Presenter Resources

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• Overview of 65th ASH Annual Meeting
• Guidelines for Slide Presentations
• Speaker Ready Room
• Poster Presentation Schedule
• Conflict of Interest and Disclosure Policies

Overview of the 65th Annual Meeting

This in-person event will be broadcast virtually and access to the meeting’s virtual platform is included with registration. All faculty and presenters are required to travel to San Diego and participate on-site in their sessions.

Pre-Meeting Programs – December 8: Scientific Workshops, ASH-a-Palooza, Friday Satellite Symposia (all available both virtually and in-person in San Diego)

Core Meeting Dates – December 9-12: Oral and Poster Abstracts and Invited Program.

Post-Meeting Activities – December 13-14: On-Demand viewing, ASH Poster Walks, Company Focus on Disease Posters

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Guidelines for Presentations

In October, ASH’s audio-visual vendor, Freeman Event Technology, will contact you with instructions for how to upload your presentation slides in advance of the annual meeting.

All presenters are encouraged to visit the Speaker Ready Room on site in order to become familiar with the equipment that will be used to present. If you are planning to present updated information generated since you uploaded your presentation, you must bring your updated PowerPoint presentation on a CD-R, DVD-R, or USB flash drive (memory stick, jump drive, etc.) to the Speaker Ready Room.

Small rehearsal rooms will be available within the Speaker Ready Room for presenters to use for a limited period of time. These rooms will be set up with the same equipment used in the session rooms. Freeman Event Technology staff will be on hand to assist presenters in the rehearsal rooms as needed. Presenters can sign up for a rehearsal time slot on site in the Speaker Ready Room.

Compliance Instructions

• Movies:
  • Please take steps to compress your videos. Uploading time for uncompressed videos will take away time from your presentation and give no better quality than a modern MPEG-4 codec. We can only accept movies created as MPGs, WMVs, or with the following codes: AVI, MPEG-1, MPEG-2, MPEG-4 (Divx, Xvid, or WMVs), MOV (H.264), Cinepack, TechSmith, and Flash.
  • MOV files are NOT supported in Windows PowerPoint™.
  • Your movies must not fill the screen completely. In the session room, you will use a mouse to advance your slides. You can only advance your PowerPoint with a mouse by clicking on the slide, not the movie itself.
• DVDs: If you plan to play a DVD as part of your presentation, please notify a technician in the designated Speaker Ready Room so that arrangements can be made for assistance in your session room.
• Fonts: If you have special fonts in your PowerPoint presentation, please embed them when you save your presentation. You can specify this by clicking “Save As” in the file menu. In the “Save As” window, click “Tools” and select “Save Options” from the drop-down menu. In the “Save Options” box, click the checkbox to “Embed True Type Fonts.” Then, save your presentation as usual.
• Using a personal Mac laptop: If you are a Mac laptop computer user, you must notify a supervisor in the Speaker Ready Room at least 2 hours prior to your presentation in order to guarantee compatibility with the change in platforms.

Copyright Information

If you are going to use copyrighted material for which you do not believe the fair use doctrine applies, you must obtain written permission from the respective copyright owners for its use or adaptation in your presentation. Cartoons, images from movies or television programs, magazine articles, etc., all require written permission to use.

Please include appropriate citations of all third-party materials. At minimum, your citation should include the name of the author(s), book or journal title, year of publication, journal number (if appropriate), and page number.

Logos

ASH prohibits the use in educational presentations of any logo from any entity producing, marketing, re-selling, or distributing health care goods or services consumed by or used on patients. The ASH does not consider providers of clinical service directly to patients to be commercial interests, therefore logos of academic institutions are allowed.

Tips for a Successful Presentation

Clarity of PowerPoint slides is vital for a successful scientific presentation. Helpful tips are provided below.

• Be consistent.Using a uniform background color, text size, text color, and font throughout your slide presentation makes it easier for the audience to follow the flow of your ideas. When using PowerPoint, it is a good idea to build your presentation using the slide master, which helps keep your presentation consistent.
• Be mindful of screen size.The screens and projectors are optimized for widescreen 16:9 ratio. Please keep this in mind when preparing your slides. Presentations in the 4:3 ratio will be compatible but will not make the best use of the screen dimensions.
• Use color and contrast. Use dark text on a light background; it is easier to read. If you must use a dark background, make sure your text is quite light (white, cream, yellow, light grey, or pastels) and increase the font size by two or three points.
• Keep slide count to a minimum. Use a maximum of eight slides per 10 minutes or 16 slides per 20 minutes of an oral presentation. Leave a blank space that is at least the height of a capital letter between each line of print.
• Use sans-serif fonts. These fonts project better and are easier to read. Examples of sans serif fonts include Arial, Helvetica, Calibri and Verdana. An 18-point font size is recommended. Words in all capital letters and custom fonts are hard to read.
• Align text left or right.Centered text is harder to read. Line up all your text to a right-hand or left-hand baseline – it is the easiest to follow.
• Keep words to a minimum. You should have no more than five to eight lines of type with no more than five to seven words per line. Type should be well-spaced and sized in 30- to 36-point font for headings and at least 24-point font for body copy. Keep custom animations and slides transitions simple and use them sparingly.

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Registration and Housing

All presenters must register for the meeting – ASH does NOT register presenters. Visit the ASH annual meeting registration page to register and secure your housing for San Diego. All presenters must present in person at the Annual Meeting in San Diego.
Hotel reservations must be made directly with the official ASH Housing Center, and you must be registered for the meeting to secure a hotel room. The minimum notice for a no-penalty hotel cancellation is five days.

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Speaker Ready Room

All speakers can bypass the registration area and proceed directly to the speaker ready room. You can pick up your registration and meeting materials, check in with ASH staff, turn in updated presentations, review COI disclosures, or schedule a time to rehearse with the Freeman presentation management system.

Location:
San Diego Convention Center – in ASH Central in Sails Pavilion

Hours (all times reflect the Pacific time zone):

Submitting Your Presentation

All poster presenters are required to video record their presentation and submit that recording to Freeman Event Technology’s Orchestrate presentation management website by November 14. All other speakers should upload their PowerPoint presentation to Freeman Event Technology’s Orchestrate presentation management system by November 14 or bring their PowerPoint presentation to the Speaker Ready Room on a CD-R, DVD-R, or USB flash drive (memory stick, jump drive, etc.). All speakers will receive an email with the URL and login instructions to access the Orchestrate in October.

A professional audio-visual (AV) technician will be available in the Speaker Ready Room to consult with in-person presenters on any of the guidelines and to make certain your slides are properly identified for your specific session.

Please turn in your presentation to the Speaker Ready Room according to the following guidelines:

• At least 24 hours before your presentation if you would like the AV technician to assist you in formatting your presentation to ensure clear and readable images.
• At least six hours before your presentation, if your PowerPoint presentation was prepared on an Apple computer.
• At least six hours before your presentation if your presentation contains movies or other videos.
• At least four hours before your presentation if your presentation is final and requires no modifications.

 

After you are satisfied with your presentation, you will save it to the Presentation Management server on the secure ASH Show Network. The AV technician in the session room where you are presenting will make sure the presentation is ready when you get to the podium.

Questions?

If you have questions, please contact [email protected] or call 1-866-828-1231 or 202-776-0544.

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Poster Presentation Instructions and Schedule

ASH is committed to offering the best continuing medical education in hematology. As a presenter, you play a key role in this effort. Disclosure of all relationships helps maintain the integrity of the information presented at ASH meetings. Additionally, the Accreditation Council for Continuing Medical Education (ACCME) requires that presenters disclose relationships in writing for the poster sessions.

To ensure full disclosure, presenting authors whose abstracts were chosen for poster presentation must list relationship disclosures for themselves and all co-authors at the bottom of the poster. If an author has nothing to disclose, the statement should read, “There are no relationships to disclose.”

In addition, a conflict-of-interest statement will be provided and posted on the poster board by ASH staff.

Poster Presentation Schedule

All times reflect the Pacific time zone.

Guidelines

All poster presenters are asked to upload a static image of their poster as well as a five minute video narration of a PowerPoint summary of the poster to Freeman Event Technology’s Orchestrate presentation management system no later than November 14. Instructions for completing this upload process will be sent out in October.

Additionally, one poster board (approximately 4 feet high and 6 feet wide) will be provided for you as well as a printed number identifying your poster board for presentation at the in-person meeting. All posters uploaded by the November 14 deadline will be printed and hung on behalf of the poster presenter. If you miss the deadline you are responsible for creating and printing your own poster. If you print your own poster please be mindful of the following:

• Ideally, the lettering for the title should not be less than 1.5 inches high. (Please note that the title board is not a separate piece of paper from the poster itself.)
• Charts, drawings, and illustrations should be similar to those you would use for slide presentations, but more heavily drawn. Remember to keep illustrated and written material simple.
• All illustrations should be made up beforehand. Remember that your illustrations must be legible from a distance of at least 3 to 5 feet.
• Do not mount illustrations on a heavy board because they may be difficult to keep in position on the poster boards.
• Do not use normal "typewriter-size" type (10- to 12-point font size).
• Display of commercial/product sales posters is prohibited. Any poster that is deemed to be a commercial advertisement will be removed from the poster hall.
• One or two authors should be present at each poster for the entire presentation time. During this time, do not allow yourself to be monopolized for an inordinate period of time by a single individual.
• The only handouts allowed in the poster hall include exact copies of your poster or business cards; all other types of handouts are not allowed.
• Please remove your materials from the poster board immediately after the session. Materials left on the boards after the session will be discarded.

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Conflict-of-Interest and Disclosure Policies

ASH is committed to providing quality, objective, balanced, and scientifically rigorous continuing medical education activities that are free from commercial and non-commercial bias.

As a speaker, you are required to comply fully with ASH’s Conflict-of-Interest (COI) Policy and the Accreditation Council for Continuing Medical Education’s (ACCME) criteria regarding disclosure of conflicts to attendees of ASH’s continuing medical education programs.

ASH’s COI Policy and the ACCME criteria require that a disclosure slide be displayed at the beginning of your presentation listing your relationships and any off-label drug uses that you intend to discuss. Off-label usage is considered as any non-FDA-approved use of a drug or medical advice. Presenters must also disclose whether said products are not approved in the United States for use under discussion.

Conflicts of interest could arise from financial relationships with commercial healthcare companies:

• Employment
• Consultancy
• Equity holding with a publicly traded or a privately held commercial healthcare company
• Research funding
• Honoraria
• Patents and royalties
• Speakers’ bureau participation
• Membership on an entity’s board of directors or advisory committee
• Sponsored travel
• Any other financial relationship

If bias, actual or perceived, occurs during a presentation, session attendees are encouraged to address such bias during the question-and-answer period following the presentation.

MONITORING AND ADDRESSING BIAS

In accordance with ASH’s COI identification and management process, all session chairs are responsible for monitoring and addressing any occurrence of bias in presentations delivered by speakers during live sessions.

The disclosure information submitted by the session speakers will be listed in the program book. Session chairs must familiarize themselves with this disclosure information and have it available during the session for reference while monitoring for bias.

Please note that bias may also occur in a presentation due to a speaker’s undisclosed relationship(s). Bias resulting from known undisclosed relationship(s) must be addressed.

The program co-chairs will also review all disclosed relationships. If a co-chair determines that a speaker needs to orally elaborate on a relationship, further instructions will be sent to that speaker and to the relevant session chair(s) in advance of the meeting. An oral disclosure is one way to mitigate an actual or perceived conflict by providing the audience with information about a relationship so that they may evaluate a presentation in light of the disclosed information.

Use of Generic Drug Names

Any discussions of drug therapies should feature the use of generic names. Should trade names be used, please make sure that several different brand names are used, if possible. We realize that for certain therapies there may be only one drug or brand name; in this case, the generic name should be used.

Please note: A disclosure slide listing your conflicts of interest and off-label drug uses that you intend to discuss will be displayed at the beginning of your presentation. If you informed ASH that you have nothing to disclose, your disclosure slide will read “Nothing to disclose.” A disclosure slide for non-speaking chairs will also be displayed at the start of the session.

The disclosure slide is not a part of the presentation you need to submit to ASH. A slide will be prepared by ASH with this information and automatically displayed by the AV technician as the first slide of your presentation for five seconds, at which time you should pause to allow the audience time to read the slide.

Updating COI Disclosures

All speakers are expected to familiarize themselves with ASH’s Conflict-of-Interest Policy. If you need to update your conflict-of-interest disclosures, please do so before your presentation by visiting the Speaker Ready Room during the designated hours.

Any questions about this policy or concerns regarding disclosures should be directed to the ASH Meeting and CME Information desk in ASH Central located in Hall F at the San Diego Convention Center.

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