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Break-Out Session Presenter & Poster FAQ

Find answer to frequently asked questions for break-out session presenters and poster presenters at Better Together: California Convening On AI In Higher Education taking place February 6, 2026 at UC San Diego's Park & Market.

General Event Information

Venue & Arrival

Location: UC San Diego Park & Market
1100 Market Street, San Diego, CA 92101
Directions, Transportation & Parking

There is a virtual tour of the venue available on the venue website, but note that day-of-event room set up is not reflected in the virtual tour.

For Break-out Session Presenters

Session Locations

1st floor 

  • Guggenheim Theatre – Breakout sessions, plenary panels
  • Forum – Registration, lunch, and networking reception

2nd floor

  • Rooms 213 & 214 – Concurrent sessions and workshops
  • Combined room 211/212 – Poster sessions

Presentation Setup & AV

  • All presentation rooms are equipped with a lectern with built-in audiovisual support connections
  • Presenters must bring their own laptops to connect to the lectern. HDMI and USB-C connections are provided.
  • We recommend bringing a PDF backup of your slides in case of formatting issues. Slides do not need to be submitted in advance unless you were contacted directly by the event team.
  • Free WiFi via UCSD-GUEST network. No registration required.
  • Breakout sessions are not recorded or live-streamed but may be photographed.

Session Timing & Format

  • Please refer to your logistics email or the detailed agenda for your time frame and location
  • Most break-outs will be in a shared break-out session slot (1 hour in the morning; 50 minutes in the afternoon.) 
    • Concurrent breakout presentations are typically 20 to 25 minutes each. 
    • One afternoon workshop has the full 50 minute time slot. 
    • Posters will be in a shared large classroom with 4 or 5 other posters for the full time slot. Rather than formally presenting, participants can walk through to ask questions or try demos. Desks are provided for laptops/tablets for demos.
  • Presenters should plan to arrive at their assigned room at least 5 minutes before the scheduled start time to connect laptops and test AV. We expect those in shared break-out sessions to attend both sessions, not to room hop before or after their presentation, and will encourage the audience to do the same.
  • Please begin and end your session on time to support smooth transitions between sessions. We have built in 5 minutes for AV transition between the first and  the second presentation.
  • If you have a presentation, please build in time for Q&A.

Support During the Presentations

  • A room moderator/helper will be on hand to assist with all needs
  • The room helper can call AV for you if you experience issues.
  • If you are in a shared break-out slot, the room helper will welcome the audience and read both session presentation titles to the audience to begin, make a transition statement between the two sessions, and thank the audience for attending at the end. 
    • Room helpers will not introduce speakers by name. Please plan to introduce yourselves at the beginning of the session.
  • Room helpers can assist with timekeeping.  
  • If you or a participant require accessibility accommodations, please contact the event team as soon as possible so we can assist.

Audience

The event has a maximum capacity of 200 attendees, including staff and volunteers. As there are four break-out rooms to choose from during concurrent break-out sessions, we anticipate intimate audiences. Attendees are primarily California higher education faculty, staff, and administrators from across the three systems, with a small percentage of others (non-profits, industry, students). A little more than half of attendees are from the San Diego area.

For Poster Presenters

Session Location

Poster sessions will be held in combined Rooms 211/212.

Session Timing, Setup & Breakdown

  • Please refer to your poster logistics email or the detailed agenda for your poster time frame.
  • Please drop off your poster between 8:00 – 8:45 a.m. (during registration and check-in). Event staff will assist with moving it to the session location prior to your session.  
  • Posters may be removed at any time after your assigned session concludes but must be collected no later than the end of the event (5:30 p.m.). 
    • If you are in the morning session and do not remove your poster from the easel after presenting, it may be removed by staff to allow for afternoon session set-up.

Poster Specifications

Dimensions: 24 x 36 inches, portrait or landscape. Easels, foamcore backing boards, and clips/push pins will be provided for you to mount your poster.

Materials Provided Onsite

Each poster will be provided with:

  • (1) poster easel
  • (1) foamcore backing board
  • (1) table
  • (1) chair

Note: If you plan to use a laptop or device for a demonstration, please ensure it is fully charged, as power outlets may not be readily accessible near your poster location.

Support During the Poster sessions

  • A room moderator/helper will be on hand to assist with all needs.
  • If you or a participant require accessibility accommodations, please contact the event team as soon as possible so we can assist.