PRESENTATION GUIDELINES

Presentation Type
Slides
Scheduling 
Duration
Clinical Case Conferences
Allows clinicians to present difficult case material and includes discussions of diagnostic, clinical formulation, and/or treatment issues.
Recommended. If using, must upload to website. Anytime Tues., Oct. 27-Sat., Oct. 31
3 hours
Clinical Consultation Breakfasts (CCBs)
Fora for experts to share clinical wisdom and discuss difficult cases with attendees. Ticket required, limited to 15 participants.
Notrecommended. If using, must upload to website.
Anytime Thurs., Oct. 29-Sat., Oct. 31, 7:00 a.m.-8:30 a.m.
1.5 hours
Clinical Perspectives
Similar to Symposia, Clinical Perspectives present a particular topic related to treatment, research method,  service delivery, or clinical care, which is evidence-based, but also includes the “art” and clinical wisdom of the practice of child and adolescent psychiatry.
Recommended. If using, must upload to website.
Anytime Tues., Oct. 27-Sat., Oct. 31
3 hours
Honors Presentations
Educational sessions focusing on the work of an AACAP award winner.
Recommended. If using, must upload to website.
Anytime Tues., Oct. 27-Sat., Oct. 31
50 minutes
Institutes
Focuses on “how to do it” with respect to clinical problems, academic areas, or a blending of the two. Institutes are designed for attendees who wish to be taught a comprehensive and authoritative overview of a topic area. Institutes are full day programs and require a ticket. Notebooks with all of the program materials are included.
Required. Must upload to website.
Tues., Oct. 27-Sat., Oct. 31
7-8 hours
Media Theatre
Features motion pictures, commercially released documentaries, videotapes, music, and other forms of media relevant to any area of child and adolescent psychiatry. These programs are two to three hours in length and open to all attendees.
Recommended. If using, must upload to website.
Anytime Tues., Oct. 27-Sat., Oct. 31. 
2-3 hours
Member Fora/Member Services Fora 
An open discussion for AACAP members about a topic specific to AACAP membership or information on a practical service for AACAP members.
Recommended. If using, must upload to website.
Anytime Tues., Oct. 27-Sat., Oct. 31
3 hours
New Research Posters
Authors present the results of data-rich research or clinical reports with opportunity for feedback from viewers. Find out more detailed information. Poster Printing:AACAP is happy to offer poster printing services for the 62nd Annual Meeting in San Antonio through Call 4 Posters.
Recommend uploading poster to website.
Anytime Wed., Oct. 28-Sat., Oct. 31
2 hours
Other Programs
An educational program that doesn’t fit into the other categories listed.
Recommended. If using, must upload to website.
Anytime Tues., Oct. 27-Sat., Oct. 31
1-3 hours
Special Interest Study Groups (SIGs)
Designed to allow participants the opportunity to discuss a specialized topic with experts in the field. Keeping this in mind, most attendees prefer any formal presentation balanced with adequate time for informal discussion. Hence, please ensure that you have adequate time (roughly half) for discussion. Ticket required, limited to 25 participants.
Notrecommended. If using, must upload to website.
Thurs., October 29 from 5:00 p.m.-6:30 p.m.
1.5 hours
Symposia
Data-driven programs that present perspectives on different aspects of a topic or differing views of the same topic. These programs are three hours in length and open to all attendees.
Recommended. If using, must upload to website.
Anytime Tues., Oct. 27-Sat., Oct. 31
3 hours
Workshops
Provides instruction on treatment, research method, delivery, or organization of services, and designed to encourage discussion in a small group. Ticket required, limited to 30 participants.
Recommended. If using, must upload to website.
Anytime Tues., Oct. 27-Sat., Oct. 31
3 hours

AUDIOVISUAL
In order to have audiovisual equipment in your meeting room, you must submit a request to AACAP’s Meetings Department through their online form. The link to your program’s request form is provided in the acceptance email that the chair received from AACAP. AACAP will pay for your audiovisual equipment, but we urge you to coordinate your efforts among your co-presenters and order only what is necessary. Audiovisual equipment rental at the hotel/convention center is tremendously expensive and a large portion of registration fees is devoted to the expense. You will need to bring your own laptop computer if you wish to show your slides on an LCD projector. Be especially careful to bring all necessary cables/converters and a backup of your presentation in case your computer crashes. We recommend that the chair collect all presentation slides onto one laptop computer. There will be a speaker ready room at the hotel/convention center where you can rehearse. The online form should be completed by the chair no later than Fri., August 14. 
    
DISCLOSURE OF AFFILIATIONS – WE TAKE DISCLOSURE SERIOUSLY!
• Disclosure of conflict of interest and affiliations is an important and serious matter.
   o Disclosure is required and considered to be an obligation of all attendees who present or speak at the Annual Meeting, be it from the podium or the floor. (Those asking questions or making short comments from the floor can fulfill this obligation by a purely verbal disclosure.)
   o The Program Committee and CME Committee monitor disclosures during the meeting.
   o Failure to disclose is construed to be an ethical violation that will result in disciplinary action by AACAP’s Program Committee and Continuing Medical Education Committee. 
• BEFORE beginning your presentation, you have a duty to disclose:
   o Any off-label medication uses recommended.
   o Any commercial, financial, or other affiliations.
• Full disclosure is a requirement of AACAP and our accrediting institution, the Accreditation Council for Continuing Medical Education (ACCME). 
• Disclosure must be made:
   o In writing and in advance to AACAP.
   o On the first content slide in a presentation, if slides are used
   o Verbally at the beginning of each presentation.
• Use of the Standard Disclosure Format is required.
   o Presenters are required to use AACAP’s Standard Disclosure Slide as the format for disclosure for each presentation if the presentation includes slides; otherwise verbal disclosure is acceptable.
• When in doubt, report.
   o When there are no affiliations, this should be indicated on a slide (if used) and verbally.
   o The reporting timeframe is a minimum of the past TWO years and imminent support. If external funds have an impact on that particular presentation, then any time frame is relevant. e.g., funding for a study which ended prior to two years ago but is now being reported must be disclosed.
   o When in doubt about reporting, request guidance from meetings@aacap.org. The Program Committee will respond promptly to questions about disclosure of affiliations.
• If disclosures were not submitted to AACAP in the response to the Call for Papers, or if there has been a change to your disclosure, email appropriate information immediately to AACAP.

EVALUATIONS
Please announce at the beginning and end of your session that it is extremely important for attendees to fill out their evaluations. Without evaluations, AACAP cannot continue offering continuing medical education credits. We will compile attendee comments from your presentation, and will email them to you after the Annual Meeting. Attendees can complete their evaluations via a paper form distributed at the beginning of the program or on the Annual Meeting App.

HANDOUTS
If you wish to bring printed handouts to the meeting, the Program Committee suggests that a one page handout with your full contact information, including email address and disclosure(s) of affiliation, will satisfy most attendees. This decision is entirely up to you and your co-speakers. If you receive funding from an outside source to produce your handouts, you must disclose (please see Disclosure of Affiliations information above). Workshop chairs will receive up to $75/workshop for handout printing reimbursement – it is the responsibility of the chair to print the handouts and submit the Handout Reimbursement form to AACAP no later than November 13.

HONORARIA
AACAP does not provide honoraria, travel reimbursement, or hotel reimbursement for speaking in this event. The only exception to this rule is for Institutes. Institute chairs will receive $1,500 (co-chairs will split this) and Institute presenters will receive $750 for each.
    
MISSION OF AACAP'S CONTINUING MEDICAL EDUCATION (CME)
AACAP offers CME credit at the Annual Meeting for attendees. The CME Committee has established a mission for AACAP’s CME activities, which includes enhancing the physician’s ability to improve clinical treatment and remaining up-to-date in developments within the field of child and adolescent psychiatry. As a presenter, it is important that you are aware of the mission and align your presentation with its goals. Please review the CME Mission statement. If you have any questions regarding CME, contact Elizabeth Hughes, Assistant Director of Education and Recertification (202.966.1944, email).

ONSITE
Arrive at least 15 minutes before your session begins. A volunteer monitor will be present to help you with lights, AV equipment, handouts, and reporting problems to AACAP. In addition, they will take attendance, report to AACAP if appropriate disclosure guidelines were followed, and distribute and collect evaluations.

PHOTOGRAPHY/CELL PHONES
Photographs may not be taken in any meeting. Members of the audience found taking pictures will be asked to leave the session. Cell phones and beepers must be silent or the participant will be asked to leave the session. Of course, presenters are expected to ignore cell phones for the duration of the presentation. 

PRESS
All presentations of data, research, or other information presented at AACAP’s meetings are EMBARGOED until after the program is presented, unless the presenter and Chair of the Program Committee agree to an earlier release in writing.

PUBLICATIONS
Information about your presentation will be published in two places: the Registration Magazine, and the Program Book. The latter publication will not be available until the beginning of the meeting. Please inspect and report errors in names, titles, and other information published in the Registration Magazine to AACAP’s Meetings Department at meetings@aacap.org. Errors that are not reported may be repeated in the Program Book.

REGISTRATION
All Chairs and Presenters must pay registration fees for AACAP’s Annual Meeting, either by mail, fax, or online starting August 3 for members and August 10 for nonmembers. The only exception are presenters who are not psychiatrists - these presenters still need to register, but will be charged only $175 U.S. if registered online or $200 U.S. if registered via mail or fax.

SATELLITE SYMPOSIA
AACAP does not allow satellite symposia during our Annual Meeting. Satellite symposia are defined as extramural meetings in the same city and during the official program days and two days before or after AACAP’s meeting. Please do not agree to participate in educational events that are not listed in the Registration Magazine or on AACAP’s website as they are not approved by AACAP. Please contact AACAP if you are approached to participate in such an event. For more information, refer to our Operating Principles for Extramural Support of AACAP’s Meetings and Related Activities.

SCHEDULING
Your presentation may be scheduled anytime from Mon., Oct. 26-Sat., Oct. 31. A preliminary schedule of presentations will be posted on our website on June 15. Chairs and presenters are responsible for checking for their presentation date and time. If for any reason you find that you will no longer be able to present at the Annual Meeting, please contact AACAP’s Meetings Department at meetings@aacap.org immediately.

SLIDES
Presenters will be able to upload their presentations and/or handouts to a central AACAP website
 that can be accessed by all registered attendees before, during, and after the Annual Meeting both online and via the Annual Meeting App. Look for an email from AACAP in August with more details about how to upload your presentation. We strongly encourage you to upload presentations as it enhances attendee learning. Attendees’ number one complaint last year was that speakers didn’t upload their presentations. 

Below are guidelines for your slide presentation:
• Every year, attendee evaluations repeat the same complaints about slides. Please avoid these hard-to-read elements on your slides:
   o Small fonts – minimum size is Times New Roman, size 32
   o Recycled old slides that seem to have no relevance to the presentation
   o Hard to read scanned-in images or pages
• When presenting about a medication, you must use the generic name.
• You must include a disclosure slide as the second slide of your presentation. If you have no conflicts, please write “No conflicts of interest or disclosures.” Please see #3 below for disclosure information.
• Toward the end of your presentation, please include at least one slide that addresses the clinical relevance of the information presented. Also, please include a summary slide for your presentation.
• On the last slide, please tell attendees which of your materials will be available for download on AACAP’s website after the meeting.

SPEAKING
Speak loudly, clearly, slowly, and into the podium microphone. Roughly, 25-30% of AACAP Annual Meeting attendees are international and English may not be their first language; speaking slowly will greatly improve their comprehension of your presentation.

SPONSORSHIP
AACAP’s Development Department seeks funding from outside sources for general support of the Annual Meeting. If you are aware of an outside funder who may be interested in sponsorship opportunities, contact Alan Ezagui, Deputy Director of Development (202.587.9661, email). All support of AACAP’s Annual Meeting programs must be coordinated through AACAP’s Development Department.

TRAVEL AND HOTEL RESERVATIONS
All presenters are responsible for booking their own travel and hotel arrangements for the Annual Meeting. Reservations at the Grand Hyatt San Antonio or San Antonio Marriott Riverwalk will be available at AACAP’s group rate starting on June 15, 2015.