Presenting Workshops and Tutorials at iPRES 2025

Workshops and Tutorials for iPRES 2025 will be held primarily on Monday 3 November 2025, both online and at Tākina Convention and Exhibition Centre, with one additional tutorial scheduled on Thursday. If you’ve looked at the programme, you’ll see that we have some fabulous sessions on offer!

Sign-ups will open in early October, and if you requested it, facilitators will receive attendee contact information before the conference. 

Please note that while we encourage advance registration, some participants may join on the day without signing up. We ask facilitators to be prepared for a few additional attendees.

Structure

Workshops are intended to be hands-on and/or participatory. Facilitators are free to decide how best to structure and design them. For example, they may start with a short presentation and then lead into group work and participation (e.g. breakout group discussions, shared exercises, brainstorming sessions).

• Length: Workshops and Tutorials are listed in the online agenda. Some workshops run for a single 90-minute session, and others are two 90-minute sessions, separated by a break. You can check the length and timing of your session in the latest version of the Programme Spreadsheet on the “Sessions” tab.

• Recording & Platform – Virtual and Hybrid sessions will run on our Events Air platform using Zoom. 

  • Virtual sessions (with online presenters and attendees) will be recorded. 

  • Hybrid sessions (with in person presenters, and both in-person and online attendees) will be recorded.

  • In-person sessions (with in person presenters and attendees) are not recorded.

In the Room on the Day

• Table Setup: The setup for rooms is Cabaret style (round tables, with 8 chairs per table, and clear sightlines to the front).

• What’s provided: Wi-Fi, projector and screen, lectern, sound system and microphones, and conference laptop with HDMI connection. You will not be able to install any software on the conference laptop.

• Support we will provide: AV/tech support for the presenter, and for troubleshooting technical problems during the session. 

• Support we will not provide: Workshop and Tutorial presenters are presumed to be self-sufficient in terms of facilitation, attendee support, Q&A, timekeeping, note-taking, etc. If you are using your own laptop, the default connection is HDMI. Please bring your own adapter if required. 

Coffee, tea, and light refreshments will be available at the venue during morning and afternoon breaks. Lunch is not provided, but there are a number of nearby options, including Zephyr Cafe on the ground floor of Tākina. 

Support for Virtual Workshops and Tutorials

Our Conference AV team will be available to help troubleshoot if any issues arise in the conference platform. We encourage remote facilitators to do a test run of their workshop. We will offer optional test runs during the week of 27-31 October. We’ll email you details closer to the date.

Before the Conference - What to Submit and When

If you are using the Conference Laptop to present, please submit your presentation slides to the iPRES 2025 Dropbox ahead of time. We strongly encourage submitting by 20 October, but please contact us if you anticipate needing extra time.

If you will be using your own laptop, we still encourage you to submit your slides ahead of time as a backup; however, you will need to bring them with you on the day. It’s also a good idea to bring a copy of your slides on a USB stick just in case there are any issues with your laptop.

• File Format: If you are submitting slides ahead of time, please ensure they are in PPTX format.

• File name: Please name the file as “Day_Session-Number_Author_Name_Brief_Title”

  • For example: 

  “Mon_Workshop-2_Ben_OBrien_Web_Archiving_Collections_Data.pptx”

• Remote Presenters: Check your session time on the schedule, noted in NZDT (UTC+13), and confirm your local time zone. 

On the day: In-Person Presenters

Please plan to arrive at the Conference Venue early to allow yourself time to check in at the Registration Desk, and to set up for your Workshop or Tutorial. This could mean checking that your slides are loaded into the conference computer, or connecting your laptop via HDMI, checking the microphone/projector, and placing out any materials you plan to use.

• For Sessions commencing at 9:45:

  • You are welcome to set up in your room between 8:15-8:40, to allow participation in the Opening Pōwhiri (Cultural Welcome), scheduled from 8:45 - 9:30.

• For Sessions commencing at 11:30:

  • Set up in your room during the morning break (11:15-11:30). 

• For Sessions commencing at 14:00:

  • Set up in your room during the lunch break (13:00-14:00).

On the day: Remote Presenters

• Set yourself up in a quiet place, away from noise and distraction

• Use headphones and/or microphone for best sound quality, if possible

• Avoid bright lights or windows behind you 

• Choose a simple, non-distracting background so attention stays on you.

Questions? Contact info@ipres2025.nz