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In preparing presentation and ePoster materials, take note of the 2021 AAPM Spring Clinical Meeting guideline regarding Use of Photography and Video:

While AAPM encourages sharing meeting activities via social media, we remind attendees that all presentation content, including ePoster content, is the property of the author and permission is required to share or reuse photographs or videos of work presented at the meeting, including sharing on social media.

If presenters indicate “no photography” on their presentation materials, taking photographs, videos, screenshots or captures of the presentation or poster content is not allowed, for any use.

Otherwise, taking photographs or videos is allowed for personal use.

Know Before You "Go" Day-of Guidelines for Presenters

Oral Presentations

The 2021 AAPM Spring Clinical Meeting will be presented in a fully virtual environment. The following is a list of guidelines for Presenters and Moderators. Please review these guidelines completely as there are various action steps you will need to take to participate in the meeting.

The meeting platform will be open just prior to the actual meeting dates (April 17-20, 2021) to allow attendees to build their meeting agendas. The platform will remain open to registered attendees until June 1 for on-Demand viewing.

Presentation Preparation Guidelines:

The Upload site is open and invitations were sent. Please contact amosadmin@aapm.org if you did not receive the email.

The final version of Presentation files must be uploaded by Midnight Eastern Time on Friday March 26, 2021.

  • All presentations for the meeting need to be created as a “Narrated PowerPoint or Keynote Presentation” outputted as an MP4 video file. Instructions on creating the file are included here: How to Create a Cross Platform Narrated Version of Your Presentation.
  • IMPORTANT: Plan your presentation to strictly adhere to the time allotted. Recordings that exceed the designated time allotted cannot be uploaded to the system.
  • AAPM will provide an online upload site that is available to all speakers/presenters for pre-submission of the video and PowerPoint files. Moderators will not create content but will have access to the upload site and be able to download and review files for their particular session(s) from the site. You will receive a separate email from AAPM containing the link to the upload site and instructions on using the site.

  • For this year’s event we will be using Zoom video conferencing technology and broadcasting it directly into the Cvent platform for both viewing and individual interaction. Presenters and Moderators will need to participate using their local web cam and computer audio. Each participant is requested to download and review the Remote Presenter Best Practices document to prepare for their participation.

Virtual Speaker Ready Room:

  • A Virtual Speaker Ready Room will be provided by AAPM with all Presenters and Moderators being required to sign up for an appointment prior to the meeting using the presentation upload site.
  • The Virtual Speaker Ready Room will be open starting Monday, March 29 – Tuesday, April 6.
  • During the appointment, the support technician will work with the participant(s) to ensure that each person knows how to use their camera and microphone as well as participate in the session, as well as review the submitted videos.

Live Meeting Operational Overview:

Moderator Guidelines

The 2021 AAPM Spring Clinical Meeting is being planned as a series of live meetings. These live meetings will take place between April 17 - 20, in the Eastern Time Zone. Presenters, Moderators and audience members are expected to be present at the designated time for each meeting in order to participate.

  • Each live meeting on the agenda will be managed by a Technical Producer.
  • Technical Producer will Initiate the Zoom session and act as the host and ensure that the specified Presenter(s) and Moderator(s) are present and can be seen/heard if/when necessary.
  • Technical Producer will run the meeting according to a pre-arranged agenda where the specified presentations will be played in order from their previously recorded video files.
  • If Discussion is a part of the session, the Technical Producer will enable the cameras/microphones of the presenters so they may participate during the allocated time in the agenda.
  • Meetings are scheduled for a specific period and the meeting will start and end on time.
  • Attendees will not be able to enable their cameras or microphones during live sessions.
  • Chat will be offered during each live session and will be moderated by a person designated by AAPM. This will allow questions from the audience to be readily available to the faculty.
  • Presenters and Moderators will be required to be present in the Zoom Virtual Meeting Room 20 minutes before the beginning of their allotted time to give enough time to get prepared and correct any technical issues. Each session will go live to the attendees 5 minutes before the start of the session.
  • AAPM staff members will be able to communicate directly with the Technical Producer for each session using chat. This chat will not be visible to Attendees, Moderators and Presenters.

Best Poster Presentations

To be considered for the Best Poster Competition:

  • the Corresponding/Presenting Author is required to upload a PDF file of their poster by March 19, 2021 to allow the judges the appropriate time for review and to select a Winner.

  • AAPM will open the online abstract submission system on February 26, 2021 to allow the submission of the PDF file.
  • If you choose not to upload a PDF file for the competition, your virtual poster is still welcome to be displayed during the meeting. You will receive an email in April to upload your PDF file at that time.

Preparation Guidelines:

  • File format - PDF file only
  • The PDF can be original poster size, just under 10MB.