GUIDELINES

Professional scientific presentations are the central focus of our Annual Scientific Meeting! Below are guidelines to help you prepare.

NEW: for presenters

Speaker Ready Room: Plaza Court 6
Monday-Thursday: 7am-6pm

AsMA-UHMS has decided to designate a room as our official “Speaker Ready” room. 

• You are required to bring your presentation to the Speaker Ready Room no later than one (1) hour before your session or panel begins so it can be loaded onto the session computer.
• ALL Presentations MUST be in PowerPoint™ (.pptx)- 16:9 format. Bring your file on a USB drive or use the upload link provided by Clarity AV if needed (link coming soon).. Clarity AV will manage and load all presentations on-site. No exceptions.
• Personal computers will not be allowed. Therefore, it is recommended that video clips be uploaded as separate files as backup.
• Presentations cannot be loaded at the podium. This process ensures all sessions start on time and that backup copies are secured.
• On the day of your talk, a presentation folder will be placed on the podium desktop of the session computer. A Clarity representative will give you instructions when you check in to the Speaker Ready Room.
• Presentations will be delivered in the order they appear in the program schedule.
• Sessions will be recorded. One AsMA panel room and the UHMS breakout will also be livestreamed.
• At the podium, please do not close PowerPoint or WebEx and remain at the microphone to maintain clear audio and video quality.
•  

Additional Important formatting Information:

• Name your presentation using the Abstract Program ID number, provided in an email to presenters, followed by your last name, e.g.,
  • AsMA: 075_Jones
  • UHMS: A1_Jones  
• The first slide should be your title slide; the second slide must be the Disclosure Slide
  • Required- slide: please click on the link to download the disclosure slide template if there are relevant financial relationships or nothing to disclose.
• Required: All presenters must fill out a Financial Disclosure form.
• Audiovisuals must NOT contain any advertising, trade names or logos, or product messages of ineligible companies. They should be educational, based on current science, evidence, and clinical reasoning, while giving a fair and balanced view of diagnostic and therapeutic options.
• AsMA Panel presentations within a panel session are normally 15 minutes, with the 15-minute discussion at the end of the session.
• Interactive presentations (formerly known as “poster presentations”) are given during an hour and a half session in electronic format displayed on a tv screen and ran on an iPad. Please refer to the poster guidelines.

Capturing PowerPoint^TM Presentations

• The Aerospace Medical Association and the Undersea Hyperbaric Medical Society intend to make presentations from the Annual Scientific Meeting available to attendees after the meeting.  Online Continuing Education Credits will be offered for purchase to those who could not attend in person. 
• With multiple scientific sessions occurring at the same time, it is impossible to attend all the sessions of interest for our registrants. To provide our paid registrants the opportunity to view those scientific sessions they missed, we are planning to live capture the audio and slides of the PowerPoint™ presentations for all scientific sessions. This post-meeting access is provided to all paid registrants as part of their registration.
• As part of your submission form, we asked that you give permission for this live capture. The audio and presentation/slides delivered on-site at the conference will be captured and included on the conference recordings that will be made available following the conference. Plenary conference sessions (audio and slides) may also be offered on the AsMA-UHMS website. The permission you grant consists of a nonexclusive license for AsMA-UHMS to repurpose the presentation in print or electronic forms for educational purposes; this is not a transfer of copyright. You (or your employer) retain the right to use this presentation, in whole or in part, in other professional educational endeavors.
• Remember, providing AsMA-UHMS a copy of presented material is in the spirit of scientific endeavor. Authors are reminded that the Annual Scientific Meeting is a public forum, and all presented information should be suitable and acceptable for public release.

PRESENTATION TIPS

• Cardinal rule: Keep visual material simple!! Too much data on one slide is confusing. When in doubt, use multiple slides (10 is optimum).
• Do not use too many hierarchies (bullet levels) on any one slide. It’s okay to use real sentences!
• Preview your presentation in a large room to see how well it projects. Viewers in the back of the room should be able to read the smallest print on every slide.
• Use contrasting colors and avoid mixing dark colors. Text should clearly stand out from the background. In PowerPoint^TM, the best contrast is black or dark blue text on a white background.
• It is often best to READ THE SLIDE to the audience, contrary to popular opinion. Then follow each bullet with a more detailed explanation. The audience can digest about 1 slide per minute (so your presentation should not have more than about 10 slides (not including title and disclosure) for a 10-minute presentation.
• Be sure to include real graphics when applicable; use supporting documentation.
• Provide contact information to the audience so they can request more information.