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FINDING CURES TOGETHER<sup>SM</sup>

AACR Annual Meeting 2017

​Information for Presenters

Information for Invited Speakers

  • Advance Upload of Presentations. All presentation files for sessions in the Washington Convention Center should be uploaded to the Annual Meeting Presentation Management system before speakers arrive onsite. (Presenters will be notified via e-mail when the upload site is available in early March.)

  • Speaker Preparation Room: Room 209A, Washington Convention Center. Upon arrival, speakers should visit the Speaker Preparation Room (Room 209A) at least four hours before their session begins to test their presentations. The Speaker Preparation Room will open on Friday, April 1, from 2:00 p.m. to 6:00 p.m., and will be open daily during the meeting from 6:30 a.m. to 6:30 p.m.
    Please Note: Speakers in sessions located in hotels should not check in at the Speaker Preparation Room. Speakers in hotel sessions should arrive at their room 30 minutes prior to the start of the session and check in with the AV technician.

  • Acceptable Presentation Formats. Acceptable formats include PowerPoint (.ppt, .pptx), Adobe Acrobat (.pdf), and Apple Keynote. Recommended video formats are Windows Media (.wmv) for Windows presentations and Quicktime (.mov) for Mac presentations. Please Note: The screens in all session rooms will be configured to display slides in 16:9 (widescreen) format. To avoid projection issues during the session, presenters should make sure their slides are saved in 16:9 format.

  • Equipment in Session Rooms. Personal laptops cannot be used in the session rooms; presenters should visit the Speaker Preparation Room (Room 209A) to transfer files from personal laptops. Each session room will have one presentation PC at the lectern loaded with Windows 7, Microsoft Office 2010, Adobe Acrobat Reader, and Windows Media Player. There will also be one presentation Mac equipped with OSX 10.6.8, Microsoft Office: Mac 2011, Apple iWork ’09, Adobe Acrobat Reader, and Quicktime. Please note that Internet access will not be available in the session room during presentations; therefore, web-based content will need to be included in the presentation files.

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Information for Minisymposium Presenters

  • Registration and Housing. Minisymposium presenters must register for the full meeting at the rate appropriate to their membership status and obtain their own hotel accommodations.

  • Speaker Preparation Room: Room 209A, Washington Convention Center. Upon arrival, speakers should visit the Speaker Preparation Room (Room 209A in the convention center) the day before their session begins to test their presentations. The Speaker Preparation Room will open on Friday, April 1, from 2:00 p.m. to 6:00 p.m., and will be open daily during the meeting from 6:30 a.m. to 6:30 p.m.

  • Acceptable Presentation Formats. Acceptable formats include PowerPoint (.ppt, .pptx), Adobe Acrobat (.pdf), and Apple Keynote. Recommended video formats are Windows Media (.wmv) for Windows presentations and Quicktime (.mov) for Mac presentations. Please Note: The screens in all session rooms will be configured to display slides in 16:9 (widescreen) format. To avoid projection issues during the session, presenters should make sure their slides are saved in 16:9 format.

  • Presentation and Session Format. All minisymposium presentations at the Annual Meeting will be in PowerPoint format. Speakers in regular Minisymposia have 10 minutes to present their talks and five minutes to answer questions, while speakers in Clinical Trials Minisymposia have 15 minutes to present and five minutes to answer questions.

  • Advance Preparation with Session Chairpersons. Presenters must send a summary of their talks to both of their session chairpersons no later than Friday, March 10. A list of session chairpersons and their contact information will be available on this page in late February. Summaries should include a copy of the PowerPoint presentation, a description of the methods, and a summary of the findings and the conclusions. Presenters should also submit two or three questions about the general topic of the session to assist the chairpersons in stimulating discussion.

  • Withdrawal of Minisymposium Presentations. As a courtesy to their colleagues, presenters who are unable to attend the meeting should inform the AACR office in writing. [Email: abstractchanges@aacr.org; Fax: (215) 599-0111.]

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Information for Poster Presenters

  • Preferred Poster Printing and Delivery Service. Poster presenters are encouraged to use the Call4Posters® service, the only poster printing service that allows attendees to pick up their posters in Washington, avoiding baggage fees and airport security delays. Special AACR discounts are available on a range of high-quality paper stocks. The Call4Posters® staff will professionally review posters before and after printing and will be onsite to assist presenters. Quality and service guaranteed. Poster presenters can visit the Call4Posters site now to create user accounts and submit their posters,

  • NEW! Electronic Posters. Poster presenters will have the option to make their posters available electronically to meeting attendees. Presenters can include audio, video, or other supporting documents with their electronic poster, and attendees will be able to access the electronic posters at onsite kiosks, on a dedicated poster site, or through the Annual Meeting App. Participation in the electronic posters project is free of charge and is entirely optional for poster presenters. Poster presenters will receive more information about electronic posters via e-mail in mid-February.

  • Registration and Housing. Poster presenters must register for the full meeting at the rate appropriate to their membership status and obtain their own hotel accommodations.

  • Poster Setup and Takedown. Presenters will be admitted to the poster area beginning 30 minutes before the start of each session to hang their posters. Poster materials must be removed immediately at the end of the session so that presenters in the next session will have sufficient time to set up their materials. The AACR will not be responsible for saving posters that are not taken down at the end of the session or for any materials left in Halls A-C.

  • Session Format. Poster sessions last for four hours, and posters must remain on the assigned board for this entire period. Presenters must remain at their posters for only the first three hours. During the fourth hour presenters are free to examine the other posters or to attend other sessions. However, presenters must return at the end of the session to take down their posters.

  • Poster Format. Poster boards have a usable area of 7.75 feet in width and 3.75 feet in height (approximately 2.3 meters wide and 1.1 meters high). Poster boards are numbered consecutively from 1 to 30. Each presentation should contain a top panel listing the abstract number, the title of the abstract and the names of the authors. Illustrations, symbols, letters and numbers should be large enough to be seen from a distance of six feet.

  • Withdrawal of Poster Presentations. As a courtesy to attendees, presenters who cannot attend the meeting should inform the AACR office in writing [Email: abstractchanges@aacr.org; Fax: (215) 599-0111]. If a poster is not presented at the Annual Meeting for any reason, the associated abstract will not be included in the AACR's online abstract archives. If a presenter fails to attend their session without prior notice, the AACR reserves the right to prohibit or limit the presenter's ability to present abstracts at future AACR meetings.

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