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International AIDS Society

Guidelines for speakers, abstract presenters, session chairs, workshop facilitators and poster exhibitors



Speaker Centre

The Speaker Centre is intended to support all speakers, abstract presenters, session chairs and workshop facilitators. It is located in room 116-117 on West Level 1 and the opening hours are as follows:

Saturday 18 July 14:00 – 18:30
Sunday – Wednesday, 19 - 22 July 08:00 – 18:30


Check-in Required at the Speaker Centre

 
  IMPORTANT: All invited speakers, session chairs, oral abstract presenters, oral poster discussion presenters and workshop facilitators must check in at the Speaker Centre at least four hours before the start of their sessions.  
 

Session chairs are required to collect their final session schedule and instructions.


PowerPoint Presentation Upload

All PowerPoint presentations must be uploaded prior to the session, as it is not possible to run PowerPoint presentations directly from a laptop in the session rooms.

Presentations should be saved on a USB memory stick external hard disk, and brought to the Speaker Centre (please bring two copies with you). Presentations should be uploaded at the Speaker Centre, at least four hours prior to the start of the session. On-site technicians will be in the Speaker Centre to assist presenters to preview their presentations and to ensure that they display well on the session room screens. The presentations will then be uploaded and made available in the session room at the time of the presentation.

We kindly ask for your understanding that due to time limitation at the Speaker Centre, presentations should preferably be prepared and edited before upload. Thus, please bring your presentations in a ready-to-upload format.

Presenters in certain sessions will be able to upload their presentations online prior to the conference. More information will be sent to these presenters via email.

 
  IMPORTANT: Check-in at the Speaker Centre is mandatory for all speakers. Presenters who upload their presentations online must also check-in at the Speaker Centre.  
 



Technical Requirements for Presentations

The IAS 2015 computers will run MS PowerPoint 2010. Only MS PowerPoint (*.ppt or *.pptx) presentations with video formats will be accepted. The pre-installed font types available in MS Office 2010 should be used as standard font types.

Click here to download technical requirements and practical guidelines on how to produce efficient PowerPoint presentations. Click here to download a PowerPoint template that can be used at the conference.

Movies and video files
If your presentation contains links to video files, it is essential that you bring not only your PowerPoint file, but also your video files to the Speaker Centre. Most video files types (e.g. .MP4, MPEG, .wmv, .AVI, Realvideo, Quicktime, Flash, etc.) are accepted. All videos linked to PowerPoint slides must be tested and checked in advance in the Speaker Centre to be sure they will work properly.

Please note that Prezi is not supported. If you are using this format, your presentation must be sent to the secretariat prior to the conference, and it must be converted and tested before it can be uploaded in the Speaker Centre. Please contact the secretariat at for further information.

Data format – images, audio and movies
Place all audio and movie files linked with the presentation into a single file folder (e.g. when transferring the presentation from your hard disk to removable drives such as USB sticks or when uploading it). Do not use any passwords or encryption for your files.

Flash-animations and Macros
Flash-animations are not supported. Should they be essential to your presentation, please contact .
Do not use Macros within your presentation.

File size
The size of one presentation should not exceed 500 MB, if uploaded online prior to the meeting. There is no size limit for presentations uploaded onsite at the Speaker Centre (it is however recommended that presentations do not exceed 500 MB).

Saving of files
For onsite upload at the Speaker Centre the presentation has to be saved on a USB memory stick (which is preferred) or an external hard disk.
Please use only “WinZip” to pack your data (free download of the current versions at www.winzip.com).

Fonts
Do not use special fonts, which are not part of the standard PowerPoint package, as this will cause problems while uploading your file.

Special characters
To avoid any compatibility problems, please do not use special characters (e.g. «, Ö, Ø, ñ, ε, ®, ý, }, {, etc.) to name your presentation or movie files.

If you use a Macintosh Computer 
Please note that Keynote (*.key) presentations are not accepted. Even if you have transferred your presentation to a Windows format, you must check your presentation in the Speaker Centre to ensure that it is fully compatible with the conference computers.


Conflict of Interest Disclosure in Presentations

The Conference organizers require faculty members (speakers, chairs and facilitators) to disclose any potential or actual conflict of interests they may have. The Canadian Medical Association guidelines and the American Medical Association guidelines serve as the basis for the conference organizers’ Conflict of Interest policies. The intent of this policy is not to prohibit faculty members from presenting, but rather to inform the audience of any bias that speakers may have. The conference organizers thus ask that all speakers/presenters fill in a disclosure form and include disclosure slides at the beginning of their presentation. Please note that even if you don’t have any conflicts of interests, you need to state this clearly at the beginning of your presentation and include a slide to this effect.

The purpose is thus to identify and resolve any potential conflicts of interest that arise from relationships with commercial interests whether they are directly relevant to the content you are planning, developing, or presenting for this activity or not.

For the purpose of this policy, the following principles apply:
  1. A commercial interest is any entity that produces, markets, resells or distributes healthcare goods or services consumed by, or used on, patients.
     
  2. All financial or ‘in kind’ relationships (not only those relevant to the subject being discussed) encompassing the previous two (2) years as well as known financial relationships of your spouse or partner, must be disclosed.
     
  3. Examples of relationships that must be disclosed include but are not limited to the following:
    • Any direct financial interest in a  commercial entity such as pharmaceutical organization, medical devices company or communications firm (‘the organization’)
    • Full-time or part-time employee of the organization
    • Independent contractor or consultant for the organization
    • Research or other grant recipient of the organization
    • Investments held in the organization
    • Membership on the organization’s Advisory Board or similar committee
    • Current or recent participation in a clinical trial sponsored by the organization
    • Member of a Speakers Bureau (paid speaker or teacher)
    • Planning or advisory committee or review panels for the organization
    • Holding a patent for a product referred to in the CME/CPD activity or that is marketed the organization
    • Ownership interest (product royalty, licensing fees, owning stocks, shares, etc…) or any other financial relationship in the organization
Please note that failure to disclose or false disclosure may require the Planning Committee to replace the faculty member.

If you need more information or support regarding conflict of interests disclosure, please contact us at .


Session Recording

Sessions presented at the conference will be recorded and, if the presenter has given consent, published on the conference website (PAG) and on YouTube. Further information on how consent can be given or declined will be sent out closer to the conference.


Session Room Equipment

Session rooms will contain the following basic equipment:
  • Lectern with microphone, laptop and  mouse;
  • Chairperson table with microphone(s);
  • Screen displaying the PowerPoint presentation (for some of the bigger sessions rooms the speaker might be displayed too) for the audience;
  • Countdown timer showing remaining presentation time;
  • Microphones on stands for audience questions.  


Guidelines for Non-Abstract Driven Session Speakers (Plenary Sessions, Bridging Sessions, Symposia Sessions and Special Sessions)

All non-abstract driven sessions address a variety of current viewpoints and issues. Session format, duration and focus will vary, depending on the session type.

Click here to download general guidelines for speakers.


Guidelines for Session Chairs

Click here to download general guidelines for session chairs.


Guidelines for Oral Abstract Session Presenters

The oral abstract sessions are 90-minute sessions that usually consist of five oral presentations of ten minutes each. A five-minute question and answer session will immediately follow each presentation. Time permitting, an interactive moderated discussion, facilitated by the co-chairs, will be held at the end of the session.

Click here for general guidelines for oral abstract session presenters.


Guidelines for Poster Discussion Presenters


Held daily from 13:00 – 14:00, poster discussion sessions are 60-minute sessions featuring four to six oral presentations of five minutes each. A five-minute question and answer session will immediately follow each presentation. Time permitting, an interactive moderated discussion, facilitated by the co-chairs, will be held at the end of the session.

Poster discussion presenters are asked to mount their posters outside the session rooms on Sunday 19 July between 14:00 and 18:30, or Monday 20 July, between 08:00 and 09:00, and remove them on Wednesday 22 July, between 16:00 and 18:00.

Click here to download general guidelines for poster discussion presenters.

For guidelines on poster layout and format, please see Guidelines for Poster Exhibition below.


Guidelines for Poster Exhibition Presenters

The Poster Exhibition is open from Monday 20 – Wednesday 22 July, from 10:00 – 18:30 and is in the Exhibition, located in Hall B on the West Exhibition Level.

Posters should be laid out in portrait style. The poster board surface is 120 cm wide and 240 cm high - make sure the poster fits into this surface.

Posters are displayed for the duration of the conference (Monday to Wednesday). Late breaker posters are also displayed for the duration of the conference in the Poster Exhibition area.

Authors will stand by their posters between 12:30 and 14:30 on their assigned day of presentation to answer questions and provide further information on their study results.

Posters must be mounted on Sunday 19 July between 12:00 and 18:30, or Monday 20 July between 08:00 and 09:00, and removed on Wednesday 22 July between 16:00 and 18:30.

Poster exhibition presenters are not required to check in at the Speaker Centre.

Click here to download general guidelines for poster exhibition presenters.