Speaker Information and Instructions

Please read all information below before coming to the meeting and before uploading your presentation. The following guidelines are provided to assist invited speakers and platform/plenary presenters. The guidelines will help ensure that little, if any, editing will be required once you arrive in Baltimore. By following these important tips, your presentation will go smoothly. All of the session room computers will be PCs; therefore, Mac users should review Considerations for Mac Users. If you have any questions, contact the ASHG Meeting Management Office at ashgmeetings@ashg.org.

New Slide Sharing Option for 2015: ASHG will set up a secure, slide-sharing website (available a few weeks after the meeting) for speakers who wish to share their slides with fellow ASHG 2015 attendees. See Upload Your Slides for details.


General Information

  • Plenary Featured presentations are 20 minutes in length: 15-minute presentation, 5-minute questions and answers.
  • Platform presentations are 15 minutes in length: 10-minute presentation, 5-minute questions and answer
  • Invited Speaker Session presentations are 30 minutes each. Please discuss your allotted time with the moderator(s) before preparing your presentation.
  • All speakers are required to check in with the moderators in the session room 30 minutes prior to the start of the session (not the start of your talk).
  • Speakers should, if possible, upload their presentation slides before traveling to the meeting, by visiting the presentation upload site, which opens in September.
  • Speakers may not take laptops or thumb drives to the podium for use with their presentation. Speakers who arrive at the session room with their presention on their laptop or a thumb drive will be asked to go the Speaker Presentation/Upload Room to download their presentation, which may delay the start of the session.
  • If you are unable to present and need to send a replacement author, please inform the ASHG Meeting Management Office, ashgmeetings@ashg.org, immediately. The replacement author must be approved by the Program Chair and Meeting Management Office and is required to complete a conflict of interest disclosure form.
  • Click HERE for a suggested format for abstract citation.

Audiovisual Equipment

The audiovisual equipment available inside the room includes:

  • Computer, monitor, and mouse/slide advancer on a lighted lectern
  • Data projector
  • Screen
  • Speaker timer with flashing lights to let you know when your time is almost up
  • Lavaliere microphone
  • Lectern microphone
  • Table microphone
  • Aisle microphones will be placed in the audience for the question and answer period

There will not be an Internet connection. If you require equipment not listed above or require an Internet connection for your presentation, please contact the ASHG Meeting Management Office at ashgmeetings@ashg.org prior to September 15.

Backup: Please bring a backup copy of your presentation with you to Baltimore. You should copy your PowerPoint and all movies to a folder on a USB thumb drive. PowerPoint does NOT embed movies. They must be placed in the same folder as your PowerPoint. It is good practice to keep a second copy in your luggage.


Upload Your Presentation

Before Traveling (Recommended)

  • The presentation upload site will open.
  • To log in, you must use the email address you provided when you submitted your abstract. Leave the password field blank. Once logged in, follow the instructions on the screen.
  • Do not combine multiple presentations into one file. The system manages only one presenter at one time. A co-presenter cannot log on to edit the combined presentation.
  • Use the mouse, not the keyboard, to advance your slides, as you will only have a mouse at the podium inside the session room. Left click advances the slides; right click goes back.
  • Once you are comfortable that your presentation is complete, confirm the date, time, and room for your session. Be sure to click the “save/logout” button at the top of the screen before logging out.
  • If you upload your presentation in advance, you can still make changes by visiting the Speaker Presentation/Upload Room (Room 330 in the Baltimore Convention Center, Level 3). Changes must be done at least three hours before your scheduled session.  

You can also upload your presentation from your hotel room by following the same instructions above.

At the Baltimore Convention Center Room 330, Level 3

Visit the Speaker Presentation/Upload Room at least three hours before your session. If your travel plans allow, we recommend that you upload your presentation in the Speaker Presentation/Upload Room the day prior to your talk.

  • All presentations will be downloaded to your session room one hour before the scheduled start of the session. The system in the speaker ready room will be locked at that time and you will be unable to access your presentation therafter. Please plan accordingly and upload your presentation early.
  • Do not take your laptop to the meeting room. ASHG does not permit use of personal laptops for presentations.

Speaker Presentation/Upload Room Hours

Tuesday 11:00 am-5:00 pm
Wednesday: 7:30 am-5:00 pm
Thursday: 7:30 am-5:00 pm
Friday: 7:30 am-5:00 pm
Saturday: 7:30 am-2:00 pm

 

A satellite Speaker Presentation/Upload Room will be located in the Hilton Baltimore, in the Blake Room on Level 3, for presentations taking place in the Hilton Holiday Ballrooms.


Slide Sharing Option: New for 2015!

ASHG will set up a secure, slide-sharing website (available a few weeks after the meeting) for speakers who wish to share their slides with fellow ASHG 2015 attendees. When uploading your slides for presentation, you will be asked to check a box to indicate whether or not your slides may be shared. Speakers must certify that they have the necessary permissions for all slide content.


Author Disclosure/Conflict-of-Interest

The ASHG Annual Meeting has been planned and implemented in accordance with the Essential Areas and policies of the Accreditation Council for Continuing Medical Education through the joint providership of the American College of Medical Genetics and Genomics (ACMG) and ASHG. The ACMG is accredited by the ACCME to provide continuing medical education for physicians. Therefore, all educational programming is developed and must be presented in compliance with all ACCME accreditation requirements. Authors must adhere to these guidelines, which are outlined below. Failure to do so may result in your presentation being excluded from the meeting.

*All speakers must sign a disclosure statement regarding the existence of any financial interest and/or other relationship(s) they might have with the manufacturer(s) or provider(s) of any commercial product(s) or service(s) or with commercial and academic laboratories that accept samples for testing or develop any laboratory test or test(s) to be discussed during their presentations. Platform presenters completed this disclosure during the abstract submission process.

*Authors with conflicts that may affect the content of their presentations will be required to provide a copy of their slides in advance of the meeting so they can be peer-reviewed. Authors who disclosed a conflict will be contacted and will be asked to upload their slides at least one week in advance of the meeting so that the slides can be reviewed by members of the Program Committee. Once approved, the slides cannot be changed. Disclosure of financial relationships will be listed in the Program and on the website.

*Talks must be free of commercial bias for or against any product. If commercial products are discussed, the session must present objective information about those products, based on generally accepted scientific evidence. Speakers must not engage in the marketing of product(s) in any way during the presentation. Moderators have been instructed to intervene if this occurs.

*The content or format of a CME activity or its related materials must promote improvements or quality in healthcare and not a specific proprietary business interest of a commercial entity. Presentations must give a balanced view of therapeutic options. Use of generic names will contribute to this impartiality. If the educational material or content includes trade names, trade names from several companies should be used when available, not just trade names from a single company. 

*Please see the Slide Logo Policy below for details on how and where logos may be placed on slides.

*Authors must include a conflict-of-interest slide as part of their presentations to meet ACCME requirements, even when there is nothing to disclose. This ASHG-approved slide will be inserted automatically as the first slide in the presentation. For speakers who indicated a conflict, the disclosure information completed during abstract submission will be used automatically. No further action is required by authors for the conflict-of-interest slide.


Slide Preparation

  • When presenting patient data and health information (including photos), all presenters must be compliant with informed consent regarding human subjects and all applicable HIPAA regulations.
  • ASHG rules and guidelines require disclosure of gene names and sharing of research data so that findings can be replicated and other investigators with similar data can test your findings against their own.
  • Authors must disclose on one of their slides whether the abstract has been previously published. If the abstract has been previously published, authors should indicate the date and publication.
  • Authors who do not name genes at the meeting or do not address previously published details will be subject to sanctions as determined by the Program Committee. The moderator and a member of the Program Committee will be in the audience to monitor compliance.
  • Be sure to adhere to the Logo Policy for Speakers' Slides, detailed below.
  • The last slide in your presentation may include acknowledgments. Authors should not use presentation time to acknowledge co-authors and collaborators.
  • ASHG’s Social Media Guidelines and Twitter Policy: Remember that talks are tweetable and shareable by default. Speakers can ask that specific details not be shared and can opt out by informing the audience of their preference.
  • If you are willing to share your slides with fellow meeting attendees, please check the box to do so when uploading your slides in the Speaker Presentation/Upload Room. If you are sharing your slides, please announce this at the beginning of your talk or mention it in your slides.

For guidance on preparing effective PowerPoint slides, see our Tips for Effective Presentations.


Logo Policy for Speakers' Slides

There is a policy issued by Accreditation Council for Continuing Medical Education (ACCME) concerning logos on slides at CME-eligible events. The rules that govern our meeting are as follows:

  1. As defined by ACCME, “a commercial interest is any entity producing, marketing, re-selling or distributing health care goods or services consumed by, or used on, patients. The ACCME does not consider providers of clinical service directly to patients to be commercial interests.”
  2. A speaker whose work is supported by a commercial entity may credit that support at the outset of the presentation (2nd or 3rd slide) using text only. Company logo/tag line/branding may not be used anywhere in the presentation, e.g., logo or color scheme.
  3. A speaker from a non-commercial entity such as a university, research institution, research consortium, for-profit hospital (exempt under ACCME rules), or government agency may credit the organization(s) using logos on the acknowledgement slide, preferably the last slide. The speaker may not brand the overall presentation with logos or designs from the organization(s).

Additional information about ACCME’s definition of commercial interests is available here: http://www.accme.org/ask-accme/where-can-advertising-appear-related-educational-events

If you violate these regulations you will be asked to revise your presentation. By not revising your presentation you may be disqualified from presenting as you put us in risk of jeopardizing our accreditation.


Multimedia Considerations

Please see this article for file formats supported within PowerPoint.

Movies: Please take steps to compress your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically. Instructions are found here. We can only accept movies created as MPGs, WMVs, or with the following AVI codecs: MPEG-4 (Divx, Xvid, or WMVs), Indeo, Cinepack, Techsmith.

If you will be converting or authoring videos, we recommend H.264 encoding for best performance. Resolutions in the meeting rooms will be 1024x768. A 1080p, maximum bit rate encoding will needlessly bloat the size of your presentation with no visual improvement.

Note: It is important that your movies do not completely fill the screen. In the meeting room you will have a mouse to advance your slides. You can only advance PowerPoint with a mouse by clicking on the slide, not the movie itself.

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.

DVDs: If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Presentation/Upload Room so arrangements can be made for assistance in your meeting room.

Fonts: We only supply fonts that are included with Office 2007. If you need a specialized font, it should be embedded into your PowerPoint presentation.


Considerations for Mac Users

Keynote: Please convert all Keynote presentation files to Powerpoint.

Pictures: If you use a version of PowerPoint prior to 2008, please be sure embedded pictures are not in TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac and later versions, TIFF inserted images will be compatible.

Movies: Please export MOV files to Windows Media WMV with Quicktime-7 Pro. PowerPoint on Windows machines will not play MOV files. If you cannot convert the files or have a considerable number of MOV files, please check with a technician in the Speaker Presentation/Upload Room, who can make arrangements to convert the videos for you.


On The Day of Presentation

  • Arrive at the meeting room at least 30 minutes before the start of your session (not your talk) and introduce yourself as a speaker to the the audiovisual technician and moderator(s). Please sit near the stage to ease the transitition between talks.
  • Ask the AV technician to go over the setup and to provide instructions on the use of the speaker timer. The timers have green, yellow, and red lights and are pre-set according to the time allotted for your session. The green light appears during your talk, the yellow light indicates you should be concluding your presentation, and the red light indicates that you should stop talking to allow for questions.
  • It is important that all speakers stay on time. Moderators have been instructed to stop you from speaking if you go over the allotted time.
  • At the lectern, there will be a monitor where you can follow your presentation. Simply click your session time, then click your name on the display, and your PowerPoint will launch automatically.
  • Speak directly into the microphone in a normal voice, and do not handle the microphone while speaking.
  • If you have any difficulties or need any assistance, click the ASSISTANCE NEEDED button on the computer.
  • At the end of your presentation, the display will return to the list of presenters in that session.

Remember that the ASHG Photo Policy prohibits attendees from using cameras, including mobile phone and tablet cameras, and all other audio and/or video recording devices in all meeting session rooms.