If you need 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 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 where you can rehearse. The online form should be completed by the chair no later than Friday, August 11.
Disclosure of Affiliations – We Take This Disclosure Seriously!
Disclosure of conflict of interest and affiliations is an important and serious matter.
- 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.)
- The Program Committee and CME Committee monitor disclosures during the meeting.
- 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:
- Any off-label medication uses recommended.
- 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:
- In writing and in advance to AACAP.
- On the first content slide in a presentation, if slides are used.
- Verbally at the beginning of each presentation.
- Use of the Standard Disclosure Format is required.
- 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.
- When there are no affiliations, this should be indicated on a slide (if used) and verbally.
- 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.
- When in doubt about reporting, request guidance from email@example.com. 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 firstname.lastname@example.org.
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 AACAP App.
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 printing reimbursement and Extended Workshop chairs will receive up to $100/workshop for printing reimbursement. It is the responsibility of the chair to print the handouts and submit the reimbursement form to AACAP no later than November 10, 2017.
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.
Mission of AACAP’s Continuing Medical Education (CME)
AACAP offers CME credit for most sessions at the Annual Meeting for attendees. New Research Posters no longer offer CME credit. For a list of sessions that do provide CME credit, visit http://www.aacap.org/annualmeeting/2017.
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 AACAP’s CME Department at email@example.com.
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 and distribute and collect evaluations.
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.
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.
Proceedings abstracts for all Clinical Perspectives, Honors Presentations, Institutes, New Research Posters, Symposia, Extended Workshops, and Workshops will be published in a special online issue of the Journal of the American Academy of Child and Adolescent Psychiatry. Abstracts will also be on the AACAP App. Abstracts will be available approximately two weeks before the Annual Meeting.
Information about your presentation will be published in a variety of places. Please inspect the online program schedule starting June 15, 2017, and report errors in names, titles, and other information to AACAP's Meetings Department at firstname.lastname@example.org. Errors that are not reported by August 1, 2017 may be repeated in the Program Book and other materials.
All Chairs and Presenters must pay registration fees for AACAP's Annual Meeting, either by mail, fax, or online starting August 1 for members and August 8 for non-members. 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.
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.
Your presentation may be scheduled anytime from Monday, October 23–Saturday, October 28. 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 email@example.com immediately.
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 AACAP App. Look for an email from AACAP in September 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:
- Small fonts – minimum size is Times New Roman, 32-point.
- Recycled old slides that seem to have no relevance to the presentation.
- 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."
- 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.
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.
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, please contact firstname.lastname@example.org. 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 are made available at the Washington Marriott Wardman Park Hotel for $272 per night (plus taxes) and the Omni Shoreham Hotel for $274 per night (plus taxes). Attendees can start making hotel reservations on June 15, 2017. Please visit the Annual Meeting Hotel Information webpage for more information.