Moderator Guidelines

• Moderator Tips and Tricks Video — View the Training Video »
• Guidelines — View the General Guidelines for Moderators »

 

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 Q&A)
  
• Early-Career Investigator Competition — 10 minutes (8-minute presentation + 2 minutes Q&A)
  
• Science Council Session — 12 minutes (10-minute presentation + 2 minutes Q&A)
  
• Best in Physics Oral Presentation — 10 minutes (8-minute presentation + 2 minutes Q&A)
  
• Innovation in Medical Physics Education: Arthur Boyer Award — 15 minutes (12-minute presentation + 3 minutes Q&A)
  
• Scientific Oral Session — 10 minutes (8-minute presentation + 2 minutes Q&A)
  
• SNAP Orals — 7 minutes (5-minute presentation + 2 minutes Q&A)

 

AV Guidelines

For the AAPM 67th Annual Meeting & Exhibition, each scientific session room will be equipped with:

• HD Digital Projection System (1920x1080 resolution)
• Confidence Monitor facing the speaker/head table
• Presenter Mode option at the lectern (optional)

 

Speaker Ready Room – Room 203 (Level 2), Walter E. Washington 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.

Hours of Operation:
Saturday – Tuesday: 7:00 AM – 6:00 PM
Wednesday: 7:00 AM – 3:30 PM

 

Presentation Upload Guidelines

	Pre-submit your presentation prior to coming onsite Submission Window: July 7 – 21, 2025 Upload Site: Presentation Upload Portal (Portal available July 7)
	To log in for the first time: Use the same email address you provided in the abstract submission system. Enter the default password: AAPM2025 You will be prompted to change your password. Once updated, you can log in and upload your presentation. If you experience access issues or have any questions, please contact aapm25@projection.com.

Onsite Presentation Upload – SPEAKER READY ROOM

If you don not pre-submit, you can upload your presentation onsite in the Speaker Ready Room:

• Day Before Your Presentation: Upload your PowerPoint file at the same hour as your scheduled session.
• Day Of Your Presentation: Bring a USB backup in case of technical issues.
• Single-Day Attendees: Testing your presentation in the Speaker Ready Room is highly recommended.

 

Oral Presentation Preparation

• Format: 16:9 (On-Screen Show)
• Text Contrast: High contrast for readability (e.g., white/yellow text on dark blue background).
• Font Size: Minimum 24pt; Sans-serif fonts (Arial, Helvetica) recommended.
• Content: Avoid full sentences; use bullets with key points.
• Graphics: Max two per slide, preferably one.
• Animation: Use sparingly for emphasis.
• Time Management: 1-2 slides per minute.
• Engagement: Speak to the audience, not the slides.
• Q&A: Allow time as per Moderator's direction.

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

Technical Specifications

Hardware:
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.

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

Mac Users:

• Mac PowerPoint files may have compatibility issues. Visit the Speaker Ready Room early for troubleshooting.
• Video files must be submitted separately if using PowerPoint versions before 2010 (PC) or 2011 (Mac).

Presentation Room Notes:

• No personal laptops can be connected to projectors.
• No network access in presentation rooms.
• Presentations will be deleted at the end of each day.

Oral Presentation Template

AAPM encourages you to use our template, however you are welcome to use your own.

• Oral Template