | 10 min setup, 30 min activity, 10 min discussion |
| Oral Presentation | Short individual presentation | 20 min | 15 min content, 5 min Q&A |
The sample flow is just a guide, and we encourage you to adapt your session based on your goals, audience and facilitator input.
Please leave time for Q&A or transition between sessions. A facilitator will keep time and help you stay on track. We will provide more detailed facilitation support closer to the event.
Content Expectations
- Your session should reflect the submitted and approved description. If significant changes are necessary, notify Summit organizers for review.
- Refrain from using humor or content that may exclude, marginalize or offend members of the audience. We expect presenters to foster inclusive, respectful dialogue.
- The Summit maintains a non-commercialism policy: presentations must be educational and free of product promotion or sales materials.
Planning Your Presentation
The Health Equity Summit values many forms of expertise: academic, clinical, community-based, experiential and lived experience. Presenters are encouraged to share their knowledge in the way that best reflects their identity and message.
Your session may include health care professionals, students, patients, advocates and community members. Present your material in a way that invites participation and ensures understanding for a wide audience.
Accessibility Guidelines
We ask all presenters to make their sessions as accessible as possible. Here are some key best practices:
- Font size: Minimum 22 pt for body text; 16 pt for labels and data.
- Use high-contrast colors. Use this tool to make sure your choice of colors pass the contrast test EightShapes Contrast Grid.
- Be mindful of color perception range. Use this tool to make sure your slides are visible: Coblis — Color Blindness Simulator – Colblindor.
- Provide image descriptions or alt text for visuals. Here is a guideline that can support you: Guidelines for Creating Image Descriptions - The American Anthropological Association.
- Presenters should provide a visual description of themselves and any co-speakers as part of their introduction.
- Avoid densely packed slides or jargon-heavy text.
- Use plain language when possible.
- Avoid flashing images or transitions that may cause sensory overload.
- Use PowerPoint’s built-in Accessibility Checker before submitting.
- All rooms will be equipped with a PC laptop, projector, screen, microphone and podium
- Apple compatibility is not guaranteed — please test your file and bring a USB backup
- A tech assistant will be available in each room to support your session
- Please arrive at least 15 minutes early and check in with your session facilitator
If you are presenting original research, consider the following structure to clearly communicate your findings:
- Research Question or Hypothesis: What were you trying to discover or demonstrate
- Methodology: Briefly describe your process of investigation.
- Key Data or Findings: Highlight meaningful insights with supporting evidence.
- Conclusions: Summarize the significance of your results.
- Implications: Share real-world applications or calls to action.
Use visuals (charts, graphs, tables) to support your message.
Structure around:
- What lived experience, issue or challenge are you highlighting?
- What insight, impact or call to action do you want attendees to take away?
- What’s the larger story this fits into?
Storytelling is a powerful teaching tool. Speak from your experience, not academic norms. If you’re speaking from lived experience, you don’t need to be an “expert” in data.
Your perspective, insight and vision for change are what matter most. Focus on what you’ve seen, felt or learned and what others can do with that knowledge.
Quick Tips
Whether presenting research, a workshop, or lived experience, the following tips will help you deliver a clear and engaging session:
- Prepare notes or talking points that emphasize key takeaways.
- Practice timing and transitions, including space for audience questions.
- Use simple, clear language and avoid abbreviations unless explained.
- Anticipate questions from attendees and prepare concise responses.
- Slides should amplify your message, not duplicate your speech.
- Do not include music, video clips, or copyrighted content unless rights have been secured.
- Use 1–2 minutes per slide as a rule of thumb
- Use no more than 10 slides for a 20-minute talk
- Keep slides clean, with large fonts (minimum 22 pt)
- Avoid clutter: no more than 6 lines of text per slide
- Check spelling and formatting across devices
Some sessions will be in-person only, while others will be hybrid (in-person + virtual attendees). If you’re unsure which applies to you, we’ll let you know in advance. Below are some helpful tips for both formats.
| In-Person Sessions | Hybrid (In-Person + Virtual) Sessions |
| Always use microphone | Speak clearly into the microphone |
| Engage your in-room audience | Repeat questions from in-person attendees for virtual audience |
| Use body language and eye contact effectively | Look toward the camera occasionally to include virtual viewers |
| Share handouts or materials with facilitator | Submit digital copies of all materials in advance |
| Arrive early to test equipment | Use simple slide transitions and clear visuals for streaming |
Final Checklist
- Register by August 13
- Submit bio, headshot and description by August 20
- Email slides, handouts and recordings by October 10
- Arrive 15 minutes early and check in with your facilitator
- Submit video summary by October 10
- Print and bring poster
- Arrive at least 15 minutes early
- Remove your poster after the session
Questions?
A virtual drop-in session will be held on August 18 to answer questions and offer support. A recording will be posted online.
If you need language interpretation, cultural or religious accommodations or support presenting in English, please don’t hesitate to reach out to us. We will do our best to meet your needs.
For support, book a 30-minute appointment.
Or contact:
Taylor Small (she/her) and Hajar Anvar (they/them)
Email: HESummit@uvmhealth.org
Thank you for sharing your expertise, stories and vision at the 2025 Health Equity Summit. Your participation makes this a powerful space for connection and change.