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.
Preparation Speaker Ready Room

Review and test your PowerPoint with on-site technical support.

Hours

  • Friday2:00 p.m. – 6:00 p.m.
  • Saturday – Monday7:00 a.m. – 6:00 p.m.
  • Tuesday7:00 a.m. – 12:30 p.m.

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 SpringClinical@aapm.org. Requests are reviewed case by case.

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

Timing

  • Early-Career Investigator Finalist: 8 minutes talk + 2 minutes Q&A — total 10.
  • In the Clinic — Short Oral: 8 minutes talk + 2 minutes Q&A — total 10.

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 Laurie Madden.
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.

Speaker Ready Room

All speakers can visit the Speaker Ready Room to upload or rehearse presentations.

Location Atlantic Room (Conference Level), Hyatt Regency Orlando

Hours

Friday, March 20
2:00 p.m.–6:00 p.m.
Saturday, March 21
7:00 a.m.–6:00 p.m.
Sunday, March 22
7:00 a.m.–6:00 p.m.
Monday, March 23
7:00 a.m.–6:00 p.m.
Tuesday, March 24
7:00 a.m.–12:30 p.m.
Contact — AAPM Staff

Questions?

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