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Presenter and Moderator Information

In preparing presentation and ePoster materials, take note of the Joint AAPM | COMP Virtual Meeting guideline regarding Use of Photography and Video:

While AAPM encourages sharing meeting activities via social media, we remind attendees that all presentation content, including ePoster content, is the property of the author and permission is required to share or reuse photographs or videos of work presented at the meeting, including sharing on social media.

If presenters indicate “no photography” on their presentation materials, taking photographs, videos, screenshots or captures of the presentation or poster content is not allowed, for any use.

Otherwise, taking photographs or videos is allowed for personal use.

NEW: Know Before You "Go" Day-of Guidelines for Presenters and Moderators can be found here.

ePosters are for viewing only. All ePosters are posted online in the AAPM ePoster Library to be accessible by all meeting registrants. Viewers will have the ability to interact directly with the Presenting Author by sending an email or using a forum feature within the platform.

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Oral Presentations

The 2020 Joint AAPM|COMP Meeting will be presented in a fully virtual environment between July 12 - 16 in the Eastern Time Zone. Please review the following list of guidelines for presenters as there are several steps that you will need to take to participate in the virtual meeting.

The AAPM|COMP Meeting is being planned as pre-recorded content with live discussion organized into sessions and symposia. Presenters are expected to participate in live discussion during their designated session or symposia. On-demand playback will be available to registered attendees for 6 weeks following the close of the meeting.

Presentation Preparation Guidelines:
The final version of Presentation files must be uploaded by 11:59PM Eastern Time on Friday June 19, 2020.

  • AAPM will email you a link to the upload site and instructions on using the site by June 1.
  • All presentations for the meeting need to be created as a “Narrated PowerPoint or Keynote Presentation” outputted as an MP4 video file. Instructions on creating the file are included here: How to Create a Cross Platform Narrated Version of Your Presentation The PowerPoint should be in 16:9 format.
  • IMPORTANT: Plan your presentation to strictly adhere to the time allotted. Recordings that exceed the designated time allotted cannot be uploaded to the system
  • Each participant is requested to download and review the Remote Presenter Best Practices document to prepare for their participation. It is highly recommended to use a USB headset mic for the highest audio quality.
  • The Virtual Environment integrates Zoom video conferencing technology directly into the platform for both viewing and individual interaction. Presenters are expected to participate during their session or symposia using their local webcam and computer audio.

Virtual Speaker Ready Room:
Presenter Appointments Required: June 22 – July 3

  • A Virtual Speaker Ready Room will be provided by AAPM|COMP with all Presenters being required to sign up for a 15-minute appointment prior to the meeting using the presentation upload site.
  • During the appointment, the support technician will work with the participant(s) to ensure that participants know how to use their webcams and microphones as well as participate in the session.

Live Meeting Operational Overview:

  • Moderator Guidelines
  • Each live session and symposia on the agenda will be managed by 2 staff members: a Technical Producer and a Staff Administrator.
  • Technical Producer will initiate the Zoom session, act as the host, and will run the meeting according to a pre-arranged agenda where the specified presentations will be played in order from their previously recorded video files.
  • Technical Producer will enable the cameras/microphones of the presenters so they may participate during the live question and answer period.
  • Attendees will not be able to enable their cameras or microphones during live sessions.
  • Chat will be offered during each live session and will be moderated by a person designated by AAPM|COMP. This will allow questions from the audience to be readily available to the faculty.
  • Presenters and moderators will be required to be present in the Virtual Meeting Room 15 minutes before the beginning of their allotted time to give enough time to get prepared and correct any technical issues.
  • AAPM|COMP presenters and moderators will be able to communicate directly with the Staff Administrator who will then communicate with the Technical Producer for each session using chat. This chat will not be visible to attendees or other presenters.

NEW: Know Before You "Go" Day-of Guidelines for Presenters and Moderators can be found here.

ePoster Presentations

Presenting Authors: See instructions below regarding your ePoster:

Instructions for the preparation of your ePoster

  • PowerPoint file or PDF file- landscape format (ratio of 16/9 ideal)
  • Not password-protected
  • One (1) Slide only
  • AAPM encourages you to use the ePoster templates. Nevertheless, the use of templates is not mandatory and presenters are free to submit their own designs and color schemes.

Instructions for the submission of your ePoster
(The notification to gain access to the portal will be sent from Multilearning by May 21st).

  • Please click here to submit your ePoster.
  • Use your abstract submission email as the username.
  • If you need to set/reset your password please follow this link.
  • Deadline to upload the ePoster file: June 28, 2020

For technical assistance with the preparation and/or formatting please contact Multieposter.

FAQs

When is the deadline to submit my e-poster?

June 28th at 11:59 PM in your time zone.

Am I able to re-upload my poster if I have new edits?

Yes, you can re-submit your poster until the deadline.

When can I add audio narration?

After you submit, we will process the original to an e-poster. This can take anywhere from a few hours to a few days. You will receive an email once the audio narration is ready to be recorded!

If I re-upload my e-poster, will the audio files I recorded be deleted?

No, the audio will remain the same unless a section of the poster is removed.

When will my e-poster be formatted and ready for audio recording?

Submit early for the shortest turnaround times! If you wait until the deadline, your poster formatting may take ~5 days before audio can be recorded.

Is there a deadline for audio narration recording?

No.

Can I submit prerecorded audio files?

No, the audio must be recorded online to be directly uploaded in the correct format on the correct section.

Is there a time limit on the recordings?

No.

Is there a limit on the amount of narrations I can use?

One per section maximum.

Can you narrate specific figures, or only the larger sections?

You can narrate any section including individual figures.

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