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Presenter Resources

 

Overview of the 64th 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 New Orleans and participate on site in their sessions. Due to the uncertain nature of the ongoing COVID-19 pandemic, ASH requires all presenters to submit a pre-recorded version of their presentation as an emergency backup should it become necessary to pivot to the virtual recording due to circumstances beyond ASH’s control.

Deadline for Submission of Pre-Recorded Presentations – November 16

Pre-Meeting Programs – December 9: Scientific Workshops, ASH-a-Palooza, Friday Satellite Symposia (all available both virtually and in-person in New Orleans)

Core Meeting Dates – December 10-13: Oral and Poster Abstracts and Invited Program.

Post-Meeting Activities – December 14-15: On-Demand viewing, ASH Poster Walks, Company Focus on Disease Posters

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Health and Safety Protocols and Meeting Participation

To ensure the safety of all attendees and presenters, proof of COVID-19 vaccination will be required for in-person attendance at the 2022 ASH Annual Meeting in New Orleans, Louisiana.
Presenters are strongly encouraged to visit the ASH Annual Meeting Health and Safety Protocols page to stay abreast of the latest updates.

ASH wants everyone to feel safe traveling to New Orleans and is providing registered attendees* with free enrollment in medical evacuation insurance that covers a broad range of emergent medical situations requiring hospitalization, including obstetrical issues. To learn more and to self-enroll, please click here. (*Industry attendees can enroll at a discounted rate.)

Registration and Housing

All presenters must register for the meeting – ASH does NOT register presenters. Visit the ASH annual meeting website to register and secure your housing for New Orleans. All presenters must present in person at the Annual Meeting in New Orleans.
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 5 days.

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Guidelines for Slide Presentations

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

  • You are welcome to use the standard 16:9 ASH PowerPoint template when preparing your slides.
  • Movies within slides: 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 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.
  • 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 check-box to “Embed True Type Fonts.” Then, save your presentation as usual.
  • If you are self-recording, leave room for your video image.  When capturing your presentation in Zoom or PowerPoint, there will be a small video feed of you speaking placed over a portion of your slides. When you are ready to record make sure to drag your video image to a location on your slide deck where it will not obscure any of your data.
  • If Freeman is recording your presentation  they will manage placing your video feed away from your slide images. Please use the standard ASH PowerPoint template when preparing your slides.
  • 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 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.
  • 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.
  • 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, including abstract presentations, of any logo from any entity producing, marketing, re-selling, or distributing health care goods or services consumed by or used on patients, defined as ineligible companies by the Accreditation Council for Continuing Medical Education (ACCME). The ACCME does not consider providers of clinical service directly to patients to be commercial interests, therefore logos of academic institutions are allowed in presentations at the ASH meeting.

Guidelines for Recording and Submitting Presentation Files

All faculty and presenters are required to travel to New Orleans and participate on site in their sessions. Due to the uncertain nature of the ongoing COVID-19 pandemic, ASH requires all presenters to submit a pre-recorded version of their presentation as an emergency backup should it become necessary to pivot to the virtual recording due to circumstances beyond ASH’s control. All presenters will receive an email from ASH in mid-October with detailed instructions for how to upload their respective presentations in advance of the annual meeting using the presentation management system, Orchestrate, developed by ASH’s audio-visual vendor, Freeman Event Technology. Online training webinars are available for speakers on November 17 and 18, at 10:00 a.m. and 3:00 p.m. Eastern time both days. The training will provide an overview of the AV technologies that will be used in the session rooms and to moderate Q&A, as well as a brief overview of the introductory script that moderators and chairs will have to use to introduce their respective sessions.

All presenters will be required to upload a video recording (MP4) of their presentation as well as a copy of their final PowerPoint slide deck (PPT) to Freeman’s Orchestrate presentation management website no later than November 16 through the link below to ensure that they are included in the virtual meeting. Please note that the preferred file format for slide sets is PowerPoint (PPT).

ORCHESTRATE SITE URL: https://ash2022.sessionupload.com/
Please refer to your ASH Orchestrate Welcome Email for log-in instructions.
As Orchestrate is a secure platform, you are permitted to record and upload your presentation in advance of the meeting without violating the embargo rules.

To add a biography, click on your name in the right-hand corner of the site, click on “My Profile” then click on the “Biography” tab to place your information into the text box.
To provide a headshot, click on the camera icon next to your name and upload a high-resolution image. The acceptable file types for profile pictures are jpg, jpeg and png (file types are case sensitive), and the resolution is 600x600 pixels. Please name the image file with your first and last name in the file. For example: JohnDoe.png. The uploaded image will accompany your byline throughout the program listing on the virtual meeting platform.

For the Plenary and Late-Breaking Abstract Sessions, Invited Program Sessions, including Education and Scientific Programs, General and Special-Interest Sessions, and ASH-a-Palooza Blood Drops and ASH Talks
For these qualifying sessions only, Freeman Event Technology will facilitate professional recording sessions starting from October 21 through November 16. During this timeframe, Freeman will hold about 60 timeslots a day, with weekday and weekend slots available. You will be able to sign up for a timeslot that works for you, regardless of time zone. Timeslots will fill up quickly with the later slots generally filling up first, so please reserve your timeslot(s) as soon as possible. Select a sign-up link appropriate to your presentation length.

Presentation Length Sign Up Link
10 Minutes or Less
(45 minute appointment)
https://app.acuityscheduling.com/schedule.php?owner=20739326&appointmentType=30190774
11-20 Minutes
(60 minute appointment)
https://app.acuityscheduling.com/schedule.php?owner=20739326&appointmentType=28957396
21 – 50 Minutes
(90 minute appointment)
https://app.acuityscheduling.com/schedule.php?owner=20739326&appointmentType=28957439

Follow these few steps to schedule your recording session in the Acuity scheduling tool:

  1. Click link of appropriate presentation length for recording window. 
  2. Click to set your time zone you are in (or will be recording in)
  3. Select from Calendar date you would like to record
  4. Select time you would like to record
  5. Enter your name, phone, and email.
  6. Answer the 2 questions regarding your presentation 
  7. Click Complete Appointment. 

You’ll receive an appointment confirmation email once this process is complete. The confirmation email will contain the Zoom link for your scheduled recording time as well as an option to upload files. Please upload your slide set in advance of your appointment!
On the day and time of your recording, please click the Zoom link you were sent. You will be greeted by a Freeman technician in the virtual Green Room. The Freeman Tech will check your microphone, camera, and connections to get you set for the session.
Once your microphone and camera connections have been tested, you will be moved to your recording room. You will be greeted by another Freeman technician who will walk you through the session flow and help tech check anything else you need. Once you have completed your recording, you are free to exit Zoom. Freeman will upload your recording MP4 and slide set to Orchestrate on your behalf.

Useful How-To Guides for scheduling recording appointment:

For Oral Abstract Presenters, Poster Presenters, and Scientific Workshop Presenters
Office Hours Tech Support Sign up Link:
https://app.acuityscheduling.com/schedule.php?owner=20739326&appointmentType=27559654
Please click on the link above to sign up for virtual office hours with a Freeman technician. You can use this time to test your recording equipment and prepare for your self-record. 24 hours before your appointment you will receive a Zoom link for your scheduled time. Please use the Zoom link to join the meeting, you will be greeted by a Freeman Tech who will work you with one-on-one. Please note, these office hours are not recording times; you need to do the self-recording on your own. Once you have your completed recording as an .mp4 file, you will need to upload it to Orchestrate.

Orchestrate Website: Uploading Your Video Presentation
https://ash2022.sessionupload.com/
Important:

  • When naming your MP4 file, please keep the length under 30 characters and do not include special symbols as this will prevent your presentation from uploading through the submission website.
  • Maximum file size for your recorded presentation is 2GB per file
Step 1: Locate the desired presentation listing in Orchestrate you wish to upload to.
Step 2: Click the “Upload Files" button.
Step 3: Browse out to your upload file, select the file(s) to upload, and click on “Open”.
Step 4: If your upload is successful, you will receive a pop-up message indicating that the upload was successful, and your files will appear listed under the appropriate session/presentation.

All poster presenters must upload a PDF version of their poster to Orchestrate in addition to their pre-recorded MP4 video presentation. YOU MUST UPLOAD YOUR POSTER AS A PDF AND NOT A POWERPOINT. IF YOU UPLOAD YOUR POSTER AS A POWERPOINT, IT WILL NOT APPEAR ON THE VIRTUAL MEETING PLATFORM AND WILL NOT BE PRINTED FOR DISPLAY AT THE MEETING.
Note that ASH will once again be printing and hanging all posters; posters must conform to a standard size. All uploaded posters must be able to be printed as 90cm x 140 cm. ASH has created a template that you may use, or you can create your own. Additionally, for posters to display correctly on the virtual platform, they must adhere to a very specific naming convention. All posters should be named using the Publication Number from your poster acceptance email and only this number, no other text or information.

When uploading to Orchestrate you will be asked to confirm:

  1. Your poster PDF is correctly sized at 90 cm x 140 cm.
  2. Your poster PDF is titled using the four-digit Publication Number located at the top of your acceptance email (i.e. “2451.pdf”)

 

Speaker Ready Room

Location:
ASH Central which is located in Hall F in the Ernest N. Morial Convention Center

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;
  • Upload/revise slide presentations; and
  • Update financial relationship disclosures.

Further details on the various session formats can be found in the Session Formats section below.
You must bring your PowerPoint presentation on a CD-R, DVD-R, or USB Flash Drive (Memory Stick, Jump Drive, etc.) to the Speaker Ready Room. 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 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.
If you’d like to practice your presentation, there are five Rehearsal Rooms in the Speaker Ready Room which are set up to mimic the lectern set-up in the session rooms.
An AV technician will be available in the Speaker Ready Room to consult with presenters on any of the guidelines and to make certain your slides are properly identified for your specific session.

Note: All times are in Central time.

Thursday, December 8 3:00 p.m. to 6:00 p.m.
Friday, December 9 7:00 a.m. to 9:00 p.m.
Saturday, December 10 6:30 a.m. to 6:00 p.m.
Sunday, December 11 6:30 a.m. to 6:00 p.m.
Monday, December 12 6:00 a.m. to 6:00 p.m.
Tuesday, December 13 6:30 a.m. to 1:00 p.m.

Session Formats and What to Expect

  • Sessions are 75 minutes’ duration, with the exception of Joint Scientific Program sessions which are 95 minutes long.
  • Speakers and Chairs should:
    • Arrive at their session room 30 minutes before the session start time and report to the A/V station to the side of the stage. The Freeman technicians will walk you through the flow of the session.
    • Chairs will be provided a brief script that they can use to introduce the session and kick-off the session.
  • Q&A will be held after all presentations have concluded. During the Q&A, the session chair will:
    • Serve as moderator and call on attendees waiting at the Q&A microphones (on-site) or select questions that have been submitted by the audience via the Q&A function in the virtual platform.
    • To ensure that the Q&A portion of each session runs smoothly, Freeman will provide training on how to use the application for moderating the virtual Q&A. There will be Freeman trainings on November 17 and 18 at 10:00 a.m. and 3:00 p.m. Eastern time, please block your calendar for one of these times.

*For some spotlight and symposia sessions there may be a slight variation to the format depicted above. That variation will be communicated directly to the impacted session chairs and speakers via ASH staff.

  • Session durations may vary from 60, 75, 90, or 120 minutes. Please refer to the instructions in your Speaker Logistics emails.
  • Please arrive at your session room at least 30 minutes ahead of the scheduled session start time and report to the A/V Desk to the side of the stage.
  • Oral abstract sessions are 90 minutes total duration. All oral abstract presentations are 10 minutes long, followed by a 5-minute discussion. Please do not exceed the time limit because it will reduce your discussion period and/or mean that your presentation must be stopped before its conclusion.
  • All presentations must be pre-recorded and submitted as an MP4 file no later than November 16. All faculty and presenters are required to travel to New Orleans and participate on site in their sessions. Due to the uncertain nature of the ongoing COVID-19 pandemic, ASH requires all presenters to submit a pre-recorded version of their presentation as an emergency backup should it become necessary to pivot to the virtual recording due to circumstances beyond ASH’s control.
  • All poster presenters are required to upload both an MP4 video of a brief presentation of their poster with accompanying audio and a single-page PDF image of their poster. NOTE THAT YOUR POSTER MUST BE UPLOADED AS A PDF OR IT WILL NOT DISPLAY ON THE PLATFORM OR BE PRINTED AND HUNG IN THE POSTER HALL.
  • ASH will once again be printing and hanging all posters; posters must conform to a standard size. All uploaded posters must be able to be printed as 90cm x 140 cm. ASH has created a template that you may use, or you can create your own. Additionally, for posters to display correctly on the virtual platform, they must adhere to a very specific naming convention. All posters should be named using the Publication Number from your poster acceptance email and only this number, no other text or information.
  • ASH also partners with PosterCast to enhance learning in the Poster Sessions at the in-person ASH Annual Meeting. PosterCast is a free iPhone app that will allow in-person meeting attendees to stream the recorded audio of the poster presentation. Freeman will share your poster recording directly with PosterCast once you have uploaded it into Orchestrate. To include a QR code on your poster that links to the audio recording, visit the PosterCast Help Desk in the poster services center in Hall D of the Ernest N. Morial Convention Center.

Poster Presentation Schedule

Note: All times are in Central time.

Viewing Presentation Dismantling
Session I
December 10
9:00 a.m. - 7:30 p.m. 5:30 p.m. – 7:30 p.m. 7:30 p.m. - 7:45 p.m.
Session II
December 11
9:00 a.m. - 8:00 p.m. 6:00 p.m. - 8:00 p.m. 8:00 p.m. - 8:15 p.m.
Session III
December 12
9:00 a.m. - 8:00 p.m. 6:00 p.m. - 8:00 p.m. 8:00 p.m. - 8:15 p.m.

Professionalism and Respect

ASH is committed to the principles of diversity, inclusion, respect, and professionalism in all of our activities, and to providing a welcoming meeting environment for all attendees. In addition to ASH’s annual meeting code of conduct policies, we view all moderators, chairs, and speakers as partners in ensuring that we all use consistent professional address when making introductions and referencing colleagues during formal sessions of the ASH annual meeting. Therefore, ASH has established the following guidance:

  • If you are making an introduction, please include the individual’s name, institution, location, and credentials.
  • Please use professional titles (“doctor” for those with MD and PhD degrees) when introducing or referencing colleagues during formal portions of the ASH annual meeting.
  • It is important to pronounce names correctly, so be sure to confirm with speakers beforehand, particularly when in doubt.
  • Please advocate the same principles to the audience during question and answer periods.

Conflict-of-Interest and Disclosure Policies

UPDATES TO DISCLOSURES
If you change institutions or need to update your financial disclosures prior to the Annual Meeting please visit your Speaker Center page:

http://ash.confex.com/ash/2022/speakercenter.cgi
in using your ASH username and password

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.

ASH policy requires that a disclosure slide be displayed alongside each speaker and chair’s presentation listing the material interest relationships and any off-label drug uses that may be discussed. Disclosures submitted to ASH by each chair and speaker will display in a field below the video player on the virtual platform page for each session. ASH will use the disclosure information you provided via Confex, the Speaker Management System.

If you informed ASH that you have nothing to disclose, your disclosure slide will read “Nothing to disclose.”

A disclosure slide will be 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.

A disclosure slide for non-speaking chairs will also be displayed at the start of the session.

Any questions about this policy or concerns regarding disclosures should be directed to the ASH Speaker Ready Room located in ASH Central which is located in Hall F in the Ernest N. Morial Convention Center.

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.

64th ASH Annual Meeting

Individual and group registration is now open for ASH members and non-members.

Registration Information

Questions?

Should you have questions about your oral or poster abstract presentation, please contact ASH Abstracts at [email protected]

Should you have questions about a role in the invited program, please contact ASH Speakers at [email protected] or call Customer Service at 1-866-828-1231 or 202-776-0544.

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