American Association for Cancer Research

AACR Annual Meeting 2012: Information for Presenters

 

Speakers Presenters in
Minisymposia
Presenters in
Poster Sessions

 

ALL SCIENTIFIC PRESENTATIONS MADE AVAILABLE VIA WEBCAST

Building off of last year’s success, exclusive online streaming access to all the audio and slides of scientific sessions presented at the AACR Annual Meeting 2012 will be made available April 30, 2012. With each speaker’s permission, his or her audio and slide presentation will be recorded as part of the AACR webcasts. Speakers who agree to have their audio and slide presentation included in the Annual Meeting webcast will receive free access to the complete webcast after the meeting, a value of up to $199. [NOTE: Speakers may withhold selected slides from their webcast presentations, but speakers who decline to participate or agree to include audio only will not receive free access to the complete webcast.] Speakers will be contacted via email regarding participation in the webcast.


INFORMATION FOR SPEAKERS

The AACR has contracted Freeman Audio Visual Solutions as the audio visual services provider for the Annual Meeting. Freeman AV offers an exceptional presentation management system that includes online submission of presentations prior to and during the convention. You will be receiving detailed instructions on how to use the online submission system when the site opens at the end of February.

All your presentation files (PowerPoint, Keynote, Acrobat and multimedia) should be uploaded to our server before you arrive on-site. Once there, you are encouraged to visit the Speaker Ready Room (Room W476 in McCormick Place West) to test your presentation to ensure that all fonts, equations, animations, sounds and movies are working properly. On the day of your presentation, your files will be delivered to your session room via our network at McCormick Place.

COMPUTER EQUIPMENT
Your 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 at the lectern equipped with OSX 10.6.8, Microsoft Office: Mac 2011, Apple iWork ’09, Adobe Acrobat Reader and Quicktime. The session room computers will not have Internet access, so if your presentation includes hyperlinks to web-based content, you will need to bring that content with you in your presentation files.

Verification of proper performance in the Speaker Preparation Room (Room W476) is essential, particularly if video and animation is included in the presentation. Please note that Internet access will not be available during your presentation.

PREPARING YOUR PRESENTATION
Speakers will receive an email from Freeman that will include a link and detailed login instructions to submit their presentations online prior to the start of the Annual Meeting.

    Acceptable formats for presentations:
  • PowerPoint (.ppt), (.pptx)
  • Adobe Acrobat (.pdf)
  • Apple Keynote

All presenters will need to check-in at the Speaker Preparation Room (Room W476) to confirm all slides are playing properly on Freeman computers.


VIDEO FORMATS
The recommended video format for Windows-based presentations is Windows Media (.wmv). For Mac users, Quicktime (.mov) files work best.

LAPTOPS
Personal laptops cannot be used in the session rooms. You must load your files via the Speaker Preparation Room (Room W476). However, support is available in the Speaker Preparation Room (Room W476) for file transfers from your laptop. You should still bring a backup of the presentation on alternate media (USB/flash drives, CD, DVD, SD, Compact Flash are acceptable formats.) Please make sure you have all power, video and networking adapters with you.

DURING YOUR PRESENTATION
Each session room will be staffed with an AV technician who will assist in starting each presentation. Once the presentation is launched, the presenter will control the program from the podium using a computer mouse or the up/down/right/left keys on a keyboard.

HOW TO SUBMIT YOUR PRESENTATION

  • Advance Submission: Beginning in the last week of February, presenters will be able to submit their files via the web and will set their own password using their email address to log in. Online submission of your presentation files via Internet is not required, but is strongly encouraged. Presenters who send in their presentation files via the website will have faster check in at the Speaker Preparation Room (Room W476). Please be sure to upload all media files required for your presentation. Any videos, sounds or fonts not included in your online upload folder will create opportunities for your presentation to fail in the meeting room.
  • On-site Submission: Check-in at the Speaker Preparation Room (Room W476) preferably the day before your session to submit your files and to preview your presentation. If checking in on the day of your session, please come by at least four hours prior to the start of your session (note: this refers to the session start time, not the presentation start time). The Freeman technicians will assist with the upload of your files and provide the opportunity to preview and/or edit the presentation as necessary.

Bring a Backup: Be sure to bring a backup copy of your presentation with you to the meeting. If you plan to upload files on-site, bring two copies. (USB/flash drives, CD, DVD, SD, Compact Flash are acceptable formats.)

SPEAKER PREPARATION ROOM (ROOM W476)
Checking in at the Speaker Preparation Room is the most important step you will take to ensure a successful presentation. All speakers are required to check into the Speaker Preparation Room at least four hours before their presentation. The Speaker Preparation Room will open on Friday, March 31, 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. (Note: on Wednesday, April 4, the hours will be from 6:30 a.m. to 11:00 a.m.)

When reviewing your presentation in the Speaker Preparation Room, make sure all fonts, images and animations appear as expected and that all audio or video clips are working properly. The computers in the meeting rooms are configured the same as the computers in the Speaker Preparation Room, therefore, if the presentation plays properly in the speaker preparation room, it will play properly in the meeting room. All presentations must be received in the Speaker Ready Room four hours prior to your presentation.

SECURITY

  • Presenters are required to provide identification in order to submit their presentation as well as to access it in the Speaker Preparation Room.
  • Cameras and video equipment are not permitted in the Speaker Preparation Room.
  • All files are deleted at the end of the conference, unless permission has been granted to the association to retain the presentation files.

CONTACT INFORMATION
For questions regarding the online submission website, please contact technical support at support@sessionupload.com and reference AACR 2012.


INFORMATION FOR PRESENTERS IN MINISYMPOSIA


All minisymposia presentations at the Annual Meeting will be in PowerPoint format. Please contact Jeff Ruben in the AACR office at (215) 440-9300 or jeff.ruben@aacr.org if you have concerns about this type of presentation. Please arrange to arrive in Chicago and report to the Speaker Preparation Room (Room W476 in McCormick Place West) the day before your presentation is scheduled. Please see the Instructions for Computer-Generated Presentations for the PowerPoint presentation instructions.

SESSION FORMAT
The format of minisymposia is as follows: All speakers have been allotted 10 minutes to present their talks and five minutes to answer questions. The Program Committee has appointed two chairpersons to each session. One chairperson will introduce the topic to be covered during the first five minutes of the session, and the other will lead a 10-minute discussion of the research presented and its implications after all of the individual presentations have been delivered.

COOPERATION WITH SESSION CHAIRPERSONS
Minisymposia have been held successfully at previous meetings of the association. The format provides participants with an overview of developments in timely, significant areas of cancer research. The objectives of these sessions can only be met, however, with the cooperation of all presenters. Please see the 2012 AACR Annual Meeting Minisymposia Chairpersons contact information page (available in late January) for the list of names and contact information of chairpersons selected for the minisymposia. It is essential that you send a summary of your talk to each of the two chairpersons for your session no later than Monday, March 5. This material should include a copy of your PowerPoint presentation, a description of the methods, a summary of your findings and your conclusions. In addition, please submit two or three questions about the general topic of your session. This will assist the chairpersons to stimulate discussion.

REGISTRATION AND HOTEL ACCOMMODATIONS
Presenters at the AACR meeting must register for the full meeting at the rate appropriate to their membership status and obtain their own hotel accommodations. Additional information is available on the Annual Meeting registration and accommodations webpages.

WITHDRAWAL OF PRESENTATIONS
As a courtesy to your colleagues, if you are scheduled to present a paper and later find that you cannot attend the meeting, please inform the AACR office in writing. You may submit your withdrawal by fax at (215) 599-0111. Withdrawals by email will not be accepted.

INFORMATION FOR PRESENTERS IN POSTER SESSIONS

Poster sessions will be held for four hours, and your materials must remain posted on the poster board assigned to you for this entire period. You are required to be present at your poster for only the first three hours. During the fourth hour you may feel free to examine the other posters in your area or to attend other sessions. However, you must return at the end of the session to take down your poster.

GENERAL GUIDELINES
Abstracts scheduled for presentation in poster sessions have been grouped according to topic to allow for maximum interaction among scientists working in a particular discipline. The printed Program for the Annual Meeting will specify the time and place of the presentation, poster board assignment, abstract number, title and author(s) for each abstract scheduled for a poster session. Within each of the 40 sections of posters in the exhibit hall, poster boards are numbered consecutively from 1 to 30. Association staff will place each board's number in its upper left-hand corner; however, you are responsible for displaying your permanent abstract number along with your other poster materials.

On the Program page devoted to each poster session, poster board numbers are indicated in regular type; abstract numbers are printed in boldface. Attendants in the Halls F1-F2 of McCormick Place West will assist presenters assigned to poster sessions to locate their poster boards. Due to security regulations, presenters will not be admitted to the poster area until 30 minutes before the scheduled start of the morning poster session on each day of the meeting. All presenters should be in the poster area at least 15 minutes before the scheduled session start time to set up materials on the poster board provided. If your paper is a collaborative effort, it is helpful if more than one author is present during the poster presentation. At the designated closing time of the poster session, your materials must be removed promptly so that your colleagues in the following 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 any materials left in Halls F1-F2.

PRESENTATION OF POSTERS
Photocopies of the abstract, an outline of the experimental design, and relevant tables and illustrations should be available during your poster presentation for distribution to interested persons. It is important that the presenter of the poster make every effort to communicate with all interested visitors. Be prepared to repeat your key findings as many times as necessary, and to present the data in a different order and/or degree of completeness to each listener. The optimal approach is to minimize the number of details presented on the poster itself and to communicate specific data orally during discussions with visitors. As with any presentation, clarity of expression is essential. Technical jargon, highly specialized vocabulary and unfamiliar abbreviations should be avoided. Direct eye contact with your audience will also assist your listeners.

PREPARATION OF TABLES AND ILLUSTRATIONS

  1. Professionally drawn tables and illustrations will greatly increase the effectiveness of poster presentations. Lettering that has been enlarged through photo reproduction or computer typesetting is the best medium for text in posters. Typewritten material is difficult to read and should not be used.
  2. Tables and illustrations should be kept relatively simple to maximize legibility. They should be numbered and arranged in the sequence in which they will be viewed.
  3. Lines in illustrations should be heavy. Symbols, letters and numbers should be large enough to be seen from a distance of 6 feet.
  4. A backing of colored paper for each item in the poster is an inexpensive and useful way of enhancing the legibility of the data. Contrast between lettering and background is very important.
  5. Material to be displayed should be placed on regular weight paper or lightweight cardboard for easy attachment to the poster board.

POSTER BOARDS
The poster board assigned to each presenter has a usable area of 7-3/4 feet in width and 3-3/4 feet in height (approximately 2.3 meters wide and 1.1 meters high). In planning the utilization of space on your poster board, you are advised to use the space at eye level. The top section of the poster board will be at eye level for the great majority of viewers and is, therefore, the best location for text. Properly drawn charts and diagrams will still be easy to read in the middle of the poster board. Do not use the space at the very bottom of the poster board. Each presentation should contain a top panel, listing the abstract number, the title of the abstract and the names of the authors. Illustrative material should be arranged in logical order. Presenters should bring a marking pen and paper to facilitate discussion of important points (AACR will provide pushpins).

DISCOUNTED POSTER CREATION/PRINTING AND DELIVERY SERVICE
The AACR has contracted with Marathon Multimedia to provide its Call4Posters® service to Annual Meeting presenters at a discount. If you are a poster presenter, you can use the Call4Posters® application to create, format and print your poster on a range of high-quality paper stocks. For an additional fee, you can have your poster shipped directly to the Annual Meeting and pick up your poster onsite beginning the day before the meeting.

Note: Call4Posters is an optional service offered to Annual Meeting poster presenters. You are not required to use the Call4Posters service.

  • CALL4POSTERS: PRESENTER LOGINS
    The Call4Posters site will be available for poster presenters in early February. You will receive a separate email containing the site URL and your personalized login at that time.
  • CALL4POSTERS: SUBMISSION DEADLINES
    To ensure that your poster is delivered to Chicago in time for the Annual Meeting, you must log in to the Call4Posters site and complete your poster submission by 12:00 p.m. U.S. Eastern Time on Friday, March 23. Late poster submissions can be accepted through 12:00 p.m. U.S. Eastern Time on Tuesday, March 27, but will be subject to a $125 rush charge. To ensure that your poster is delivered to your home or work address before you leave for the meeting, you must complete your poster submission by 12:00 p.m. U.S. Eastern Time on Friday, March 23, and select the appropriate express shipping option. [NOTE: Delivery cannot be made to a P.O. box.]

REGISTRATION AND HOTEL ACCOMMODATIONS
Presenters at the AACR meeting must register for the full meeting at the rate appropriate to their membership status and obtain their own hotel accommodations. Additional information is available on the Annual Meeting registration and accommodations webpages.

WITHDRAWAL OF PRESENTATIONS
As a courtesy to your colleagues, if you are scheduled to present a paper and later find that you cannot attend the meeting, please inform the AACR office in writing. You may submit your withdrawal by fax at (215) 599-0111. Withdrawals by email will not be accepted. If your poster is not displayed at the Annual Meeting for any reason, your abstract will not be included in the AACR's online abstract archives. If your poster is not presented and you have not withdrawn it prior to the Annual Meeting, the AACR reserves the right to prohibit or limit the presenter's ability to present abstracts at future AACR meetings.