Speaker & Moderator Information — Hero

Speaker & Moderator Information

Oral Presenter Information — Accordion

Presenter Guidelines

Use the dropdowns below to review policies, room setup, file guidance, and timing. Arrive early, test in the Speaker Ready Room, and keep slides clear and on brand for a smooth session.

Policy Code of Conduct and Photo or Video

Do

Do not

  • Ignore a presenter notice that says “No Photography”.
  • Post offensive or inappropriate content. AAPM may edit recorded materials.
Room Setup AV and Presenter View

You will find

  • Single digital projector at 1920×1080 (16:9).
  • Confidence monitor facing you. Presenter View available at the lectern.

Remember

  • Laptops are not connected in session rooms. Use the Speaker Ready workflow.

Not allowed

  • Connecting personal laptops to projectors.
Pre-Meeting Preparation Pre-Submission Presentation Upload Guidelines

Pre-Submission Window:

    June 29 - July 13, 2026

Upload Site:

Portal available June 29

To log in for the first time:

  • Use the same email address you provided in the abstract submission system.
  • Enter the default password: AAPM2026
  • You will be prompted to change your password.
  • Once updated, you can log in and upload your presentation.

Experiencing access issues or have questions? Email aapm26@projection.com.

on-site Preparation On-Site Presentation Upload / Speaker Ready Room

If you do not pre-submit, you can upload your presentation onsite in the Speaker Ready Room.

Location

    Room 208 - West Level 2

Hours

  • Saturday - Tuesday7:00 AM – 6:00 PM
  • Wednesday7:00 AM – 3:30 PM

Checklist

  • Day before — bring a USB drive, load your file, and run a test in the Speaker Ready Room.
  • Day of — carry the USB as a backup.
  • If you are only on site the day you present, test early.
  • Sessions start on time — skipping testing risks presenting without slides.
Files Presentation Files and Playback

Bring

  • PowerPoint (.ppt or .pptx) in 16:9 or a PDF on a USB drive.
  • Separate video files if your deck does not embed media.

Plan for

  • Mac to PC differences — test early in the Speaker Ready Room.
  • No network access in rooms.
  • Files are deleted daily from room PCs and the library.
  • Only you can access your checked-in file.

Not allowed

  • External YouTube playback in session rooms.

Special setup: email AnnualMeeting@aapm.org. Requests are reviewed case by case.

Delivery Timing and Slide Guidance
Arrive 5 minutes early Keep to time 16:9 slides

Timing

  • Invited Speaker: Presentation times vary. Please refer to your disposition notification or contact your session organizer.
  • Early-Career Investigator Symposium: 10 minutes talk + 2 minutes Q&A — total 12 minutes.
  • Early-Career Investigator Competition: 8 minutes talk + 2 minutes Q&A — total 10 minutes.
  • Science Council Session: 10 minutes talk + 2 minutes Q&A — total 12 minutes.
  • Best in Physics Oral Presentation: 8 minutes talk + 2 minutes Q&A — total 10 minutes.
  • Innovation in Medical Physics Education: Arthur Boyer Award: 12 minutes talk + 3 minutes Q&A — total 15 minutes.
  • Scientific & Professional Oral Sessions: 8 minutes talk + 2 minutes Q&A — total 10 minutes.
  • SNAP Orals: 5 minutes talk + 2 minutes Q&A — total 7 minutes.

Slide checklist

  • Format at 16:9 with high contrast.
  • Keep text tight — at most 7 lines per slide and 10 words per line — minimum 24 pt.
  • Prefer sans-serif fonts — embed any nonstandard fonts.
  • Limit to 1 or 2 graphics per slide — avoid dense tables and heavy animations.
  • Plan about 1 to 2 slides per minute.
  • Face the audience, check the mic, leave time for Q&A.
AAPM Moderator Guidelines — Accordion (Scoped)

Moderator Guidelines

Open the sections below for timing, room coordination, and best practices to keep sessions professional, on schedule, and engaging.

Role Your Role and Goals
  • Start and end the session on time; keep presentations on schedule.
  • Set expectations (recording policy, photography, Q&A process, safety/exits if required).
  • Foster a professional, inclusive atmosphere aligned with AAPM meeting policies.
  • Coordinate with room AV/technician and presenters before the session begins.
Prep Before Your Session
  • Arrive ~15 minutes early; meet presenters and the AV tech; confirm speaker order.
  • Verify each talk file is loaded and visible; test any videos if applicable.
  • Confirm each speaker’s time allotment and Q&A plan (central mic or roving mics, Slido, etc.).
  • Identify disclosure slide requirements and remind speakers to present them.
Start Kickoff: Opening the Session
  • Welcome attendees; announce session title, format, and timing.
  • State the policy on photography/recording and respectful conduct.
  • Explain how Q&A will work (when, how to queue, time per question).
  • Introduce the first speaker (name, affiliation, talk title) and start the timer.
Timing Keep Time and Stay on Schedule
  • Use the room timer for each talk; give visual cues (e.g., “2 minutes left”).
  • Protect Q&A time; if a speaker overruns, shorten Q&A accordingly.
  • No-shows or early finishes: fill time with Q&A or proceed after a short buffer—avoid going significantly off schedule.
  • Report no-shows to AnnualMeeting@aapm.org.
Engagement Manage Q&A
  • Invite concise questions; repeat or summarize questions into the mic if needed.
  • Prioritize a range of voices; keep exchanges professional and on topic.
  • Politely end questions that run long and move to the next.
Policies Conduct, Photography, and Meeting Policies
Issues If Something Goes Wrong
  • Tech issues: pause briefly; ask AV to assist; move to next talk if delays exceed ~1–2 minutes.
  • No-show: announce the change; keep the schedule moving; adjust Q&A or buffer time.
  • Conduct concern: de-escalate, restate expectations, and contact staff/security if needed.
Contact — AAPM Staff

Questions?

We’re here to help. Reach out to our team contact below.