Speaker Information and Instructions

Please read all of the information below before uploading your presentation and before coming to the meeting.

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 at the meeting. By following these important tips, your presentation will go smoothly.


Important Considerations for Vancouver:

  • Session Room Equipment: All of the session room computers will be PCs; therefore, Mac users should review the sections below regarding supported formats and files. If you have any questions, contact the ASHG Meeting Management Office at ashgmeetings@ashg.org.
  • Slide Sharing Option: 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 2016 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. See Upload Your Slides for details.
  • Presentation format: Before preparing your presentation, be sure to read the “Slide Preparation” and “Multimedia Considerations” sections below. NEW this year: A 16:9 wide screen format will be used for projection of slides in Vancouver. Instructions for making your presentation compatible are below.

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 answers.
  • Invited 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 presentation 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 Committee Chair and Meeting Management Office and is required to complete a conflict of interest disclosure form.

Upload Your Presentation...

...Before Traveling (Recommended) or

...At the Vancouver Convention Centre Room 107, Level 1, West Building

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 thereafter. 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: 7:30-11:00 am

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. The moderator and a member of the Program Committee will be in the audience to monitor compliance.
  • 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.
  • 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.


Multimedia Considerations and Slide Preparation

Presenters: Make your presentations compatible with on-site audio/visual specifications.

All screens in Vancouver will be 16:9 widescreen format, not 4:3 as in previous years. Computers and projectors will be configured for 1280 x 720 resolution. We envision this change enhancing the visual aspects of the Annual Meeting.

To take full advantage of the new widescreen format, every presenter must convert pre-existing slides to a 16:9 format and develop new slides in the 16:9 format. If presenters use the 4:3 presentation format aspect ratio, the presentation will still display but will be "pillar boxed" on the 16:9 screen, as shown below.

 

Please note that you will want to format your slide template before preparing your presentation. If you convert an existing presentation to the 16:9 format, your text, videos, and photos may appear stretched and will need to be resized or re-entered.

 

 16x9 widescreen format

To convert your slides:

 For PowerPoint 2013

  1. On the "Design" tab, select "Slide Size"
  2. In the drop down box, select "Widescreen (16:9)"

 For PowerPoint 2007 and 2010

  1. On the "Design" tab, select "Page Setup"
  2. In the drop down box, select "On-Screen Show (16:9)" and click "OK" 

For the Newest Apple Keynote

  1. From the Keynote Window, select “Document” on the top right hand corner
  2. Under “Slide Size”, select “1280 x 720”

For the Older Apple Keynote

  1. From the Menu Bar, select “Show Inspector”
  2. On the Inspector, select “Document Inspector” located in the top left hand corner
  3. Under “Slide Size”, select “1280 x 720

*Videos and photos may need to be resized so they do not appear stretched. Animations should be checked to ensure the elements line up correctly.

Supported Presentation Formats

  • PPT, PPTX: The presentation format is optimized for PowerPoint, whether created on a PC or MAC. To take advantage of advanced media support in PowerPoint, we recommend all PPT files be converted to the PPTX format. You can find the convert feature located under “File, Help” when you have your PowerPoint open.
  • PDF: Supported.
  • KEY; Keynote files are not supported. Please export your presentation as a PowerPoint or PDF file for upload, and be sure to review the result in the Speaker Ready Room.
  • Prezi files are currently unsupported for upload. Please ask for assistance in the Speaker Ready Room.

Video and Audio File Support for Presentations

  • Please see this article for file formats supported within PowerPoint.
  • Please consider compressing your videos. If you’ve authored your PowerPoint as a PPTX, there are tools within PowerPoint to do this automatically. Instructions are found here.
  • If you will be converting or authoring videos, we recommend H.264 encoding at less than a 5Mbps bitratefor best performance. NEW for Vancouver: Resolution in the meeting room will be 1280x720 for a 16:9 presentation.
  • If you plan to play a DVD as part of your presentation, please notify a technician in the Speaker Ready Room so arrangements can be made for assistance in your meeting room.
  • Considerations for custom fonts: We only supply fonts that are included with Office 2013. For a list, see this article. If you need a specialized font, it should be embedded into your PowerPoint presentation. Some licensed fonts may not embed and should be replaced with a font included with Office. Click here for an explanation of this process.
  • Links to Web Pages: Meeting Room computers are not connected to the Internet. Links to web pages will not function and may cause issues if clicked accidentally during your presentation. We strongly recommend removing all internet links from your presentation.

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. If you do not revise your presentation, you may be disqualified from presenting.


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.

Audiovisual Equipment

The audiovisual equipment available inside the room includes:

  • Computer, monitor, and mouse/slide advancer on a lighted lectern
  • Data projector
  • Screen
  • Monitor for speaker presentation mode and notes
  • 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 23.

Backup: Please bring a backup copy of your presentation with you to Vancouver. 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.


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.