Presenter Guidelines

Presentation Type
Slides
Scheduling
Duration
Clinical Case Conferences (CCCs)
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.
Mon., Oct. 19–Sat., Oct. 24
Live stream; 2 hours
Clinical Consultation Brunches (CCBs)
Forum for experts to share clinical wisdom and discuss difficult cases with attendees. Ticket required, limited to 15 participants.
Not permitted.
Tues., Oct 20–Sat., Oct. 24
Live stream; 1.5 hours
Clinical Perspectives (CPs)
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.


Pre-recording: Available starting Mon., Oct. 12

Live Q&A: Mon., Oct. 19–Sat., Oct.24
Pre-recorded video and PPT: 2 hours; Live Q&A: 30 minutes
Honors Presentations
Educational sessions focusing on the work of an AACAP award winner.
Recommended.
If using, must upload to website.
Mon., Oct. 19–Sat., Oct. 24
Pre-recorded
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 in July.
Pre-recording: Available starting Mon., Oct. 12
Live Q&A: Tues., Oct. 20–Sat., Oct.24
Pre-recorded video and PPT: 4-5 hours;
Live Q&A: 2 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.
Not Required. 
If using, must upload to website.

Mon., Oct. 19–Fri., Oct. 23
Live stream: 2.5-3 hours
Member Fora
An open discussion for AACAP members about a topic specific to AACAP membership or information on a practical service for AACAP members. Open to AACAP members only.
Recommended. If using, must upload to website.
Mon., Oct. 19–Sat., Oct. 24
Live stream: 1-3 hours
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.  Mon., Oct. 19–Sat., Oct. 24  Live stream: 1-3 hours
New Research Posters
Authors present the results of data-rich research or clinical reports with opportunity for feedback from viewers.
Slides are not applicable. Upload poster to website.
Mon., Oct. 19–Sat., Oct. 24
PDF viewing
Other Programs
An educational program that doesn't fit into the other categories listed.
Recommended. If using, must upload to website.
Mon., Oct. 19–Sat., Oct. 24
Varies
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. Free but ticket required, limited to 25 participants.
Not recommended. If using, must upload to website.
Sat., Oct. 24, 11:00 am-2:00 pm
Live stream: 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.
Pre-recording: Available starting Mon., Oct. 12
Live Q&A: Mon., Oct. 19–Sat., Oct.24
Pre-recorded video and PPT: 2 hours; Live Q&A: 30 minutes
Wellness
Designed to provide participants with tools for relaxation, personal enrichment, avoidance of burnout, and experiential learning opportunities in methods proven to be beneficial for patient wellbeing.  Some example from past meetings include yoga, meditation, bike riding, running, therapeutic drawing, poetry writing, paper cutting, and music therapy.  Wellness activities are free and open to all meeting attendees as space permits.
Not recommended.
Mon., Oct. 19–Fri., Oct. 23
Varies
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.
Mon., Oct. 19–Sat., Oct. 24
Live stream: 3 hours
Extended Workshops
Provides additional time and opportunity to master evidence-based therapeutic interventions beyond what is possible in the standard 3-hour workshop. Active audience participation in hands-on, focused learning and skill practice is essential. Ticket required, limited to 40 participants.
Recommended. If using, must upload to website. 
Tues., Oct. 20–Fri., Oct. 23
Live stream: 6 hours

 

Technology Platform

AACAP will be using Zoom for all live streaming sessions. For sessions requiring pre-recording, presenters will be contacted by AACAP to schedule with our recording vendor. Technical support will be available for you and the attendees during the session.

Disclosure of Affiliations

  • Disclosure is required of all Annual Meeting presenters.
  • BEFORE beginning your presentation, you have a duty to disclose:
      • Any commercial interest, financial, or other affiliations. The Accreditation Council for Continuing Medical Education (ACCME) defines a commercial interest as any entity producing, marketing, re-selling, or distributing health care good or services consumed by, or used on, patients. The ACCME does not consider providers of clinical service directly to patients to be commercial interests.
      • Any off-label medication uses recommended.
  • Disclosure must be made:
      • In writing and in advance to AACAP (in the Call for Papers).
      • Verbally at the beginning of each presentation.
      • When in doubt, report!
  • When there are no conflicts of interest or affiliations, this should be indicated verbally.
      • The reporting time frame is 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.
      • If there has been a change to your disclosure, email appropriate information immediately to AACAP at meetings@aacap.org.

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 on Pathways (www.aacap.org/pathways) or on the AACAP App.

Handouts

If you wish to provide handouts, a PDF must be uploaded to AACAP’s website. Email instructions on how to upload material will be sent to you. Handouts will be due October 9.

Honoraria

AACAP does not provide honoraria 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.

Continuing Medical Education (CME)

AACAP offers CME credit for most sessions at the Annual Meeting for attendees. For a list of sessions that do provide CME credit, visit www.aacap.org/AnnualMeeting-2020.

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 cme@aacap.org.

Dress Rehearsal

Participation in a “dress rehearsal” to review live streaming via Zoom for your session is mandatory for all presenters. AACAP staff will contact you to schedule the date in September through early October.

Presentation Guidelines

As a virtual meeting, engaging the audience is a very important aspect to think about. The Program Committee recommends engaging the audience in ways that enhance the didactic lecture. Not all of these might lend themselves to your presentation, but we provide some suggested techniques for active engagement of the audience:

  • Include stories and real-life cases
  • Include polling (available for some program types)
  • Utilize the chat feature
  • Play music or video clips
  • Link visuals with text
  • Encourage social media posts about lessons learned
  • Other: Be creative!

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.

Proceedings Abstracts

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.

Publications

Information about your presentation will be posted in a variety of places. Please inspect the online program schedule  and report errors in names, titles, and other information to AACAP's Meetings Department at meetings@aacap.org. Errors that are not reported by August 1, 2020, may be repeated in other materials.

Registration

All Chairs and Presenters must pay registration fees for AACAP's Annual Meeting. Registration opens in mid-August.

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 live presentation may be scheduled anytime from Monday, October 19–Saturday, October 24. 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

If you use slides, it is strongly suggested that they be uploaded to AACAP’s website for attendees to access. Slides will be due October 9. Email instructions on how to upload materials will be sent to you.

Slide Format for a Virtual Presentation

Doing what you have always done may not apply in a virtual format. Take a step back and think about what message you want the attendee to get from your presentation. Well-organized slides become a focal point for the attendees.

  • Keep it simple
    The main points and purpose of each slide should be easily identifiable with the details filled in by the presenter’s verbal teaching.
  • Use colors effectively
    Keep slides colorful and use graphics/photos as much as possible.
    Light colors can easily wash out online. Stick with high-contrast color designs and avoid using subtle tone variations that can be difficult for virtual audiences to see.
  • Minimize the use of transitions and animations
    Since virtual presentations are transmitted through the internet, depending on the quality of the connection, slide animations and transitions can affect lag time or produce audio-visuals not in sync. It is suggested to minimize these to avoid presentations streamed choppy to the audience.
  • Tell a story or include case studies
    For virtual presentations you need to capture the attention of the audience without the use of body language. Presenting your messages with the aid of cases or stories will keep your audience attentive.
  • Size of slides – craft your slides in 16x9 (rather than 4x3) as this size displays better virtually.
  • Order of slides:
    1st slide: Title of talk, your name, and affiliation (affiliation logo may appear on the title slide only).
    2nd slide: Disclosures of commercial interests as well as any off-label medication uses in your presentation.
    • If you have no conflicts, state “No conflicts of interest with commercial interests.” See below for more information on AACAP’s disclosure policies.

3rd slide: 3-5 brief learning objectives of your presentation - put all in one slide.
Content slides: Body of presentation - maximum 1 slide per minute of your talk.
Second-to-last slide: Clinical relevance of the information presented.
Last Slide: Summary slide. 
References: An optional slide listing all references used in your presentation.

  • Generic names must be used for medications (with trade name in parenthesis).
  • DO NOT include copyrighted cartoons/pictures/images.
  • DO NOT put blurry scanned pages from journals in your slides.
  • Only use official abbreviations, and when using an abbreviation, make sure to spell out the entire word, or term, the first time it is used in your presentation. A list of the most common abbreviations and acronyms can be reviewed here.

Speaking

Speak loudly, clearly, slowly, and into the microphone. Roughly, 20% 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, please contact development@aacap.org. All support of AACAP's Annual Meeting programs must be coordinated through AACAP's Development Department.

* Pre-recorded content should include all introductory comments, presentation of didactic PowerPoint presentation, and any general comments by a discussant. These materials will be available for viewing throughout the meeting. All presenters and discussants should be available for the live stream Q&A and discussion sessions scheduled at specifically designated times during the second week of the meeting.