For Presenters

What is Provided?

Each presentation room will be equipped with a lectern, an amplified sound system for audio playback, and projection equipment appropriate to the room size. Presenters must provide any needed equipment beyond this provision.

Presenters must play all sound and video files from their laptop, tablet, or iPod. Component DVD or CD players are NOT provided, and computers will not be available for rental or loan. You will want to make certain batteries are well charged, as access to electrical power is not always guaranteed. If electrical power is available, please remember that Belgium is on the 230V standard rather than 110V, so it is a good idea to bring a plug adaptor (see “Electricity” section of Travel Resources page). It is also recommended that you save your presentation to a flash drive or external memory device in the event of computer failure.

Technical Support
An A/V technician will be on duty throughout the conference to assist as needed.

Connecting Your Laptop
Cables to connect your laptop to the audio (headphone jack) and/or projection equipment (VGA and HDMI connections) will be provided. Mac users are asked to bring the appropriate adapter to connect their devices to the projector (e.g., Mini-DVI to VGA, Mini DisplayPort to VGA).

Screen Format
All of the screens available for the conference will display using the industry standard widescreen ratio of 16:9. Thus, it is recommended that you format your PowerPoint presentations accordingly so that your slides fill up the entire screen and you won’t be left with large, empty sections on either side. If you are planning to use an existing PowerPoint presentation which was set up using a 4:3 format, it is easy to convert your existing presentation to the widescreen format. Click here for a video tutorial on how to convert a 4:3 presentation to the 16:9 standard.

When Can You Set Up?
Within each session, 5 minutes are allotted between presentations for equipment setup and introductions. It is important that you have your display/demonstration materials ready to keep the conference running on time. You may connect your devices and prepare your area during the question-and-answer time of the preceding presenter. If you wish to connect and test your equipment in advance of your scheduled session, please communicate with CMS as far in advance as possible to discuss the most appropriate time for conducting such a test. 

Internet access may be available, but is not guaranteed, in our conference presentation rooms. Conference organizers have contacted everyone who had initially requested an Internet connection to discuss alternatives. If Internet is critical to your presentation but arrangements have not been confirmed, please communicate with CMS as soon as possible.

Please Note: If one’s sole purpose in connecting to the Internet is to show a YouTube video as part of a presentation, it is possible (and recommended) to download the video to a laptop in advance. One may also insert a video clip into a PowerPoint presentation, negating the necessity for an Internet connection. Please visit this tutorial on how to manage this using the Firefox browser. Alternatively, you may install free software to download YouTube videos to your computer.

Piano Provisions

The following presentation rooms will be equipped with performance-quality pianos:

Hogeschool Gent:
Mengal Concert Hall
Miry Concert Hall
Miry Café

Gent Opera House:
Lully Hall

Chris Maene Workshop & Museum:
Workshop Auditorium


The following presentation rooms will not contain a piano:

Marriott Hotel Grand Place (Brussels):
La Senne Ballroom
Studio 2
Studio 3

Chris Maene Workshop & Museum:
Chris Maene Room

Studio 1

Practice Rooms

At least 2 practice rooms with upright pianos or better will be available for use per the following schedule:

Thursday, July 11
1:00 pm – 9:00 pm

Friday, July 12   
9:00 am – 5:00 pm

Saturday, July 13
No practice rooms are available on this day.

Sunday, July 14
9:00 am – 3:30 pm

Monday, July 15
9:00 am – 12 noon

Tuesday, July 16
No practice rooms are available on this day.

Wednesday, July 17
9:00 am – 5:00 pm

Thursday, July 18
9:00 am – 3:00 pm


Please note the following:

  1. Practice rooms are provided for warm-up & rehearsal specifically related to this conference. Those preparing non-conference related projects must make their own arrangements elsewhere for practice facilities.

  2. 30 minutes per presentation or ensemble — NOT PER PERSON — may be reserved for each day that practice rooms are available. Ensembles should appoint one member of the group to reserve on behalf of the group, and reservations should be made under the ensemble’s name.

  3. If any vacancies remain on the practice room schedule once the conference has started, an additional 30 minutes per presentation or ensemble may be reserved.

  4. Those offering performances and lecture-recitals will be guaranteed 30 minutes of warm-up time on the day prior to, or the day of, their presentation. This time has already been reserved by CMS on behalf of each presenter or ensemble. Presenters are free to cancel this reserved time or trade with other presenters, if they wish. Unfortunately, the schedule is too tight to allow all presenters practice time in their presentation space.

  5. Pianos may not be prepared or altered in any way, including the insertion of objects into or onto the strings.

  6. Kindly display the utmost in professional courtesy regarding piano usage and room sharing.



In addition to the rehearsal space described above, specific times have been allotted for set-up and sound-check in the concert space related to the Performances of New Music by CMS Composers per the following schedule:

Performances of New Music I:

Monday, July 15
Lully Hall (Ghent Opera House)
Set-up & Rehearsal: 9:30 am – 12 noon
Concert Begins: 1:45 pm

Performances of New Music II:

Thursday, July 18
Kamermuziekzaal (Concertgebouw)
Set-up & Rehearsal: 2:15 – 3:45 pm
Concert Begins: 4:00 pm

The concert manager will reach out directly to composers and performers with detailed schedules for these rehearsals.


An online practice room schedule has been established for this conference and attendees may now reserve space on a first-come, first-served basis via computer, cell phone, or tablet.

  1. Click here to see a list of all practice rooms, organized by date and time (you will be redirected to the SignUpGenius website).

  2. For each tab, tick the box next to the time slot you wish to reserve, then click the “Submit and Sign Up” button at the bottom of the screen. Important: If you create a free account with SignUpGenius before making your selections, you will be able to return later and make edits to, or delete, your choices. To create an account, click the “Log In” button in the upper, right hand portion of the page. From the login page, select “New account” and enter the requested information.

  3. You will now have the option to enter the names of any collaborators or the name of your ensemble (as appropriate), in the provided field. Please do not re-enter your name in this field. Ensembles should list the name of their group in this field. If this does not apply to you, leave this field blank.

  4. Click the “Back to Sign Up” button to make selections. The tabs at the top of the page will present a practice room sign-up form for each city.


  • Q: What if I do not have access to a computer, cell phone, or tablet?
  • A: Please visit the conference registration desk in Brussels and registration personnel will be able to assist you in reserving a practice room.

  • Q: What if I do not wish to create an account with SignUpGenius?
  • A: That’s fine. You may still reserve a practice room with your name and email address; however, you will not be able to cancel or edit the reservation online later.

  • Q: How do I change or cancel my practice room reservation?
  • A: Here’s how:
    1. Login to with your email address and password.
    2. On the home page you should see the heading “Items I Signed Up For.”
    3. To the right of the slot you have signed up for, you will see the options to “Edit,” or “Delete.” Select whichever option applies and follow the on-screen instructions.

  • Q: How do I swap rehearsal times with another person?
  • A: Here’s how:
    1. Login to with your email address and password.
    2. Open the Practice Room Schedule.
    3. Underneath the slot with your name, you will see options to “Edit,” “Swap,” or “Delete.” Select “Swap.”
    4. Tick the box next to the name of the person with whom you would like to swap and click “Request a Swap” at the bottom of the page. An email message will be sent to that person and they may choose to either accept or decline your request. Once they have responded, you will automatically receive an email message with their response.

If you have other questions regarding how to use this system, you will likely find the SignUpGenius Help page helpful. If your question is not answered there, please contact Peter Park of CMS.

(Approved by the CMS Board of Directors, April 1, 2011)

1) If a proposal is accepted, the presenter agrees to register for the full conference and present in person. A presenter may not assign someone else to give their presentation.

2) If a presenter is unable to attend the conference and present in person, s/he is expected to contact the Program Chair or the CMS Director of Professional Activities and withdraw at least 30 days in advance of the program so that an alternate presenter may be invited to serve as a substitute.

3) If there are extenuating circumstances that prevent the presenter from contacting CMS by the above deadline, it is expected that s/he will still contact the Program Chair or the CMS Executive Office as soon as possible to notify that s/he will be unable to attend.

4) A presenter who has made no contact with the Program Chair or the CMS Executive Office, and who does not present in person, will be considered a “No Show” and will be prohibited from submitting proposals in the next year to CMS Regional and National conferences, or to the following International Conference.