Terms and Conditions for General Assembly Program Proposals

Terms and Conditions

Thank you for your willingness to offer a General Assembly (GA) program. Before you apply, please be aware that presenting a program involves costs and responsibilities. Please read this information carefully and completely.

Adhering to deadlines is crucial because it not only ensures the smooth progression of projects but also demonstrates reliability, accountability, and respect for others’ time. If your program is selected by the GA Program Development Group, you will be responsible for meeting the following deadlines.

In late February or early March, you will receive an email to let you know if your program proposal was chosen for General Assembly. The email will provide details about your event, including the event title and program description, and presenters. Please proof this information carefully. This email will also include a link to an RSVP form. You must complete the RSVP form by March 13 to confirm your participation in the GA EduCenter. You will also use this form to communicate any edits to program title and/or description.

If selected, you will receive a link to your EduCenter Setup Page. This must be completed in full by May 13. The GA is available to registrants beginning May 29. You are responsible for uploading accurate and accessible content by the stated deadlines.

Financial Considerations

Please consider the following factors in budgeting for your program.

In order to access the General Assembly app for engaging with attendees, all presenters are required to be registered for the General Assembly. This policy is in accordance with the UUA’s guidelines, which mandate that all individuals participating in General Assembly programmed events must complete conference registration. General Assembly registrants will be granted access to all the programs offered during GA. It’s important to note that speakers, presenters, performers, assistants, and anyone involved in live General Assembly programmed events will not be able to access the General Assembly platform unless they have completed their registration for the conference.
You will be responsible for your speaker’s honorarium (if applicable).
Modest financial support is available and will be distributed based on financial need and the strength of the proposal. For the most part funds will be awarded in the form of a GA registration discount code which will offset the cost of presenter(s) registration.

Copyright Permissions

As the program contact, you assume responsibility to ensure that copyright permissions have been obtained on all of the following used in your program:

Printed copies or electronic documents of text, music, or images
Playing recordings or live music (Please note that both the music/text and the recording can be under copyright)
Display of music, text, images, or video on a screen
Reading/reciting text that is protected under copyright

EduCenter Setup Page Requirements

Program Contacts will receive the link to their EduCenter Setup Page in early April. As the GA app will be published and available to attendees on May 29, the deadline to complete your EduCenter Setup Page in full is May 15. Here are the specifications for the Setup page. For more information, view the EduCenter Presenter Guide provided by Whova.

EduCenter Submission Options

Pre-Recorded Video:

Create a video presentation that attendees can view on-demand.
Ensure the video is captioned for accessibility.
You must be able to independently produce a video with captions, upload the video to Vimeo, and provide the URL in the EduCenter Setup Page.

Live Webinar:

Schedule and host a live webinar.
Set up your webinar independently and provide the Zoom link on the Setup Page.
The webinar link will be accessible on your program page on the app in the EduCenter section.

Information to Include on Your Program Page

To create a comprehensive and engaging program page, presenters can add the following information:

Required:

Description of the Event: Provide a detailed description of your educational session. This will help attendees understand the content and purpose of your presentation. 5,000 characters max
Pre-recorded Video: Upload your captioned video to Vimeo or YouTube and add the link to your program page for on-demand viewing.

Optional:

Slogan: Add a catchy slogan to capture attention.
Website Address: Include a link to your website for additional resources or information.
Mailing Address: Provide a mailing address if applicable.
Phone Number: Share a contact number for attendee inquiries.
PDF Handouts: Upload up to 2 PDF documents (10 MB size limit each) to supplement your presentation.
Zoom Link: Enter the link to your live webinar or virtual meet-up.
Logo: Upload a logo for your program page. Recommended image dimensions: 700px x 210px (Max 1000px x 1000px)
Cover Photo: Upload a cover photo to enhance the visual appeal of your page. Recommended image dimensions: 800px x 450px (Max 1000px x 1000px)
Photos: Upload up to 50 photos to provide visual context or additional information. Maximum file size for each photo: 10 MB