Registration Guidelines

Completely read through these guidelines as they will help you fill out the registration form correctly and completely.

1. Students: Fill out the submission form. Abstracts are used in the conference program, so please be sure to proofread your submissions. Abstracts with numerous spelling or grammar errors may be rejected.
    
   • Once you receive notice that your submission was accepted, you will be asked to register for the conference and for lunch. Student presenters and their faculty mentors do not have to pay for lunch.
      
   • Technology Needs: Make sure to select the equipment needed for your presentation under "equipment needs" on the registration form.
     1. Paper Session: presentation files must be PC-compatible and/or saved on a USB flash drive or posted on a website that is accessible. It is recommended that you bring a back-up copy of any files in case of unexpected access issues.
         
   • Deadline for submissions is Friday, April 4, 2025 at 4:00PM. This is a firm deadline. No submissions will be accepted after the deadline.
      
   • You will receive an email confirming your acceptance or rejection of your proposal by Friday, April 11. Sessions are scheduled by discipline, so it is not possible to choose a time to present. Students are expected to be available for the duration of the conference. Requests for specific presentation times cannot be honored.
      
2. Faculty advisors and other members of the campus community: Please be sure to register for the conference and lunch, if you plan to attend. 

Presentation information

Papers will be presented as part of a 4-person panel. Each student will have 10 minutes to present their project, with 5 minutes reserved for questions from the audience. Students will stay for the entire panel and will be audience members for the other students' presentations.

Posters

Students must mount their posters on their own trifold or flat poster board (not to exceed 4 feet in width or length). Easels will be provided for poster presentations. Posters must not exceed 36 inches in width and 48 inches in length. Poster presenters are required to be present for the entire session their poster is displayed to explain their information to and answer questions of conference attendees.

Visual Art Work

A digital image of 2-dimensional and 3-dimensional visual art submissions must be emailed separately as a .jpg or .pdf attachment as part of your registration. Make sure you label your attachment with your full name, school and medium. Email the image to hecbc.conference@joe-yan.net by the April 5 deadline.

Visual art submissions are limited to one (1) piece of visual art expression unless format dictates otherwise (e.g. triptych or progression).

Film submissions must be shared via a URL. Film presentations must not exceed 10 minutes.

3-dimensional work must be suitable for display on small tables.

The maximum size of framed 2-dimensional work is 48 in. wide by 36 in. high. 2-dimensional work will be displayed on easels. Must be framed or mounted if it cannot stand up on the easel on its own.

Floor display may be available on a limited basis for free standing sculptures. The size and weight of the art work must be reasonable for one average person to manipulate. Presenters are responsible for moving, setting up, and removing their own art work.

Check the appropriate box under "equipment needs" on the registration form.

Performance (original and interpretive pieces)

• Dance
  • Dance performances must not exceed 10 minutes.
  • For sound, check the appropriate box under "equipment needs" on the registration form.
• Music
  • All musical instruments, including electronic equipment, must be supplied by the performers.
  • Accompanists must be supplied by performer(s).
  • Music performances, including set-up and tear down, must not exceed 10 minutes.
  • Check the appropriate box under "equipment needs" on the registration form.
• Poetry Readings
  • Poetry readings must not exceed 10 minutes.
• Public Speaking
  • Public speeches must not exceed 10 minutes in length.
  • Check the appropriate box under "equipment needs" on the registration form.
• Theater
  • Theater performances must not exceed 10 minutes in length.
  • Check the appropriate box under "equipment needs" on the registration form.
• Film
  • Film submission must not exceed 10 minutes in length.
  • Submit a sample of your film via URL link to Jodi Greene, Undergraduate Research Coordinator, at hecbc.conference@joe-yan.net

Equipment Use

Reading Area Community College will support the following equipment and technical connectivity requests:

• Computer access with internet connectivity, screen, and projection unit
• DVD player
• Microphone
• Electric outlet and extension cord
• Music stands
• Podium
• Sound system (for performing artists)
• Table
• Easel (for 2D visual work)

ADA Accommodations

Reading Area Community College will provide reasonable ADA accommodations given institutional resources and timely requests of equipment and technical support needs. Please indicate these needs on the registration form and/or call/email the conference organizer at hecbc.conference@joe-yan.net.