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 email@example.com.
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.
The audiovisual equipment available inside the room includes:
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 firstname.lastname@example.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.
You can also upload your presentation from your hotel room by following the same instructions above.
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.
Speaker Presentation/Upload Room Hours
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.
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.
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.
For guidance on preparing effective PowerPoint slides, see our Tips for Effective Presentations.
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:
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.
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.
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.
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.