AAP 2026 CONFERENCE

This guide covers everything you need to participate in AAP 2026 remotely — whether you are presenting a paper or attending sessions from outside Hamilton. Please read it before the conference begins.

The conference programme is published on Sched, our conference app. Sched is where you find session details, Zoom links, handouts, and your personal schedule.

Conference Sched site: https://aap2026conference.sched.com

⚠️ Important — you must use a web browser to access Zoom links

• The Sched mobile and tablet app does NOT show Zoom links.

• To access Zoom links, open Sched in a web browser (Chrome, Safari, Edge, Firefox) on your computer, phone, or tablet.

• Go to aap2026conference.sched.com in your browser — do not use the Sched app.

Logging in to Sched

The conference programme is login-protected. You will receive an invitation email from Sched when you are registered. If you have not received an invitation or cannot log in, contact us at [email protected].

Setting up your profile

Once logged in, we encourage you to set up your Sched profile. This helps other delegates find and connect with you during the conference. You can add your name, photo, affiliation, and a short bio.

Finding your session and accessing Zoom links

• Go to aap2026conference.sched.com in your web browser.

• Log in with your Sched account.

• Browse or search the schedule to find your session.

• Click on the session to open the detail view — the Zoom link is displayed here.

• Click the Zoom link to join the session directly.

Sched has several features to help you navigate the programme and build your personal schedule. The web browser version and the mobile app work slightly differently — see below.

Filtering and searching

In both the web browser and the app you can filter and search the programme in several ways:

• By day — use the day tabs at the top of the programme to view sessions on a specific day.

• By stream — filter by topic area to find sessions in your area of interest.

• By presentation mode — type remote or in person in the search box to find sessions by how the paper is being presented.

• Free text search — search by presenter name, paper title, or keyword.

Setting your time zone

Session times are displayed differently depending on how you access Sched:

• Sched app (phone/tablet) — times are shown automatically in your local time zone.

• Sched web browser — times are shown in New Zealand Standard Time (NZST, UTC+12) by default.

If you are accessing Sched in a web browser, we strongly recommend setting your time zone so session times display correctly for your location. Look for the time zone setting on the schedule page in your browser and set it to your local time zone before building your schedule.

If you are joining from outside New Zealand

• Set your time zone in the Sched web browser before you do anything else — this ensures all session times display in your local time.

• New Zealand Standard Time in July is UTC+12.

• If you are unsure of the NZST equivalent for your sessions, worldtimebuddy.com is a useful converter.

Building your personal schedule

• Click the circle icon on any session to add it to your personal schedule.

• Your personal schedule is accessible from your Sched profile and can be used to plan your week.

Using the Sched app

The Sched app is useful for browsing the programme and managing your personal schedule on the go, but remember it does not show Zoom links. For the best experience:

• Use the app to browse sessions, filter by stream, and manage your personal schedule.

• Switch to a web browser when you need to access a Zoom link to join a session.

• If the app is not showing the latest programme updates, go to Settings within the app and tap Refresh All Data to sync the latest content.

All sessions use Zoom. Each room has its own dedicated, permanent Zoom link published in Sched. You do not need a Zoom account to join as a participant — you can join via your web browser if you prefer.

Before the conference — test your setup

• Test your Zoom setup before the conference: https://zoom.us/test

• Check that your microphone and camera are working.

• If you are presenting, have your presentation slides open and ready to share before joining.

When you join

• You will be muted automatically on entry — this is expected. You can unmute yourself when invited to speak.

• Sessions are hybrid hosted at the University of Waikato. You will see the in-room camera feed and hear the presenter and audience.

• The session chair is physically present in the room and will facilitate Q&A including questions from remote attendees.

Asking questions

• Use the Zoom “Raise Hand” button to indicate you have a question during Q&A.

• You can also type your question in the Zoom chat — the session chair will monitor the chat and relay your question to the presenter.

• Wait to be invited to unmute before speaking.

If you are presenting your paper remotely, this section is for you. Approximately one third of papers at AAP 2026 will be presented remotely.

What to expect

• A session chair will be physically present in the Hamilton room for your session. They will introduce you, manage Q&A, and relay questions from the in-person audience.

• Technical assistance is available — see Section 5 for contact details.

• The in-person audience will see your video and hear your audio through the room’s AV system.

Before your session

• Join your Zoom room 10 minutes before your session start time using the link in Sched.

• Check your audio — speak and ask the session chair to confirm they can hear you clearly.

• Test your screen share — share your presentation slides and confirm they are visible to the room.

• Have your slides open and ready to go before the session starts.

Sharing your slides

• In Zoom, click “Share Screen” (at the bottom centre of the Zoom window) and select the window showing your presentation. If your window is small, you may have to click the “More” button first.     
  • If you are using PowerPoint or Keynote, start the slideshow before sharing so the audience sees your slides full screen.
  • If you have difficulty sharing your screen, upload your slides to your session as a backup before your session (see below for instructions)— the session chair can share them on your behalf if needed.

  During your session

  • Present as you normally would — speak clearly and at a measured pace for the benefit of both the in-room and remote audience.
  • The session chair will signal you when you have 5 minutes remaining (via Zoom chat).
  • During Q&A, the session chair will relay questions from the in-person audience to you and manage remote questions via Raise Hand and chat.

  If you have technical difficulties

  • Stay calm — technical issues happen. The session chair will manage the room while you reconnect.
  • If you lose connection, rejoin using the same Sched link immediately.
  • If you cannot reconnect within a few minutes, contact Nigel Curtain-Smith on +61 488 060 152 2290 (WhatsApp or call).
  • As a backup, upload your slides to your speaker profile before your session so they can be shared on your behalf if needed.

  5. Uploading Handouts (or slides)

  Presenters are encouraged to upload handouts or supporting materials directly to their session in Sched. Handouts are visible to all logged-in delegates.

  How to upload a handout

  • Log in to Sched at aap2026conference.sched.com.
  • Find your session in the programme and click on it.
  • Look for the option to add files or attachments to your session.
  • Upload your handout (PDF recommended for compatibility).

  There is no deadline for uploading handouts, but we recommend doing so at least the day before your session so delegates can access them in advance.

  6. Recordings

  AAP 2026 has a no-recording policy to protect works in progress and unpublished research.

  • Contributed paper sessions are not recorded.
  • Plenary sessions (keynotes and President’s Address) are recorded and will be made available to registered delegates. Please allow several weeks after the conference for recordings to be processed and distributed.
  • Please do not make your own private recordings of any session — this applies to both in-person and remote attendees.

  7. Getting Help

  When
  Who to contact
  Before the conference — registration, Sched access, general queries
  Email: [email protected]
  On the day — first instance
  Your session chair — they are in the room and will assist
  On the day — urgent technical issues
  Nigel Curtain-Smith (AAP Technical Officer) Phone/WhatsApp: +61 488 060 152
  

  We look forward to welcoming you to AAP 2026 — whether you are joining us in Hamilton or from afar.