Advance Upload of Presentations. All presentation files for sessions in the San Diego 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 late March.)
Speaker Preparation Room. Speakers should visit the Speaker Preparation Room (Sails Pavilion, Upper Level, San Diego Convention Center), at least four hours before their sessions to test their presentations. The Speaker Preparation Room will be open Friday, April 24. from 12:00 PM to 6:30 PM; Saturday, April 25 through Tuesday, April 28, from 6:00 AM to 6:30 PM; and Wednesday, April 29, from 6:00 AM to 12:00 PM. 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 rooms 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) and Adobe Acrobat (.pdf). Supported video formats include AVI, MPEG-1, MPEG-2, MPEG-4 (Divx, Xvid, WMV’s), MOV (H.264), Cinepack, Techsmith, and Flash. 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 (Sails Pavilion) to transfer files from personal laptops. Please note that while wireless Internet access will be available in the session rooms during presentations, the accessibility and speed of the connection will depend on the level of network activity; therefore, to ensure functionality any web-based content will need to be included in the presentation files.
Speaker Preparation Room. Speakers should visit the Speaker Preparation Room (Sails Pavilion, Upper Level, San Diego Convention Center) the day before their sessions to test their presentations. The Speaker Preparation Room will open on Friday, April 24, from 12:00 p.m. to 6:00 p.m., and will be open daily during the rest of the meeting from 6:30 a.m. to 6:30 p.m.
Acceptable Presentation Formats. Acceptable file formats include PowerPoint (.ppt, .pptx) and Adobe Acrobat (.pdf). Supported video formats include AVI, MPEG-1, MPEG-2, MPEG-4 (Divx, Xvid, WMV’s), MOV (H.264), Cinepack, Techsmith, and Flash.. 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. Speakers in regular Minisymposia and Clinical Trials Minisymposia have 10 minutes to present their talks and five minutes to answer questions.
Advance Preparation with Session Chairpersons. [Note: These instructions and deadlines apply to presenters in regular Minisymposia. Presenters in Clinical Trials Minisymposia have a later deadline for slide upload and should refer to their e-mail notification for instructions.]
Presenters in regular Minisymposia must send a summary of their talks to both of their session chairpersons no later than Wednesday, April 1. (A list of chairperson contact information will be posted to this page in mid-March.) 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. Presenters who are unable to attend the meeting should inform the AACR office in writing. [Email: firstname.lastname@example.org; Fax: (215) 599-0111.]
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 San Diego, 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. The deadline for ordering poster printing and delivery is 9:00 a.m. ET Friday, April 17.
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 the poster hall.
Session Format. Presenters will be admitted to the poster area beginning 30 minutes before the start of each session to hang their posters. Poster sessions last for 3 hours and 30 minutes, and posters must remain on the assigned board for this entire period. Presenters must remain at their posters for only the first 2 hours and 30 minutes. During the last hour presenters are free to examine the other posters or to attend other sessions.
IMPORTANT: Change in Maximum Poster Size. Poster boards have a usable area of 6 feet in width and 4 feet in height (approximately 1.83 meters wide and 1.22 meters high). This size is smaller than the boards provided at previous Annual Meetings. Please make sure your poster is sized to fit the board. Posters should be printed in horizontal (landscape) format. Each presentation should contain a top panel listing the permanent abstract number, the title of the abstract, and the names of the authors. 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. Presenters who cannot attend the meeting should inform the AACR office in writing [Email: email@example.com]. 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.