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Speaker Preparation


Download the PowerPoint template for your slides.


Hotel Information

Hilton San Diego Bayfront
One Park Boulevard
San Diego, CA 92101


Speaker Ready Room

All presenters are required to go to the Speaker Ready Room the day before their session takes place to upload their presentation (computers are available to preview your slides). 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. - 5:00 p.m.
  • Saturday, March 16, 2019, 6:45 a.m. - 12:00 p.m.

Faculty Expectations

  • 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.
  • 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. Faculty 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). 

Presentations

Uploading Slides

  • 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 bring 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. 
  • Remember to conclude your presentation with a summary slide that outlines the key points and take-home messages from your talk.

Disclosures

Speakers and moderators are required to disclose the following, if applicable, to the audience at the beginning of their presentations 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 their intention to discuss off-label and/or investigational use of pharmaceuticals or devices.

Remember that you will need to display your session’s disclosure slide(s) before presentations begin.

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 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.

Arriving in the Session Room

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 the AV tech will be there to give instructions and acquaint you with the AV set up on the stage. It is essential that each presenter stay within the time limits. A timer will be operated by the AV tech to ensure this.

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 Speaker 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 export 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.

Abstracts

The full text of the abstracts selected for oral and poster presentation will be available on the meeting website and the online conference planner. All abstracts will be published in a supplement of the International Journal of Radiation Oncology • Biology • Physics.

All abstracts are embargoed and remain confidential until the opening ceremony of the Symposium. If you have any questions about the embargo policy, please contact ASTRO’s media relations team


Social Q and A

In every session, and in addition to floor microphones in the room, attendees can use their own electronic devices (phone, tablet, laptop) to submit questions to the speakers and moderators. Attendees will be able to see the questions that others people have asked, and can up-vote questions that they want answered.

Some speakers may also utilize the technology to poll the audience with interactive, audience response questions.

When you access the Social Q and A platform, navigate to the appropriate session and, if necessary, select the appropriate speaker from the given list when asking a question. There is where you will also be able to answer any polls that speakers may ask.


Meeting Materials

  • You will receive a printed Pocket Program when you check in on-site. While there are some blank notes pages in the Pocket Program, please remember to bring a notebook or laptop for your own personal use if you plan to take extensive notes.
  • Disclosure information will be available online for committee members and faculty. In addition to being available online, disclosure slides will be shown at the beginning of each session. Disclosure information will not be printed in the Pocket Program.
  • All abstracts will be published in an issue of the International Journal of Radiation Oncology • Biology • Physics (Red Journal). Full text of the abstracts is embargoed until the opening ceremony of the symposium, but will be available online for attendees to download during the symposium.

Exhibit Hall Location and Hours

The Exhibit Hall is located in Indigo Ballroom Salons C-H.


Meals

Continental breakfast will be provided Thursday, Friday and Saturday in the Exhibit Hall.
Morning coffee breaks will be provided in the Exhibit Hall on Thursday, Friday and Saturday. Afternoon coffee breaks will be provided Thursday and Friday.
Lunch will be provided on Thursday and Friday in the Exhibit Hall.


Meeting Evaluation and Certificates of Credit

  • To be eligible to receive continuing education credit, attendees must complete the online evaluation by April 15, 2019. To access your evaluation, log into ASTRO Academy with your ASTRO credentials. Please only evaluate the sessions you attended.
  • CME certificates of credit are only available to participants who have completed the online evaluation tool. Participants will have online access to their certificate upon completion of the evaluation. Participants can access, print and save their certificate from ASTRO Academy.
  • Physicist attendees will not receive certificates of credit from ASTRO. The names of physicist attendees will be sent to CAMPEP 45 days after the meeting.
  • Even if you do not require continuing education credits, we do appreciate your valuable feedback and encourage all attendees to complete the electronic meeting evaluation.

Posters

Posters will be on display for viewing on Thursday and Friday in the Exhibit Hall. Posters will be removed on Friday, March 15, in the afternoon. The Poster Reception will take place Thursday evening, March 14, in the Exhibit Hall.


Age Requirements for Attendees

Due to the detailed nature of the programs and forums, no one under the age of 18 will be admitted to any official symposium function. This includes, but is not limited to, all symposium sessions and the exhibits/food room.


Dress

Business Casual.


Recording

No audio recording, video recording or flash photography is permitted at any time during the meeting.


Questions

For questions related to housing, registration and travel, contact the Meetings Department.
For all other questions or concerns, contact Natalie Cain.

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