Information for Presenters
This page contains general presentation information relevant to all presenters at the Hayes Forum regardless of subject area, Graduate or Postdoctoral status, or presentation type.
Specific information on Poster Presentation Rules and Guidelines.
Specific information on Oral/Paper Presentation Rules and Guidelines.
Scheduling & Order of Presentations
Poster presentations are ordered alphabetically by Name.# and by subject area poster session. Poster presenters will receive their number at registration/checkin on the day of the Hayes Forum. Oral/Talk presentations will be ordered alphabetically by Name.#. Presenter slates will be posted for each area two weeks before the Hayes Forum to allow family, friends, and supporters to plan accordingly for supporting their presenter(s).
Due to the length of poster presentations and number, we are unable to provide estimated times for when poster presenters will be specifically presenting to judges. Oral/Talk presentation times are roughly estimated, and may run faster or slower depending on technical issues, presentation length, presenters dropping out, or other factors. We suggest that your guests plan to be present for the timed presentation slot directly before and after yours in case this happens. Hayes will not hold presentations to wait for audience members.
Dress Code
The Hayes Forum does not have an official/mandated dress code. We understand, acknowledge, and honor that every field has different traditions and shared norms for what constitutes "professional" dress, and that each individual presenter has additional cultural, experiential, and personal preferences to feel comfortable and "at their best" during presentations. Judges have been instructed that personal grooming and appearance choices are not to be considered or allowed to influence day-of evaluations at the forum. We ask and encourage that you dress in a way that makes you feel confident and able to put your best presentation foot forward! If you have concerns about securing clothing for this event, we suggest looking into or reaching out to Career Closet through Buckeye Careers in the Office of Student Life.
Food, Hydration, & Luncheon
The Hayes Forum provides several refreshment opportunities throughout the day to fuel you for your presentations, and to recognize your hard work. A light continental breakfast (no RSVP required) is served during the registration for all participants (e.g., greek yogurt bar, pastries, fruit, coffee, tea, juice), and there will be a small snack and refreshment break after presentations while judges deliberate from 12:30-2pm. The annual Awards Luncheon (for those who RSVP) will take place from 2:00pm - 3:30pm. This year's luncheon will consist of a plated salad, eggplant parmesan, and assorted desserts.
For Hayes 2025 we will additionally be offering the option of a boxed "to go" lunch for those who are observing Ramadan, so that they can enjoy their meal during Iftar if they wish. You may also choose to attend the luncheon and decline in person and the boxed food as well.
For hydration, there will be ice water stations throughout the union and cups provided, or you may use your own water bottles or containers. There are additional bottle fill stations and water fountains throughout the union, and 2 coke freestyle machines in the Union Market on the first floor of the Ohio Union where anyone may get a free beverage by bringing their own reusable container.
Due to budgetary and space constraints we are unable to provide breakfast and/or lunch to anyone who is not a presenter, judge, or volunteer on the day of Hayes. Thank you for your understanding and helping us to remain fiscally sustainable and responsible for years to come!
Parking
Unfortunately, the Hayes Forum does not have the ability to provide or cover parking costs for the presenters of the Hayes Forum. The entirety of the Hayes Forum takes place in Ohio Union. The nearest parking garages to the Union are Ohio Union North and Ohio Union South. See a comprehensive parking map for Ohio State's campus or more general information on additional parking options, cost, and availability.
Accesibility Requirement for Presentations
To ensure access for those attending the Hayes Forum (whether judging, presenting, or as an audience member), please plan to bring either 3 paper copies of your presentation's content with you on the day of the Forum or provide a QR code/link to your content at the beginning of your oral/talk presentation or alongside your poster. You will not need to submit these in advance, just bring them with you on the day of the forum, and be sure to confirm with your session chair that you have either the printed copies and/or the QR code ready to go.
The goal of this requirement is to provide those who might be d/Deaf or hard of hearing, or those with auditory or information processing delays access to the same level of content you are verbally presenting during your presentations. If you come from a field that presents using a script/written copy of your presentation, this is acceptable to provide for this purpose. You can also create a detailed outline, with a section for each slide of content or each poster section, with bullet points explaining highlights, and being sure to explain graphs/plots/visuals. Or you can print your slides with typed notes next to each slide with your main points, and additional contextualization of your graphs/visuals/etc.
We are still early in refining this requirement, so we are offering the broadest and most flexible latitude to presenters as we better refine how to have Hayes be as widely accessible to all as possible. We ask that you put good faith effort into helping us share your work with the widest possible audience! If you need help obtaining printed copies of your printed, or have additional questions, concerns, or clarifications about what this entails, please contact the Hayes Forum Organizing Committee at cgs-hayesforum@osu.edu as soon as possible.
Requesting Accesibility Accomodations as a Presenter:
If you have any accessibility accommodation needs and/or requests, even if you have indicated so elsewhere previously, please notify us by emailing the Hayes Forum Organizing Committee at cgs-hayesforum@osu.edu as soon as possible so that we can best work to accommodate your needs. We can work to provide chairs for presenters who may need additional support furing presentations, meet in advance to schedule a room walk through/show you the room you are assigned to (if you are partially sighted or blind, or using guides of any sort), or work to provide any additional aides.
Hayes Forum Schedule
The schedule for the 2025 Hayes Forum is posted under the "2025 Hayes Forum Guides, Schedule, & Program" tab on the immediate left of this page. It is also linked here for your ease of access.