- All speakers, regardless of whether your presentation has been emailed to ASTRO staff or not, must check in at the Speaker Ready Room and review their presentation.
- If you do not upload your electronic file to the online Presentation Management portal AT LEAST two hours prior to the start of your session, the risk for AV problems is significant; we recommend uploading the day before your session takes place. Please also bring a backup of your presentation(s) on a USB flash drive.
- If you plan to show a video or use a Mac for your presentation, alert ASTRO staff prior to coming on-site.
Speaker Ready Room
All presenters are required to go to the Speaker Ready Room the day before their session takes place so that their presentation can be uploaded; computers are available to preview your presentation. This room will be open during the following hours:
- Wednesday, March 13, 2019, 4:00 p.m. - 6:00 p.m.
- Thursday, March 14, 2019, 6:45 a.m. - 4:45 p.m.
- Friday, March 15, 2019, 6:45 a.m. - 4:30 p.m.
- Saturday, March 16, 2019, 6:45 a.m. - 12:00 p.m.
Please do not combine multiple presentations into one file and then submit under one name. Our system manages presenters individually and any co-presenter will not be able to log on to edit the combined presentation.
- You should arrive at the front of your session room at least ten minutes in advance of your session (or the session that precedes yours if there isn’t a break in between). ASTRO Education staff and an AV Tech will be there to give instructions and acquaint you with the AV set up on the stage.
- Please stay within your presentation time limits. You will be able to view a timer that will be operated by the AV Tech. Oral abstract presenters will have seven minutes for presenting the abstract and three minutes for questions from the audience (a total of 10 minutes per abstract).
- You are required to disclose before your talk (more information is below).
- Presentations must be objective and free of commercial bias for or against any product or device. Slides and/or reference materials shall not, by their content or format, advance the specific proprietary interests of a commercial entity.
- All clinical recommendations must be based on evidence that is accepted within the profession as adequate justification for their indications and contraindications in the care of patients. All scientific research referred to, reported or used to support or justify a patient care recommendation must conform to the generally accepted standards of experimental design, data collection and analysis.
- Presentations must give a balanced view of therapeutic options. Use of generic names will contribute to this impartiality. If trade names are used, those of several companies should be used rather than only that of a single supporting company.
- Presentations must offer a balanced view of current medical practice that includes discussion of all available therapeutic products, including benefits and risks associated with each.
- Presentation materials must not include any commercial logos.
- Presentations must be HIPAA compliant (e.g., will only use de-identified patient information and/or will obtain written consent from the patient).
Presenters are required to disclose the following, if applicable, to the audience at the beginning of your presentation and in accordance with ACCME standards and Food and Drug Administration requirements:
- The existence of any financial or other relationship you have with the manufacturer(s) or any commercial product(s) or provider(s) of any commercial services discussed in an educational presentation.
- Any vested interest or intention to discuss off-label use of pharmaceuticals or devices.
Remember that you will need to display your disclosure slide(s) before your presentation begins.
Building Your Presentation
- Remember to remove any banners/templates from other meetings/symposia. We recommend you use the meeting's PowerPoint template for your slides.
- All of the screens will be a 16:9 widescreen ratio. If your presentation is in the older 4:3 ratio rather than 16:9, your presentation will be "pillar boxed" on the wider screens.
- Movies: Please take steps to compress your videos. Uncompressed videos will take longer to upload and will not be better quality than a modern MPEG‐4 codec. We can only accept movies created as MPGs, WMVs, or with the following AVI codecs: MPEG‐4 (Divx or Xvid), Indeo, Cinepack or Techsmith.) Videos should be embedded in your slides and you should bring a copy of the videos just in case they're encoded in an obscure codec.
- Flash content (SWF) is fully supported.
- Apple Quicktime formats such as MOV, QT, MP4 or DV files are NOT supported in Windows PowerPoint. Options to convert these movies to a Windows compatible AVI are discussed below in Considerations for Mac Users.
- It is important that your movies do not completely fill the screen. In the meeting room you will only have a mouse to advance your slides. You can only advance your PowerPoint by clicking on the slide, not the movie itself.
Considerations for Mac Users
- ASTRO discourages the use of Macs to present your slides on-site simply because it delays the session: AV staff have to switch from their system to an individual computer and there can be unintended delays. If you feel strongly about presenting from your Mac, alert ASTRO staff as soon as possible so they can connect you with the AV team.
- Pictures: If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, this is no longer an issue, and any inserted image will be compatible.
- Movies: Quicktime Pro 7 can natively export MOV, DV, QT or MP4 files as Windows compatible WMV files under 30 seconds in length. There are add-on products to Quicktime that will allow for converting longer files. If you cannot convert the files or have a considerable number of files, please check with an AV staff in the Faculty Registration and Presenter Ready Room who can make arrangements to convert the videos, or at ASTRO’s discretion, confirm you will be allowed to present off your own Macbook. Please have an appropriate video adapter for an SVGA connection.
- Keynote Users: Please consider exporting your presentation as a PowerPoint or Adobe Acrobat file. At ASTRO’s discretion, you may be able to use your own Macbook if the export is unsatisfactory.
| Contact Us
251 18th Street South, 8th Floor, Arlington, VA 22202 | Phone: 703.502.1550 | Fax: 703.502.7852