For Presenters and Moderators

Scientific Sessions 2018

November 10–12

Chicago, Illinois

Information for Invited Speakers and Moderators

GUIDELINES AND TEMPLATE

UPLOADING YOUR PRESENTATION
All presenters should receive an email by mid-October which contains instructions on how to upload your presentation(s). If the email is not received, please contact Support@sessionupload.com.


REGISTRATION
Accepting an invitation to speak or moderate does not automatically register you for Scientific Sessions. As an invited speaker, moderator or poster professor, you must register and obtain housing online after completing a series of steps in the online notification system, accessible through the link emailed to you.

Invited speakers, moderators and poster professors will receive complimentary registration. If you need assistance, please send an email to sessions@xpressreg.net.

NOTE: Abstract presenters do not receive complimentary registration. Abstract presenters must register and pay the registration fee to attend and present their abstract.

Abstract Presenter, Moderator and Poster Professor Guidelines for 2018

ABSTRACT ORAL Sessions for Scientific Sessions  will have 15 minutes allotted for each abstract presenter (10 minutes presentation immediately followed by 5 minutes Q&A).

  • Moderators — You will be asked to convene the session, stimulate discussion from the audience during Q&A, and enforce presenter time limits. There are approximately 5 abstracts in each session. Each presenting author will be provided 10 minutes to orally present key findings, followed by five minutes of Q&A. Plan to arrive at the appropriate meeting room 10 minutes before the designated session start time.
     
  • Abstract Oral Presenters — You will be given 10 minutes for your presentation immediately followed by a 5-minute Q&A. There is no limit to the number of slides you may prepare; however, please ensure that you stay within the allotted time. Additional information regarding presentation uploads will be sent by mid-October.
    • NOTE: All oral presentations must be in electronic slide form and submitted to the American Heart Association 4 hours in advance of session start time, and we encourage use of the Scientific Sessions Slide Template (PPTX). You will be able to submit your presentations prior to the meeting via a secure web site. Instructions to prepare and submit your presentation(s) will be emailed later in the fall.

ABSTRACT RAPID FIRE ORAL Sessions are sessions with rapid-fire oral presentations designed to encourage interaction between the moderators, presenters and audience members. Presentations are shorter than traditional oral sessions (5 min. presentations) and include a greater level of interaction with the audience (5 min. Q&A). Attend these exciting Rapid Fire Oral presentations to network within your science community and to learn more about their science. Rapid Fire Oral presentations will take place in the Science and Technology Hall, in the theater area organized by Science type.

  • Moderators — You will be asked to convene the session, stimulate discussion from the audience during Q&A, and enforce presenter time limits. There are approximately 7 abstracts in each session. Each presenting author will be provided five minutes (including Q&A) to orally present key findings. Plan to arrive at the appropriate Rapid Fire Oral theater 10 minutes before the designated session start time.
     
  • Rapid Fire Oral Presenters — Each presenting author will be provided five minutes to orally present key findings, followed by five minutes of Q&A. Power Point slides are required to be uploaded for this presentation. Presenters will receive more information via email by mid-October to upload. Plan to arrive at the appropriate Rapid Fire Oral theater 10 minutes before the designated session start time. Please do not prepare a poster for your Rapid Fire Oral presentation. This is an oral presentation and no poster is needed, nor allowed.
    • NOTE: All oral presentations must be submitted to the American Heart Association 4 hours in advance of session start time. We encourage the use of the Scientific Sessions Slide Template (PPTX). You will be able to submit your presentations prior to the meeting via a secure web site. Instructions to prepare and submit your presentation(s) will be emailed later in the fall.

MODERATED DIGITAL POSTER Sessions will have electronic posters presented in the Science and Technology Hall, on a large screen, in the Moderated Poster area with limited seating. Moderated digital posters are designed to encourage interaction between the moderators, presenters and audience members. Authors are assigned a specific day and time to be available at the designated pod to present their poster. Presentations are shorter than traditional posters, presenters will have 10 minutes (5 min presentations/5 min Q & A).

  • Moderators — You will be asked to convene the session, stimulate discussion from the audience during Q&A, and enforce presenter time limits. There are approximately 7 abstracts in each session. Each presenting author will be provided five minutes (followed by 5 minutes Q&A) to discuss their poster. Plan to arrive at the designated pod 10 minutes before the session start time. There are no microphone nor headsets.
     
  • Moderated Digital Poster Presenters — Each presenting author will be provided five minutes (followed by 5 minutes Q&A) to discuss their poster. You must upload your ePoster so that it may be displayed on the screen. You will receive additional informational regarding how to upload your ePoster. There is no printed poster associated with this type presentation.

TRADITIONAL ABSTRACT POSTER Sessions will have traditional posters presented in the Science and Technology Hall from Sunday through Tuesday. Poster Professors will be making rounds to meet authors for increased interaction and robust discussion.

  • Poster Professor — You will be asked to make "rounds" to welcome and network with poster presenters. There are approximately ten abstracts in each poster session and you are encouraged to visit each poster and listen to the presenter give a brief overview of their abstract.
    • Questions and feedback will be most helpful for the presenter in this more intimate setting. Scientific Sessions poster sessions are not traditionally moderated posters sessions with an audience accompanying you. The intent of offering poster professors is to increase informal interaction and dialogue between you and the presenters.
    • You will be given access to the abstracts a few weeks before the meeting to allow you to prepare for your session (this must be kept confidential and should not be shared with anyone).
       
  • Abstract Poster Presenter — Poster sessions are held Saturday through Monday and posters will be displayed for an entire day to provide attendees more time to visit the Science and Technology Hall.
    • Poster presenters are asked to remain with their display for 75-minutes (please refer to your assigned poster presentation time) to answer questions and expand on the material for interested attendees. During the remainder of the day, attendees will still be able to view your abstract material. If you choose, you may return to your poster board periodically for the remainder of the day. All posters should be dismantled at least 15 minutes prior to Science and Technology Hall closing, on the day it was presented. Authors should mount their posters on their pre-assigned boards, on their assigned presentation day, upon opening of the Science and Technology Hall poster area. Please download the Scientific Session Poster Presenter Guidelines (PDF).

ePosters

The American Heart Association has developed an exclusive online venue where during and after the meeting, Scientific Sessions attendees can view all the scientific posters presented.

ePosters and QR Codes
Gain greater and long-term exposure and visibility for your poster by making it available online as an ePoster (electronic version of the poster). In addition, waiting on your poster board onsite will be a unique QR barcode that attendees can scan by using a smartphone or camera-equipped tablet to let them view your ePoster and abstract as well as listen to any recorded narration or videos you provide.

Benefits
Attendees can view ePosters at workstations onsite, with their personal computer, or even on their smartphone. If attendees can’t make your presentation, they can still learn about the science through this technology. If you activate the ePoster Discussion Forum when you submit, attendees can securely and privately communicate questions about your poster and you can view how many times your ePoster has been viewed. View the 2018 ePosters during the meeting, or see ePosters from prior years at the AHA ePosters Archive site.

ePoster Uploading
All poster presenters are required to upload their ePoster for online viewing. The secure ePosters submissions site opens in late September. Instructions for uploading your ePoster and other media will be emailed to you in late September from upload@scientificposters.com. Uploading is simple and quick, and you can either use the same file for the ePoster as you plan to use for print or provide a multi-page file.

Poster Printing
The AHA offers poster printing services through our preferred provider, Digital Acumen's APPRISOR. We recommend you take advantage of the easy and convenient service to have your poster printed, shipped to the meeting, and placed on the board for you. Further information will be emailed to you in October from APPRISOR via upload@scientificposters.com. Save money by printing early! Both ePoster files and poster print files are conveniently uploaded through the same secure ePosters submission site.

You will receive emails with the link for the submission site and your sign-in credentials. Please add upload@scientificposters.com to your Contacts and check your Spam/Junk filter to ensure receipt of these emails, or email upload@scientificposters.com for help.