AV Guidelines

Can be found here.

Presentation Material Guidelines

Oral Presentations - Electronic slide preparation

AAPM will only allow electronic slide presentations in PowerPoint (ppt) or Portable Document File (pdf) formats.
Use background and text material to provide maximum text contrast, e.g., white or yellow text against dark blue background, black or dark blue text against light gray or yellow background.
Avoid ALL CAPS text.
Avoid having more than 7 lines of text per slide and more than 8 words per line.
The text size should ideally not be smaller than 24-points.
Note that sans-serif fonts (e.g., Arial, Helvetica) are easier to read than serif fonts (e.g., Times Roman)
Use standard fonts as much as possible. For PowerPoint, embed nonstandard fonts into the presentation
Avoid full sentences and excessive text in general. Bulleted items with key words are preferable. Remember that the slides are presented as a supplement to your talk, not the other way around.
Avoid having more than a maximum of two graphic features (e.g., plots or illustrations) per slide. A single feature per slide would be preferable.
Avoid presentation of excessive tabular information.
Animation and the use of color can effectively enhance a presentation. However, avoid excessive use of animation and colors as they can be distracting. These features should be used only as a means to enhance the communication objective of the lecture.
Plan your target number of slides to be 1-2 slides per minute of lecture time.
When you give your lecture, talk to your audience, not your slides! You should be facing your audience in most of your lecture.
Make sure that people can hear you well. Adjust the microphone if necessary.
Leave adequate time for questions per your session chair's direction.

Moderated Discussion Presentations - Electronic Slide preparation

Each author will also submit a maximum of 4 electronic slides (PowerPoint format), uploaded prior to the session via the Speaker Ready Room (Rm. 231A).
The 4 slides will be presented by the moderator on a large-screen electronic display at the Moderated Poster Session.
The slides should give very concise summary of the purpose and main results of the study.

Moderated and General Poster Discussion Presentations - Poster preparation

Poster Display Dimensions:

Moderated Posters - 8 feet wide by 4 feet high display
General Posters - 4 feet wide by 4 feet wide display
Poster material should be printed on presentation board or stiff paper.
Posters are increasingly taking the center stage in many scientific conferences. Think "quality" when you put your poster together. A poorly and hap-hazardly put together poster reflects negatively on the authors and the institution they are from.
The text should be large enough such that it would be readily readable at a distance of 5 feet from the poster. The text should be double spaced and not smaller than 16-points.
Note that sans-serif fonts (e.g., Arial, Helvetica) are easier to read than serif fonts (e.g., Times Roman)
Organize the material in a sequential columnar (top-to-bottom/left-to-right) format as opposed to a row-wise format (left-to-right/top-to-bottom). This would make it easier for multiple people to read the poster at the same time.
For moderated posters, be ready to provide a succinct 1-minute summary of your work, if directed as such by your session chair.
For moderated posters, annunciate and speak into the microphone when you speak (not to your poster).
For general poster discussions, be prepared to interact with any interested attendees.

Oral and Moderated Poster Discussion Presentations -
Electronic Poster Submission Instructions

At the 2006 AAPM Annual Meeting, there will be dedicated Electronic Poster Viewing Areas, located in Exhibit Hall F1.

Submitters of abstracts that were accepted and assigned to oral presentations and moderated poster presentations are required to submit an electronic file consisting of an overview of their work or presentation by JULY 26.

AAPM HQ will then organize the submissions to be loaded onto the hard drives of the computers located in the Electronic Poster Viewing Areas. It is imperative submissions are complete by close of business, JULY 26, in order to allow time to organize the files.

In the past, AAPM required Oral presenters participating in Scientific Sessions to prepare a hardcopy poster display of their work, to be posted in the dedicated Poster Area of the Meeting. The electronic file is to replace the previously required hardcopy poster display. Oral presenters participating in Scientific Sessions must still go to the Speaker Ready Room to upload their presentation to be given during their assigned session.

Moderated Poster Discussion Presenters must still prepare the required 4 x 8 hardcopy poster display to be mounted in the designated Moderated Poster Discussion Area of the Exhibit Halls.

The purpose of the electronic file is to give attendees an 'overview' of your work. An emphasis on clear data presentation (i.e. images, graphs and tables) and concise text (abstract methods, results, conclusions) is encouraged.

DEADLINE DATE:
WEDNESDAY - JULY 26

The online abstract submission system site is now available to accept the Electronic Poster Display file. Once you have accessed the site:

AAPM Online Abstract Submission System - Login Site

(Available Monday, May 1)

You'll be prompted to login using your Abstract Submission Username and Password.

If you have forgotten your assigned Abstract Submission System Username and Password enter your email address and press SUBMIT to have the system email the information.

Once you obtain a username and password, you can access the submission system and will be taken to your personal Homepage for the meeting.

From your personal Homepage, click "Disposition Available" for the title of your ORAL or MODERATED POSTER presentation submission.

Once at your Disposition page, look for the label " Electronic Poster Upload Instructions ".

Rename your file to the name that is given (this also happens to be the talk number for your presentation) and click the upload link to upload your document.

File Specifications:

The required format is PowerPoint.
The Electronic Poster Display file should not exceed 5MB.
The file may consist of one single PowerPoint slide OR multiple PowerPoint slides, as long as it does not exceed 5MB.

Poster Presentations - Information and Set Up/Take Down Schedule

Moderated and General Poster Discussion Displays

Poster displays should be mounted and removed during the designated times listed below. The posters will be displayed beginning Sunday at 1:30 pm - Thursday, at 1:00 pm. If you cannot attend the entire meeting, please make arrangements for collaborators or colleagues to mount the poster prior to 12:00 pm Sunday and take it down on Thursday. Any displays remaining after the designated take down time will be discarded.

Authors will be required to be present at their poster display during the designated time of their assigned session (Moderated Poster Discussion or General Poster Discussion session) in order to interact with attendees.

Pushpins will be provided in the poster session area of the Exhibit Hall. If you prefer to use Velcro strips instead of push pins to mount your poster, the display board that will be provided should adhere to the hook side of Velcro material. Velcro strips are available in many art supply and hardware stores; Velcro will not be provided at the meeting.

Poster Display Dimensions

Moderated Poster Discussion Displays - 8 feet wide by 4 feet high display (7.83 ft x 3.83 ft. usable surface)

General Poster Discussion Display - 4 feet wide by 4 feet wide display (3.83 ft x 3.83 ft usable surface)

Posting Schedule

Set Up Time - All Posted Presentations

Saturday, July 23 (8:00 am - 6:00 pm)
Sunday, July 24 (7:00 am - 12:00 pm)

Moderated Poster Discussion Session Hours

Sunday (1:30 pm - 4:30pm)
Tuesday (4:00 pm – 5:30 pm)

General Poster Discussion Session

Sunday, July 24 (3:00 pm - 4:30 pm)
General Poster Discussion Area - Exhibit Hall F1

Authors will be required to be present at their poster display during the designated time of the General Poster Discussion session in order to interact with attendees.

Viewing Hours - All Posted Presentations

Sunday (12:00 pm - 11:00 pm)
Monday - Wednesday (7:00 am - 11:00 pm)
Thursday (7:00 am - 10:00 am)

Take Down Time - All Posted Presentations

Thursday, August 3 (10:00 am -1:00 pm)

Poster Presentations -
Display Set Up Guidelines and Poster Area Floorplans

To assist with locating and posting your display, please link to and review the following Guidelines and Poster Area floorplans prior to your arrival in Orlando:.

MODERATED and GENERAL POSTER DISPLAYS