Speaker Guidelines and Resource Center

Questions?
Programmatic Questions: programs@ashg.org
Upload Questions: orchestrate@freemanco.com

We are looking forward to your presentation at the ASHG 2021 Virtual Meeting! Please find below all of the information and resources you will need to prepare. ASHG 2021 will feature your pre-recorded abstract and invited presentations. These sessions will be broadcast during the Virtual Meeting and will incorporate moderated live question and answers with presenters. To participate in your session, you must register for the ASHG 2021 Virtual Meeting. You will not only have access to your session, but also all of the other scientific content at this years’ meeting.

Plan to join one of the orientation sessions scheduled in early October. Details will be sent to you separately via email.

  • Plenary/Platform Speakers & Moderators: October 5 from 7:30 am – 12:00 pm and 1:00 – 6:00 pm (U.S. Eastern Time)
  • Invited Speakers & Moderators: October 6 from 7:30 am – 12:00 pm and 1:00 – 6:00 pm (U.S. Eastern Time)

Format and Upload Instructions
Due: September 24, 2021

All presentations will be pre-recorded. Q&A will be live. All presentation recordings must be uploaded to our secure presentation upload site no later than September 24 to allow for the Program Committee and staff to perform quality control checks.

  • Plenary presenters should prepare a .MP4 video file pre-recorded talk incorporating PowerPoint slides within the recording (the talk must be 15 minutes)
  • Platform presenters should prepare a .MP4 video file pre-recorded talk incorporating PowerPoint slides within the recording (the talk must be 10 minutes)
  • Invited presenters should prepare a .MP4 video file pre-recorded talk incorporating PowerPoint slides within the recording (times range from 15-20 minutes)

Important: Recordings must not exceed the allotted time. Practice your talk and the timing to ensure you meet the allocated amount noted above for your talk. Click here for tips for recording your presentation.

All Q&A will be live during the date/time of your presentation. You can find your session via the online planner. It is required that you download the Zoom app for the live Q&A and that you be available on this day/time to answer questions from the audience. You must join the live event 30 minutes prior to the start of the session (not the start of your talk). Login details will be sent separately.

Disclosure Slide: All invited, platform and plenary presenters are asked to show a disclosure slide at the beginning of their presentation, even when they have nothing to disclose. This must be shown as the first slide in speaker presentations. If you have a new employment or ownership relationship that has not been disclosed, please notify ASHG of the change before you submit your recording.

  • As you record your presentation, make sure to include the required disclosure slide even if you do not have any relationships to report.
  • As you show your slide, it must also be verbalized.
  • Please do not use logos or brand names of any companies in your slides for any ineligible company (any entity producing, marketing, re-selling, or distributing healthcare goods or services consumed by or used on patients).
  • If you will be discussing any unlabeled or investigational uses of pharmaceuticals or medical devices, please include that information on your disclosure slide.

Instructions

Presenters must upload their PowerPoint presentations, recordings, and any handouts on ASHG’s secure presentation upload site by September 24. After this date, no presentation materials will be accepted for upload. It is extremely important that you adhere to this deadline. Please see the Resources section below for step-by-step instructions on how to record your presentation.

  • Recordings: Must be submitted as a .MP4 video file.
    • Recordings need to be named with the title of your presentation or presentation ID and your name.
  • Presentations: Must be submitted as a PowerPoint file.
    • Presentations need to be named with the title of your presentation or presentation ID and your name.
    • Introduce yourself and the title of your talk prior to beginning your presentation.
    • Ideal size is 16:9 ratio.
  • Naming your file:
    • Include program number, name and file type. Your Program Number can be found in the online planner.
    • Keep the length under 30 characters
    • Do not include special symbols $ & + , / : ; = ? @ ” < > # % { } | \ ^ ~ [ ] `.
    • Example: 1906_JaneDoe.MP4 or 500_JaneDoe.PDF
  • Tips for recording your presentation

Technical Specs:

  • File size: 2GB is the maximum file size limit for the Orchestrate Submission System.
  • Make sure your presentation video is saved as a MP4 file. Resolution: 1920 x 1080
  • Frame Rate: 30fps
  • CODEC: h.264 in .mp4 wrapper + AAC for audio
  • 6mbps bitrate: To check the bit rate, right click on the file name, click on properties, go to the details tab, and look for total bitrate.

Step 1: In advance of logging into the upload site, finalize your presentation and recording. Practice your timing and presentation in advance to ensure you meet the time allocated to you. Playback your .MP4 file prior to submitting. Reminder:

  • Plenary presentations should be 15 minutes.
  • Platform presentations should be 10 minutes.
  • Invited presentations range from 15-20 minutes.

Step 2: When ready, log into the secure site and enter your login details. This was sent to you on September 10. Click the “Upload Files” button.

Step 3: Locate the desired presentation you wish to upload. Select the file to upload and click on “Open”.

Step 4: If your upload is successful, you will receive a pop-up message indicating that the upload was successful, and your files will appear listed under the appropriate session/presentation.

Confirmation: You will also receive a confirmation email within an hour. If you do not receive this email, contact the Freeman support desk at Orchestrate@freemanco.com to ensure that your file was successfully uploaded. When contacting the support desk, please reference the ASHG 2021 Virtual Meeting and your (i.e., the presenter’s) full name.

Making Changes: If you need to make changes to a file that you submitted before the September 24th deadline, you may resubmit the file through the speaker center using a new file name; you should also delete the earlier submission.

Tips and Guidelines

If you need assistance or have questions about uploading your presentation, please contact Orchestrate@freemanco.com and reference the ASHG 2021 Virtual Meeting.

Audio Tips:

  • Use a microphone and test audio before recording. Wired headsets will generally produce the best quality audio and pickup less ambient noise.
  • Record your presentation from a quiet location.

Recording Suggestions:

  • Practice your presentation and recording beforehand.
  • Be mindful of lighting. Try practicing with different lighting to find the best effects.
  • When you are ready to record, open your slides in full screen mode.
    FOR EXAMPLE: If using Microsoft PowerPoint, give your presentation in “Slide Show” mode.
  • Begin your presentation on your content slides. A brief pause in between slide transitions may be needed with some recording applications below.
  • Final file format must be an MP4 file.

Resources

Author Profiles/Headshots and Handouts

We encourage authors to upload a headshot. To do this, click on the camera icon next to your name and upload a high-resolution image. The acceptable file types for profile pictures are jpg, jpeg and png, and the resolution is 600×600 pixels. Please name the image file with your first and last name in the file.

Handouts: Must be submitted as a PDF file. Handouts need to be named with the presentation ID, your name and denoted as a handout. Example: 1906_JaneDoe_Handout.PDF

Policies

  • Use of Commercial Materials: ASHG is committed to minimizing commercial bias in poster presentations and handouts and therefore should not contain any commercial logos, company names, brand or proprietary drug names. Only cooperative group, hospital, and non-profit company logos are permitted.
  • Embargo: ASHG aims to encourage presentation of the latest findings and enable responsible and quality reporting of those findings by press in attendance. To this end, all presentations, presentations, will be embargoed until the date and start time of the presentation. This means that press registrants may not publish any information about work being presented until this date. This policy helps ensure that all reporters have access to the same, up-to-date and complete information when researching and writing their articles.
  • Abstracts on will be available on September 8, 2021. The meeting website will include a searchable program and an individualized meeting itinerary planner after the abstracts have been posted. Please review ASHG’s Abstract Licensing Agreement/Copyright Policy here.
  • While ASHG’s photography policy remains in effect, with a virtual format you should assume attendees have the ability to take photographs, screen shots, audio recordings, or video recordings.
  • Background Policy: Backgrounds that include objects or pictures with political statements, obscene, discriminatory or offensive language should be removed.
  • All programming is developed and must be presented in compliance with all ACCME requirements. Authors must adhere to these guidelines. Failure to do so may result in your presentation being excluded from the meeting.

Questions?

Contact ASHG

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