American Speech-Language-Hearing Association

Oral Session Information For Presenters

General Presenter Information | Oral Session Formats | Conflict of Interest Disclosures and Call for Papers Agreement | Speaker Disclosures at the Start of Your Presentation | Handouts and Advance Materials | Presentation Preparation | Accessibility Guidelines | Room Setup and AV | Speaker Ready Room | Session Chair Responsibilities | CEUs

General Presenter Information

All sessions are final as scheduled. We are unable to honor requests for time and/or date changes regarding presentations once the schedule has been finalized. If, for some reason, you must withdraw your presentation due to a scheduling conflict, please send written notification to papers@asha.org as soon as possible. Any withdrawals received after October 13 will be reflected only in the program addendum available onsite in Orlando.

All presenters are required to register for the ASHA Convention and make their own hotel reservations and travel arrangements.

Invited speakers will receive their contract letter with special instructions via email from papers@asha.org. If you are an invited speaker and did not receive this information, please contact us immediately at papers@asha.org.

Non-member presenters (who are not speech-language pathologists or audiologists and therefore ineligible to join ASHA) should e-mail registration@asha.org for special instructions on how to register for the ASHA Convention.

Oral Session Formats

Seminar Sessions (1 or 2 hours)

Seminar sessions are intended to provide in-depth, continuing education for speech-language pathologists and audiologists, and speech-language-hearing scientists. Emphasis is on clinical applications and research advances, backed by appropriate levels of evidence. Content is specifically tailored to fit either a one or two hour time period.

Technical Research Sessions (30 minutes)

A Technical Research session is a 20-minute presentation of research or research in progress. The purpose is to communicate scientific information in an efficient form. A 10-minute question and answer period follows the scientific presentation.

Technical Clinical Sessions (30 minutes)

Technical Clinical Sessions, modeled after Technical Research Sessions, will consist of a 20-minute oral presentation that focuses on the technical aspects of a specific diagnostic or therapeutic strategy by the clinician. Developed as "how to" programs, they emphasize the applied, clinical aspects of the professions. The clinical presentation will be followed by a brief 10-minute question and answer period to allowing the presenter to clarify information for the audience.

Short Courses (3 hour ticketed sessions)

Short Courses are ticketed courses with an additional fee for attendance. Short Courses provide instruction with emphasis on clinical applications and/or science backed by appropriate levels of evidence. Material being presented must be at the intermediate level or above. Course materials (handouts) will be distributed as a CD that is only available to ticket holders.

Conflict of Interest Disclosures and Call for Papers Agreement

For consideration at an ASHA event, anyone presenting or listed as an author for a presentation is required to complete a disclosure indicating any financial or non-financial relationship related to the content of the session. All presenters must read, understand, and agree to adhere to the principles, guidelines, and procedures outlined in the Call for Papers Agreement and the Conflict of Interest Disclosure Policy. Presenters are also expected to follow the general expectations for sessions offered at the ASHA Convention.

This requirement from ASHA's Continuing Education Board took effect in 2012. Designed to promote transparency in the design, development, and presentation of courses offered for ASHA CEUs, the requirement aligns ASHA with current practices among other professions, particularly in the continuing medical education arena.

Speaker Disclosures at the Start of Your Presentation

Presenters of oral sessions should begin their presentation with a slide and verbal statement indicating their adherence to the agreement and disclosing any potential conflicts. View the additional information and examples and a brief webinar about speaker disclosures to help guide you with disclosure statements for your presentation.

Handouts and Advance Materials

Every year, we receive numerous requests from attendees seeking detailed information from presenters before, during, and after the Convention. To better meet the educational needs of attendees, we ask that presenters upload 3 pages of advance material by October 29, to include a functional outline of the presentation and a list of references or links related to the final presentation content. These handouts will be available to all attendees via the online Program Planner scheduling tool. Presenters will NOT upload their final presentation via this process—only advance notes which attendees may download or print to have accessible during the presentation. (See Speaker Ready Room for information about uploading your final presentation.)

We will be sending an e-mail with instructions and an upload link no later than September 11 to remind presenters to upload your three (3) page handout. The preferred format for this handout is PDF.

Presenters who wish to make additional session materials or handouts (beyond the required 3-page advance materials uploaded to the Program Planner) available to attendees at their session are responsible for generating and disseminating these additional materials themselves. ASHA will not produce or distribute copies of presentation handouts, nor will the association reimburse for these services.

Short Course ticketholders will receive their handouts via a CD distributed onsite in Orlando. This CD is only available to ticket holders.

Prepare Your Presentation

Make sure your presentation is in one of the following formats:

  • Microsoft Office PowerPoint (.ppt), (.pptx)
  • Adobe Acrobat (.pdf)
  • See the link for PowerPoint tips for advice on font size and style, colors, and embedded or linked files

Apple Users

Presentations created in PowerPoint on Mac are compatible. Please make sure that all inserted pictures are either JPEG or PNG files. QuickTime (.mov) files for video are also accepted but must be tested in the speaker ready room. PSAV staff will be available to ensure your presentation is fully compatible and runs smoothly. If you have created your presentation using Apple Keynote (.key), you will need to bring your files directly to the Speaker Ready Room to have them converted to PowerPoint and uploaded to the network.

Accessibility Guidelines for Presenters

ASHA is committed to providing access to continuing education courses to all participants with disabilities and other diverse learners. Accessible Continuing Education, or more broadly referred to as Universal Design Instruction (UDI), provides a framework for creating courses that ensure lectures, discussions, visual aids, videos, and printed materials are accessible to all participants, regardless of their learning styles or needs. Read more about Accessible Continuing Education and the suggestions for presenters to ensure everyone can follow your presentation.

Room Setup and Audiovisual Equipment

Oral session rooms are set for maximum participation with basic presentation tools. Each room is set theater-style for maximum capacity, with a head table set for 4 people and a standing podium. The podium will have a standing microphone and the table will have a table microphone. In large capacity rooms, the head table may be on a low stage and a lavaliere microphone may be provided. A list of meeting rooms with their corresponding room capacities is available (coming soon).

Each room is equipped with:

  • A computer with your uploaded presentation (refer to Speaker Ready Room section below)
  • Projection equipment appropriate to the size of the room
  • A screen appropriate to the size of the room
  • One podium microphone and one table microphone
  • Rooms used for panel presentations may have additional table microphones

Though the Orange County Convention Center offers limited complimentary wireless Internet in some public areas, Internet access is not provided in session rooms.

All sessions rooms are networked to the Speaker Ready Room, and all presentations must be uploaded in the Speaker Ready Room in advance. Presentations may not be uploaded directly onto the computers in the session rooms. If your presentation has special requirements that necessitate the use of your own equipement, you must still check in at the Speaker Ready Room and work with the technicians to ensure proper function.

ASHA is committed to making the Convention accessible and working to ensure compliance with the Americans with Disabilities Act (ADA). Presenters with a disability who anticipate needing special accommodations or equipment in order to participate should contact papers@asha.org.

Speaker Ready Room

Hours

Wednesday, November 19 11:00 a.m.–7:30 p.m.
Thursday, November 20 6:00 a.m.–7:30 p.m.
Friday, November 21 7:00 a.m.–6:30 p.m.
Saturday, November 22 7:00 a.m.–2:00 p.m.

 

All Oral Session presentations (non-poster) will be managed through our Speaker Ready Room and all presenters are required to check in with the Speaker Ready Room at least 4 hours in advance of their scheduled session. The Speaker Ready Room process ensures that presentations are problem-free onsite and allows us to network session rooms so that the presentation audio can be easily transmitted into overflow rooms for at-capacity sessions. Your participation is critical to our success.

You will have the option to upload your final presentation before arriving onsite in Chicago. Directions for uploading final presentations, along with a login and password, will be sent via email to presenters no later than October 1. When you upload your final presentation, your permission will be asked if to share your presentation with attendees. If permission is granted, your presentation will be made available to attendees only AFTER the Convention has concluded.

At the Speaker Ready Room, you must either:

  1. confirm that your pre-loaded final presentation is accurate and complete, and that your Disclosure slide is included, or
  2. upload your final presentation and create a Disclosure slide to include.

When you check in at the Speaker Ready Room, file testing is recommended to make sure all fonts, images, and animations appear as expected, that audio or video clips play properly, and that everything runs smoothly. If the files do not work properly in the Speaker Ready Room, they will not work in the session room. Our Speaker Ready Room team will work with you to make sure your presentation is error free.

Presenters must use the provided equipment as set in the session rooms. Exceptions may be made for specialized hardware or software demonstrations, but special arrangements must be made with the Speaker Ready Room technicians in advance. Please allow extra time to discuss your needs.

Once you have reviewed and approved your final presentation, it will be transmitted to the computer in the scheduled presentation room by the Speaker Ready Room technicians.

Every speaker must check-in with the Speaker Ready Room, so all presenters should plan their schedule accordingly. If a session has multiple presenters using different presentation files, each presenter must check in at the Speaker Ready Room as well.

Session Chair Responsibilities

Presenters should forward the responsibilities listed below to their Session Chair.

  1. Keep the session on time. It is important to start the session on time. Encourage presenters to allow ample time for questions and discussion. Sessions must end on time to allow for the next session to be set-up and ready for the published start time.
  2. Introduce each presenter. You may contact the presenters directly if you desire more information for your introduction, or you may e-mail papers@asha.org to request a copy of a presenter's biographical information. Please reference the session number in your e-mail.
  3. Stimulate discussion. Discussion is an important part of learning experiences. If questions or comments from the attendees seem a little slow in starting, please be prepared to stimulate discussion.

CEUs

As a presenter of a session offered for professional development hours ASHA CEUs, you may claim credit for your own session, earning the same amount of credit as participants.

Need tips on presenting? View tools and resources.

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