Oral Presenter Guidelines

Please use the checklist below to ensure that you have not missed any important steps in preparing for your presentation for ACTHIV. All items listed below can be done using the Speaker Management website which you should have already received a link for this. If you do not have this information, please send an email to ACTHIV@courtesyassoc.com.

Submit your Financial Disclosures, Faculty Agreement and CV or Bio by February 28, 2010
Submit your Travel and Hotel Requests by March 15.
Prepare your Presentation.
Submit the First Draft of your Presentation by April 30.
Create a Backup Copy of your Presentation.
Submit the Final Draft of your Presentation by May 14.
ON-SITE: You Must Check in at the Conference Registration Desk and Attend the Speakers’ Breakfast on the Day of your Presentation.
Give your Presentation.

1. Submit your Financial Disclosures, Faculty Agreement, Speaker Objectives and CV or Bio.

DEADLINE is February 28, 2010

Disclosure of Relevant Financial Relationships
The American Academy of CME (Academy) has adopted the following policy for all educational activities which it certifies for physician, pharmacy, nursing, and/or dietitian continuing education.
Identify:

Any person involved with the planning and delivery of a CME/CE activity, and who has an opportunity to affect the content is required to submit a Disclosure of Relevant Financial Relationships Form to the Academy, prior to any content development. This includes, but is not limited to, all moderators, faculty/writers/editors, joint sponsoring organization’s staff, and/or planning committee members.
This disclosure must be received by the Academy prior to final confirmation of participation either as a planner or faculty/author.
If any person refuses to disclose, they will be disqualified from further participation and cannot have control of, or responsibility for, the development, management, presentation, or evaluation of the CME activity.
The Academy staff member responsible for the activity, upon receipt of each Disclosure Form, shall review and determine if a conflict of interest is present utilizing the Academy’s Conflict of Interest Algorithm. If a conflict is perceived, the Academy must document whatever method is used to address and resolve the conflict of interest.

2. Submit your Travel and Hotel Requests by March 15.

AIR TRAVEL
We encourage you to arrange travel directly with our onsite travel department, Courtesy Travel. You may do this online at the speaker management website by completing the Travel Request information no later than March 15, 2010. If you choose to make your own fight arrangements, it is required that you have this itinerary and fare approved prior to booking. Please send a copy of the itinerary and fare to ACTHIV@courtesyassoc.com. Once approved, we will send you an expense reimbursement form that you may fill out to receive reimbursement for your travel expenses.

HOTEL
In addition to your flight arrangements, we will be happy to coordinate your accommodation needs at the Hyatt Regency Denver. Please indicate your arrival and departure dates on the online speaker management website. You may make up to 3 nights’ hotel accommodations courtesy of the conference. Any additional nights requested must be paid for by you. A confirmation number and hotel information will be sent to you as soon as arrangements have been completed.

3. Prepare your Presentation

Acceptable formats for Presentations: MS Windows: Microsoft PowerPoint
Since oral presentations will be projected electronically, we require they be created using Microsoft PowerPoint. For your convenience, we have created conference-themed templates that you may use in developing your talk. The templates are pre-formatted with appropriate font styles, colors, and sizes. The templates are located on the website under “Oral Presenter Guidelines”. If you elect not to use the provided templates, we ask that you still create your presentation using PowerPoint to ensure compatibility with the conference audiovisual projection hardware. Below are tips to apply when creating your PowerPoint slides. These guidelines will result in easy-to-read, attractive, and valuable presentations.

General Guidelines	Use Photos and Charts
Keep it short and simple	• Simplify charts
Cover only one main idea per slide	• Label graphs clearly
Use large type (Sans Serif – e.g., Arial)	• Round numbers
Do not use all capital letters	• Reduce the number of captions
Use eight words or less per line

Audience Response System
The Audience Response System increases the level of interaction with audiences in their continuing education, training, or large meeting sessions. Back by popular demand, ACTHIV will once again have the Audience Response System available for any speaker who wishes to use it. It is highly encouraged that you incorporate slides into your presentation that incorporate this system. The Audience Response System allows you to:

Ask questions of your audience and immediately project a compilation of their responses on
a large public screen.
Tap into your audience’s feelings, opinions, beliefs and knowledge and then engage them in a discussion of the results
Gauge how well your message is being received, as well as stimulate discussions with your audience on the materials you are presenting.

Please contact your session chairs if you have any questions regarding the Audience Response System.

Tips for Preparing your Presentation

Keep it short and simple. PowerPoint slides should serve as an overview of your presentation content, so keep the text down to bullet points that support what you are saying.
Create an outline what of what you want to say before beginning.
If not using a pre-programmed template, use a dark background with light text.
Create a title slide that contains the title of your presentation and your name, title, and affiliation.
Type should be sized in 30 to 36 point for headings and at least 24 point for body copy
Use a Sans Serif font (example: Arial).
Use five or fewer words for each title.
Use 20 or fewer words per slide.
Double space between bullet points.
Do not use all capital letters.
Be aware of copyright laws.
Use one main idea per visual.
If using charts or graphs, label them clearly.
Charts, graphs, and diagrams should be as simple as possible for ease of viewing and comprehension.
Make sure visuals are in the proper sequence. If you need to refer to the same slide at different points in the presentation, make a duplicate slide.
Practice your narration and anticipate questions that may arise.
Only use a pointer when you need to emphasize a point; avoid swinging laser pointers at the audience.

4. Submit the First Draft of your Presentation by April 30.

You must upload a copy of your presentation by April 30 directly on the speaker management website so that your session chair and the American Academy of CME, Inc. may review your slides and request any changes if needed.
All oral presenters are required to prepare PowerPoint slides for their visual presentations. You do not need to submit a hard copy of your slides and you do not need to bring a computer onsite, as all presentations will be pre-loaded onto the Seminar computers.

If you need to make changes to your slide after April 30, you will have until May 14 to do so. You will be able to upload the revised copy of your presentation on the speaker management website.
You do not need to bring your personal computer or laptop to the seminar, as all of the oral presentations will be pre-loaded onto the conference computers; however, we do request that you bring a backup copy of your presentation with you. Late changes to your presentation can be made onsite ONLY in the Speaker Ready Room prior to the start of your session, and must be approved by the Academy.

5. Create a Backup Copy of Your Presentation

We recommend you bring at least two copies of your presentation on a CD or memory stick to the meeting in case there is a problem with one.

6. Submit the Final Draft of your Presentation by May 14.

You must upload a copy of your final presentation by May 14 on the speaker management website. It is crucial that you meet this deadline in order for the conference coordinators to include your presentation in the handouts that will be distributed to all attendees. If you do not meet this deadline, your presentation will not be included in the handouts and you must bring a copy of your final presentation to the Speaker Ready Room at least 4 hours prior to your session so that we can upload it on the conference computers.

7. ON-SITE: You Must Check in at the Conference Registration Desk and Attend the Speakers’ Breakfast on the Day of your Presentation.

When you arrive at the hotel, please check in promptly at the Conference Registration Desk located in the Centennial Ballroom Foyer to receive your materials.

If you have made any changes to your presentation since you submitted it on May 14, you must go to the Speaker Ready Room which will be located in Limestone to upload your revised presentation onto the conference computers. Please note that all attendees will receive a handout of the presentation that you submitted on May 14, so if you make any changes to your presentation, they will not have those for reference.

It is crucial that you attend the Speaker Breakfast located in Sandstone on the 4th Floor of the Hyatt Regency. Here you will have a chance to meet with the other speakers in your session and your session chairs.

8. Give Your Presentation

In order to maximize the success of the presentations, we are offering this guide as a reference to ensure the readability and effective organization of your talk. Following are tips and guidelines for creating your presentations using Microsoft PowerPoint. All presentations must be submitted in PowerPoint format. The following tips and guidelines will result in easy-to-read, attractive, and valuable presentations.

Be considerate of other speakers and the audience by staying within your allotted time. The time allotted for your presentation includes 5 minutes for discussion and changeover to the next speaker.
Session Chairs will hold you to the allotted time. This is essential to ensure adequate time for questions and discussion as well as adherence to schedule.
Prepare your presentation in advance so that your ideas are logically organized and your points clear.
Take time to rehearse your presentation. If your presentation runs longer than the allotted time, eliminate the least essential material and rehearse again.
Give an opening statement to acquaint the audience with the nature and purpose of the study. Speak slowly and clearly. Word choice should be simple: use active words and short sentences.
Use the public address system, and speak into the microphone and toward the audience.
If using the microphone clipped to your lapel, it is difficult for the audience to hear if you turn your head away from the microphone. If you need to see what is on the screen, have copies at the podium.