Speaker & Moderator Information

Do

• Follow PP-31 AAPM Code of Conduct at Meetings and Social Events.
• Ask authors for permission before sharing or reusing presentation or poster content.
• Register to participate in the meeting.

Do not

• Ignore a presenter notice that says "No Photography."
• Post offensive or inappropriate content. AAPM may edit recorded materials.

You will find

• A single digital projector at 1920×1080 (16:9).
• Confidence monitor: a monitor facing the stage shows the slides the audience sees, so you don't have to turn around to check the screen.

Remember

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

Not allowed

• Connecting personal laptops to projectors.

Review and test your PowerPoint with on-site technical support. See the Speaker Ready Room section below for location and hours.

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.

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.

Timing

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

Slide checklist

• Use the AAPM PowerPoint template (recommended, not required). Download the oral presentation template.
• Required: a conflict-of-interest disclosure slide and an AI-use disclosure slide.
• 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 and 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, and leave time for Q&A.

• Start and end the session on time and keep presentations on schedule.
• Set expectations (recording policy, photography, Q&A process, safety and exits if required).
• Foster a professional, inclusive atmosphere aligned with AAPM meeting policies.
• Coordinate with the room AV technician and presenters before the session begins.

• Arrive about 15 minutes early. Meet presenters and the AV tech and confirm speaker order.
• Verify each talk file is loaded and visible. Test any videos if applicable.
• Confirm each speaker's time allotment and the Q&A plan (central mic or roving mics, Slido, etc.).
• Identify disclosure slide requirements and remind speakers to present them.

• Welcome attendees and announce the session title, format, and timing.
• State the policy on photography and 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.

• Use the room timer for each talk and give visual cues (for example, "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.

• Invite concise questions. Repeat or summarize questions into the mic if needed.
• Prioritize a range of voices and keep exchanges professional and on topic.
• Politely end questions that run long and move to the next.

• Uphold PP-31 AAPM Code of Conduct at Meetings and Social Events.
• Honor presenter "No Photography" indications. Otherwise, personal-use photos only per policy.
• Follow any session-specific rules on recording, streaming, and disclosures.

• Tech issues: pause briefly and ask AV to assist. Move to the next talk if delays exceed about 1 to 2 minutes.
• No-show: announce the change, keep the schedule moving, and adjust Q&A or buffer time.
• Conduct concern: de-escalate, restate expectations, and contact staff or security if needed.