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Health and Wellness
AAPM meetings offer rich and diverse opportunities for the communication of science, research, education, and practice of medical physics, with robust discussions, networking, and professional and career development. It is the responsibility of all participants to foster a supportive meeting environment to enable effective interactions. The following resources are provided for all participants to facilitate their meeting participation. Read more »

Individuals who may not feel comfortable or are unable to participate in person may view the meeting and earn credits through the On-Demand registration option. On-Demand only attendees should review the content guidelines established for a specific meeting regarding presentations and availability.

All AAPM meeting participants shall abide by PP-31 - AAPM Code of Conduct at Meetings and Social Events.

In preparing presentation and ePoster materials, take note of the AAPM 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.

Spoken or displayed presentations or posters must not include offensive or inappropriate content, e.g. not consistent with the AAPM Code of Ethics. AAPM may modify captured meeting content as needed.

Registration is required to participate in the meeting.

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Oral Presentations

Moderator Gudelines

Presentation Times

  • Invited Speaker — Presentation times vary. Please refer to your disposition notification or contact the session organizer.
  • Early-Career Investigator Symposium — 12 minutes (10-minute presentation + 2 minutes questions and answers)
  • Early-Career Investigator Competition — 10 minutes (8-minute presentation + 2 minutes questions and answers)
  • Science Council Session — 12 minutes (10-minute presentation + 2 minutes question and answers)
  • Best in Physics Oral Presentation — — 10 minutes (8-minute presentation + 2 minutes question and answers)
  • Arthur Boyer Award for Innovation in Medical Physics Education— 15 minutes (12-minute presentation + 3 minutes question and answers)
  • Scientific Oral Session — 10 minutes (8-minute presentation + 2 minutes question and answers)
  • SNAP Orals — 7 minutes (5-minute presentation + 2 minutes question and answers)

AV Guidelines

For the AAPM 65th Annual Meeting & Exhibition, each scientific session room will be equipped with one HD digital projection system with the display at 1920x1080 resolution for single projection of Microsoft PowerPoint Presentations.

Confidence Monitor: A large, strategically placed monitor facing the speaker/head table which displays the presentation on the screen behind the presenter, thus allowing the speaker to present to the audience with full "confidence" of what is being shown out of his/her line of sight, without having to turn to look at the screen.

Speakers will have the option to view their slides in "Presenter Mode" at the lectern. The monitor at the lectern will show the notes view, if selected. The large confidence monitor will show the slides seen by the audience.

Not all speakers will want to use this feature at the lectern, but for those who want to try it, the Speaker Ready Room will have stations with double monitors. Speakers will be able to see "Presenter Mode" on one screen and the regular presentation on the other.

Speaker Ready Room Room 352D, George R. Brown Convention Center

The Speaker Ready Room will be equipped with the necessary equipment to review Microsoft PowerPoint Presentations. Technical staff will be available to assist you with the viewing or testing of your presentation.

Schedule of Operations:

Saturday - Wednesday, 7:00 AM - 6:00 PM
Thursday, 7:00 AM - 2:30 PM

For your Microsoft PowerPoint presentation slides should be set up: 16:9.

Presenters WILL NOT be permitted to connect a laptop to the digital projector.

  • The DAY PRIOR to your presentation: Please bring your USB storage device to the Speaker Ready Room the day before your session during the same hour as your scheduled presentation to load the file into the presentation library and test your presentation. We recommend visiting the same hour as your talk to reduce the number of people in the Speaker Ready Room at any given time and to allow for each presenter to have ample opportunity to speak with a technician if necessary. All presentations loaded into the library will be transferred to the PC in the room where the presentation will be held. Technicians will be on duty in the Speaker Ready Room to assist you with checking your talk and depositing your file into the library. The support staff will not assist with the editing of files.
  • The day of your presentation: Please bring your USB storage device with you to the presentation room as a backup in case of emergency.
  • IIf attending the meeting only for the day of your presentation: It is strongly recommended that you visit the Speaker Ready Room to test the presentation.
  • PLEASE BE ADVISED, Moderators have been instructed to keep the session on schedule. If you opt NOT to test your presentation in the Speaker Ready Room and there is a problem with the file that you have hand carried to the meeting, you will be asked to either give your talk without the computer presentation or withdraw your talk altogether.

Plan your PowerPoint Presentation to be presented on a PC with the following configuration:


Intel Core I9 2.4 Ghz or faster processor, 8GB or greater RAM, 500GB or larger SSD, integral 16 bit audio, graphics card with 512MB or greater VRAM.


Windows 10 Pro, PowerPoint 2010 Pro, Acrobat reader (latest version,) QuickTime (latest version).

  • In PowerPoint versions prior to 2010 (PC) and 2011 (Mac) video clips (other than certain animated gif files) are not embedded in PowerPoint presentations; you will need to bring the separate video files with you and submit them along with your presentation.
  • There are many issues that can arise when PowerPoint files created on a Mac are run on a PC. If your presentation was created on a Mac, please come to the speaker ready room as early as possible, to give the technicians as much time as possible to fix any problems that might occur.
  • No network access will be available from the presentation rooms.
  • At the end of each day, the presentations for that day will be deleted from the presentation room PCs and the library and will not be retrievable by presenters.

Presentation Preparation
Oral Presentations

When creating your PowerPoint, check your settings to ensure that Page Size shows slides sized for: On-Screen Show (16:9).

page setup instruction

If you do not format your presentation in 16:9 then the presentation will display with black bars to the left and right and will not fill the screen properly.

  • Use background and text material to provide maximum text contrast, e.g., white, or yellow text against dark blue background, black or dark blue text against light gray or yellow background.
  • Avoid ALL CAPS text.
  • Avoid having more than 7 lines of text per slide and more than 8 words per line.
  • The text size should ideally not be smaller than 24-points.
  • Note that sans-serif fonts (e.g., Arial, Helvetica) are easier to read than serif fonts (e.g., Times Roman).
  • Use standard fonts as much as possible. For PowerPoint, embed nonstandard fonts into the presentation.
  • Avoid full sentences and excessive text in general. Bulleted items with key words are preferable. Remember that the slides are presented as a supplement to your talk, not the other way around.
  • Avoid having more than a maximum of two graphic features (e.g., plots or illustrations) per slide. A single feature per slide would be preferable.
  • Avoid presentation of excessive tabular information.
  • Animation and the use of color can effectively enhance a presentation. However, avoid excessive use of animation and colors as they can be distracting. These features should be used only as a means to enhance the communication objective of the lecture.
  • Plan your target number of slides to be 1-2 slides per minute of lecture time.
  • When you give your lecture, talk to your audience, not your slides! You should be facing your audience in most of your lecture.
  • Make sure that people can hear you well. Adjust the microphone if necessary.
  • Leave adequate time for questions per your Moderator's direction.

ePoster Presentations

Presenting Authors: See instructions below regarding your ePoster.

Instructions for the preparation of your ePoster

  • PDF file is the preferred format but MS PowerPoint files can also be submitted.
  • Landscape format. Ratio of 4:3 or 16:9 are ideal.
  • AAPM encourages you to use the ePoster templates. However, you are welcome to use your own.
  • Please note you can embed a video into your ePoster for a cost of $30 which will be paid directly to Multilearning.
  • You will be able to add audio narration to your ePoster sections, during the final review step. Please be aware that the audio narration will only be available on the platform and will not be played at the meeting onsite. To learn more about this feature, see this demo: ePoster with audio narration on sections & embedded video.

Instructions for the submission of your ePoster
(Upon payment of the ePoster fee, the Presenting Author identified on the abstract will be automatically given access to the ePoster upload portal.)

  • Please click here to submit your ePoster.
  • If you are an AAPM member, log in using your AAPM credentials. Otherwise, please log in with your Confex credentials. (Forgot your password? Use the Forgot Password link to be sent a temporary password; once you are logged in you can set up a permanent password).
  • After you log in you will be redirected to the AAPM Speaker Center. Once there:
    • Select the “Poster Payment” link
  • To upload poster after payment:
    • Select the 'My Presentations' module.
    • Select poster title.
    • On the next page, select.
    • 'Go to Poster Builder' button.
    • Upload poster(s) in the poster platform.
  • Deadline to upload the ePoster file is July 13, 2023.

For technical assistance with the preparation and/or formatting please contact Multilearning.