• Fort Worth Convention Center
  • 10.27.19 - 10.30.19

For 2018 Speakers

Let everyone know you’ll be there

Use this graphic (right-click and save) on your website, email signature, e-newsletter or any other electronic communications you have prior to the conference.



Preparing for The HRSouthwest Conference

Session Materials and Handouts

The Day of Your Presentation

Preparing for The HRSouthwest Conference

Travel & Hotel Information
Speakers are financially responsible for their own travel, hotel accommodations and parking. We partner with airlines, ground transportation providers and hotels to offer special rates to our speakers and attendees. To obtain special conference rates, be sure to mention that you are part of The HRSouthwest Conference. Hotel blocks fill up fast, so please make your reservations as soon as possible. For more information, please visit hrsouthwest.com/housing.

Presentation Format
To bring uniformity to all presentations and promote the conference theme, all educational session presentations MUST utilize the official HRSouthwest Conference PowerPoint template.

Audio Visual Equipment & Room Set Up

New! Speakers are no longer required bring their own laptops. You will be required to submit your presentations in advance and can make last-minute edits at any time. When it’s your turn to speak, you won’t have to worry about connecting your laptop. The presentation will be preloaded and ready to go in your assigned meeting room. With this capability, you’ll maximize your speaker time.

In addition to the laptop, the following complimentary AV equipment in each room includes:

  • Projection screen
  • LCD Projector
  • 4-Channel Mixer
  • Wired Microphone at Podium
  • Wireless Microphone (1 Lavaliere or 1 Handheld)

Each room will be set up with theater seating. A podium and projection screen are at the front center of the room. A session coordinator will be present in each room to assist you in getting your presentation started and to help keep time.

Please Note: Any additional AV equipment is at the expense of the speaker and can be ordered through our audio/visual partner.

Technical Assistants
Should you need technical assistance to present your session, each speaker can bring one (1) technical assistant to help during your presentation. This individual is not a co-speaker and your assistant will only have access to your session.

Please note the technical assistant will be required to leave a photo ID in the Speaker Prep Room during your session and is required to return their badge immediately after the session. If you are bringing a technical assistant for your educational session, please contact speakers@hrsouthwest.com.

Video Taping
As a reminder, videotaping is not permitted during your session. However, HRSWC reserves the right to capture educational content per the speaker agreement.

Session Materials and Handouts

Reference materials are highly valued by conference participants and you are strongly encouraged to make handouts available. Registered conference attendees will view session handouts via The HRSouthwest Conference mobile app.

Downloadable Handouts
Submit handouts through your speaker registration profile. The deadline to submit downloadable session handouts is September 14, 2018. Specific instructions will be distributed via email 4-6 weeks prior to the conference.

Online Handout Requirements:

  • The max file size for documents is 10MB.
  • The supported file formats are: pdf, doc, docx, xls, xlsx, ppt, pptx, png, jpeg and jpg

Paper Handouts
Distribution of paper handouts is the responsibility of the speaker. We encourage you to upload reference materials to the mobile app. However, if you prefer to ship your handouts in advance, conference organizers can deliver your handouts to the Fort Worth Convention Center:

The HRSouthwest Conference
5001 LBJ Freeway, Suite 800
Dallas, TX 75244

We will accept packages from August 6 – September 7, 2018. You are responsible for any materials needed for your session after September 7, 2018. We recommend the following:

  • Ship directly to your hotel and bring handouts with you to the convention center OR
  • Ship by FedEx to the FedEx Office at 901 Houston Street (one block away) and pickup when you arrive onsite OR
  • Send the copy job the FedEx Office at 901 Houston Street and pickup when you arrive onsite

FedEx Office speaker discount code: #0479673926
**IMPORTANT NOTE** Shipments sent directly to the Fort Worth Convention Center may not be accepted by facility management and are subject to handling charges.

Promotional business and products information
Please remember that speakers may not use educational sessions to promote, market or sell a product or service, or to solicit attendee contact information. This includes distribution of forms, price lists or other marketing material. However, speakers are welcome to include their company name and contact information on the first or last page of their handout, reference books or articles that they have authored (if appropriate in the context of the session content) and distribute business cards upon request at the end of the session.

The Day of Your Presentation

Dress Code: Business Casual

When should I arrive for my presentation?

Location: The Fort Worth Convention Center (FWCC), 1201 Houston St, Fort Worth, TX 76102 (map)

Please allow plenty of time for rush hour traffic, road construction and parking. It is recommended that you arrive at the FWCC no later than one hour before your presentation is scheduled to begin to check in, get your conference badge, and confirm that your presentation is correctly loaded into the Presentation Management System.

There are many parking areas within walking distance to the Fort Worth Convention. The two closest are the Houston Street Parking Garage at 1200 Houston Street and the Commerce Street Parking Garage at 1301 Commerce Street. 

Speaker Lounge Location
Please report to the Speaker Lounge (located on Level 1) to pick up your name badge and conference materials. An Educational Sessions Committee Member will meet you to help you check in, prepare for your presentation and help you locate your session room. Water and light snacks are also provide in the Speaker Lounge

The lounge is open the following hours:

Monday – 6:00 AM – 5:00 PM
Tuesday – 6:00 AM – 5:00 PM
Wednesday – 6:00 AM – 11:00 AM

The Speaker Lounge is Sponsored by



Wi-Fi is available throughout the convention center.

Enjoy the conference
As a speaker, you receive complimentary full registration. Your name badge grants you access to the entire conference. If you would like to bring a guest to the Sunday welcome reception or the Tuesday evening event, guest passes are available for purchase for $50 per event and can be purchased at the registration desk.   *Please note that speakers are not eligible for prize drawings.

Onsite Printing
There is not onsite printing available at the convention center. It is recommended that you come prepared with your materials.  Should you need to print something onsite, you are eligible to use this speaker discount code [#0479673926] for onsite printing with FedEx Office. The office closest to the FWCC is located at 901 Houston St., Fort Worth, TX 76102.

Who’s Attending?
HRSWC is the largest regional human resources conference in the United States, attracting more than 2,000 HR professionals annually from more than 25 states and beyond. The majority of HRSWC attendees:

  • Seek recertification credit hours for their professional HR designation
  • Represent top industries such as health care, manufacturing, government and finance
  • Perform many different functions within their organizations including HR generalist, employee relations, recruitment, benefits, and training and development
  • Serve in the role of manager/director and above

Look who’s coming!

After The HRSouthwest Conference

Thank you for your participation as a speaker.

It will take a few weeks for the conference staff to review and compile your session evaluations and give you the feedback received from participants.  Attendee feedback is anonymous.  We do not share contact details of our attendees.

We value your opinion! Please be sure to complete the Speaker Evaluation that will be emailed to you following The HRSouthwest Conference. If you do not receive the email, please contact education@hrsouthwest.com.  Surveys help us enhance your speaker experience in the years to come.

Save the Date!

The HRSouthwest Conference will be held on October 27-30, 2019. As a speaker at the 2018 conference, you’ll be included in our call for proposals in January 2019.


Have Additional Questions?

Contact us at speakers@hrsouthwest.com if you need more information

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