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AV Guidelines

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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 and General Poster 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.

Moderated Poster Presenters - Slide Set Upload Instructions - Deadline JUNE 20

Moderated Poster Presentation Session Overview:

• At the scheduled session time, at least one author should be present by the poster for discussions with attendees.
• The Session will be 45 minutes in length and have 6 posters in the session.
• Pre-meeting, each author will submit a set of 5 electronic slides (PowerPoint format - 1 title page followed by 4 slides), uploaded by June 20 via the abstract submission system. The 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. The moderator will use this material to prepare for the session.

Required Slide Set - Upload Instructions:

• Slide preparation - Presenters must use this SLIDE SET TEMPLATE when preparing the required slide set. The slide set to consist of the following:
  • Slide 1 - Title Page
  • Slide 2 - Purpose/Aim of Study
  • Slide 3 - Method/Key Points
  • Slide 4 - Key Results
  • Slide 5 - Conclusion/What was Learned
• To upload the slide set:
  • Slide sets must be uploaded via the AAPM abstract submission system by the designated CORRESPONDING AUTHOR of the original submission. If the Presenting Author is not the designated Corresponding Author, please contact Lisa Rose Sullivan at lrose@aapm.org for further instruction.
  • Link to the abstract submission system: http://www.aapm.org/meetings/amos2/login.asp?meetingid=35
  • You'll be prompted to login using an Abstract Submission Username and Password.
    • If you have forgotten your assigned Abstract Submission System Username or 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.
  • At your personal homepage, link to the TITLE of the abstract assigned to the Moderated Poster Discussion session.
  • The next screen is the Abstract Submission Status page. Scroll down and select 'UPLOAD OR MODIFY YOUR DOCUMENTS'
  • The next screen is the Abstract Submission Upload page. Select the icon to upload your Moderated Poster - Slide Set
  • Select 'PPT & PPS FILE only' as the file type you wish to upload. DO NOT submit a Word document. Browse for the PPT file saved on your computer and select UPLOAD.
  • All slide sets MUST be submitted by June 20. If the slide set is not submitted, the poster will be mentioned but NOT discussed.

Session Format will be as follows:

• The moderator will announce the title and presenting author of each poster and identify him/her to the audience.
• The moderator will then show the 5 slides on the electronic display in order to concisely convey the purpose and main result(s), pointing out any relationship to other posters in the session.
• The moderator will ask the author 1-2 questions that can be answered quickly, clarifying some important aspect of the study.
• The moderated portion of the session will be 30 minutes maximum. Then the formal session will break and the audience and authors are free to discuss details about individual work on a small group basis for the remainder of the session (15 minutes).
• A 4’ x 8’ hardcopy poster is required and will be displayed in the Moderated Poster Discussion areas. NOTE: Moderated Poster presenters are NOT required to provide an Electronic Poster for the Electronic Poster Viewing Areas.
• Each Moderated Poster area will be equipped with one Electronic Display system for single projection of Microsoft PowerPoint presentations. The Session Slides will be presented by the session moderator on the Electronic Display at the Moderated Poster Discussion session.

Oral Presentations - Electronic Poster Submission Instructions

Dedicated Electronic Poster Viewing Areas will be located in the poster area of Exhibit Hall E.

Submitters of abstracts that were accepted and assigned to oral presentations are required to submit an electronic file consisting of an overview of their work or presentation by JULY 16.

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 16, 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.

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. If you choose, you can submit the slide set you plan to present during your ORAL presentation to be given at the meeting, or a variation of the presentation. Or, if you previously submitted a supporting document during the abstract submission process, you can submit the same information as long as it's PowerPoint file.

Electronic Poster Display files will be submitted via the AAPM online abstract submission system (AMOS). The online abstract submission system will be open JUNE 25 - JULY 16 to allow for the submission of the Electronic Poster Display file.

ELECTRONIC POSTER DISPLAY
File Submission Dates:
JUNE 25 - JULY 16

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

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 presentation submission.
• Once at your Disposition page, look for the label "Electronic Poster Upload Instructions ".
  Select t the UPLOAD your PowerPoint Presentation link.
• On the next screen, you’ll be prompted to browse for the PowerPoint file saved on your computer.
• Select the correct file and click UPLOAD.
• Once the file is uploaded, a confirmation stating the upload was successful will appear on your screen.
• Close the browser. For security reason you will not able to view the file.
• The process is complete.
• If you choose, you may upload revisions of the file until the system closed on JULY 16.
• Each upload of a revised file will overwrite the previous submission.

File Specifications:

• The required format is PowerPoint.
• The file may consist of one single PowerPoint slide OR multiple PowerPoint slides.

NOTE:

The Electronic Poster files will be available for VIEWING ONLY in the Electronic Poster Viewing Stations located in the Poster Area during the AAPM Annual Meeting. Electronic Posters will not be available for viewing following the meeting.

Poster Presentations - Information and Set Up/Take Down Schedule

Moderated and General Posters Displays

Moderated and General Posters will be displayed in Exhibit Hall E of the George R. Brown Convention Center.

Poster displays should be mounted and removed during the designated times listed below. The posters will be displayed beginning Sunday at 1:30 pm - Wednesday 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 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.

(PLEASE NOTE: Velcro will NOT adhere to the display boards that will be provided at the meeting. We apologize for any inconvenience this may cause in developing your poster. Please make adjustments to your design in order to use push pins for mounting the poster to the board.)

Poster Display Dimensions

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

General Poster Presentations - 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 26 (8:00 am - 6:00 pm)
Sunday, July 27 (7:00 am - 12:00 pm)

Moderated Poster Discussion Session Hours

Sunday, July 27 (1:30 pm - 3:00 pm)
Tuesday, July 29 (4:00 pm – 5:30 pm)

General Poster Session

Sunday, July 27 (3:00 pm - 4:30 pm) 
General Poster Area - Exhibit Hall E

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, July 27 (12:00 pm - 11:00 pm)
Monday - Wednesday (7:00 am - 11:00 pm)
Thursday, July 31 (7:00 am - 2:20 pm)

Take Down Time - All Posted Presentations

Thursday, July 31 (2:20 pm - 3:00 pm)

 

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