SGO 46th Annual Meeting on Women s Cancer Responsibilities & Guidelines Documents

Transcription

1 SGO 46th Annual Meeting on Women s Cancer Responsibilities & Guidelines Documents Please review the following Responsibilities & Guidelines document pertinent to your role in the SGO Annual Meeting on Women s Cancer. You may review each document by clicking on its link below or scrolling through each page individually. Presenter Responsibilities & Guidelines (For both Scientific Plenary & Focused Plenary Sessions) Featured Poster Responsibilities & Guidelines Poster Responsibilities & Guidelines Moderator Responsibilities & Guidelines Lecturette Responsibilities & Guidelines

2 The Annual Meeting on Women's Cancer SGO's 46th Annual Meeting Presenter Responsibilities & Guidelines Presentation Format For Scientific Plenary Sessions, Focused Plenary Sessions, Educational Forums, Sunrise Seminars and Symposia, all presentations MUST be in PowerPoint format. ALL presentations MUST be loaded in the Speaker Ready Room at the Chicago Hilton at least 24 hours in advance; a room location will be communicated at a later date. Any presentation that is not uploaded in the Speaker Ready Room will NOT project during your session. THERE WILL NOT BE A COMPUTER AT ANY OF THE PODIUMS IN ANY SESSION. You MUST pre-load your slides prior to your presentation in the Speaker Ready Room (see schedule on next page). A PowerPoint template for The Annual Meeting on Women s Cancer is available in your Speakers Corner for your convenience. Please save your file in PowerPoint (i.e., not as template, RTF, JPG, etc.), In addition to saving your PowerPoint in your speakers corner, you are also required to save your PowerPoint slides as a PDF to allow the session attendees to access your slides via the Annual Meeting App. Title the file in the following format: PresenterLastNameFirstName.ppt. For example, if the presenter is Dr. Jayne Smith, you would save the presentation with the following name: SmithJayne.ppt The Speaker Ready Room technicians will accept presentations on Zip Disks, flash drives or CDs. Regardless of the format, it is always a good idea to bring a back-up. If you will be preparing your PowerPoint presentation from a MAC, please review your slide presentation in the Speaker Ready Room to make sure the format of the slides converted correctly. If video is embedded in your presentation, please be sure you also have a separate copy of the video file itself in addition to your presentation. Presentation Content For the most effective presentation: o Include relevant disclosures, objectives, and conclusions It is recommended to use the last slide for a list of conclusions. o Font style and size yielding maximum visibility on the large, conference screens have been specified and set within the template so you simply need to right click on the area where you will be placing text and type in your own information. Additional slides will automatically default to the template. San-serif fonts are generally best for PowerPoint presentations, with the exception of Helvetica. Use the same font throughout your presentation. o Limit your object builds and slide transition animations o Each slide should include only one idea, simple enough to comprehend at a glance. A limit of one minute for explanation per slide is a useful rule of thumb. Avoid large paragraphs or blocks of text. o The slide presentation should supplement your presentation, rather than be your presentation. o Title slides are recommended as a means of orienting the audience. Titles need not reiterate every point made during your presentation.

3 o If you intend to refer to a particular side more than once during the presentation, make a duplicate of the slide to avoid the projection of the wrong slide and unnecessary confusion. For additional tips on creating your presentation please contact education@sgo.org or follow the guidelines below. Presentation of Charts, Graphs and Pictures Charts and graphs add visual interest to your presentation and provide powerful means of illustrating important trends or comparisons. Photographs, photomicrographs and line art may also be appropriate. For the most effective presentation: o Remember to choose colors for your charts and graphs that contrast well. o No more than two or three curves or bars should be on any graph. These should be well separated and clearly differentiated. o Tables should contain no more than four to six columns and a maximum of ten lines. Substantial spacing should be used between lines of data. o All symbols on charts should be the same size as the lettering used. o Vertical lettering on charts and graphs is very difficult to read and should be avoided. o Slides of photographs, halftones and photomicrographs should be carefully prepared to ensure clarity. These visuals should be labeled when appropriate for easy reference. Oral Presentations Program time is limited and will be STRICTLY enforced by the moderator of each session. Please allow for discussion by finishing your presentation on time. Presentations that exceed the allotted time will be interrupted by the moderator. Please rehearse your presentation to be sure that you will complete it within the time allowed. Session Type Presentation Time Suggested Amount of Slides* Plenary Sessions 10 Minute Presentation 10 Slides Focused Plenary Session 8 Minute Presentation 8 Slides Surgical Video Session 8 Minutes or Less N/A Video File Education Forums & Special Symposia Per your course director *SGO recommends one slide per minute of presentation As a guideline, a written script should be specifically prepared for your oral presentation. Your copy should be highly legible, double or triple spaced and should include well-marked cues for each slide. Each page of your copy should be numbered. To ensure that your paper lies flat and allows for easy page turning, please avoid the use of paper clips and/or staples. Please arrive at least 15 to 20 minutes before your session begins. SGO Staff will be available to acquaint you with the podium and stage as well as answer any questions you may have. A special section in the front of the scientific session room is reserved for speakers. It is important that you sit in these rows so that SGO Staff can provide you with a wireless lavaliere microphone prior to your presentation and so you can access the podium in a short amount of time. There will be a hand held slide advancer and laser pointer at the podium. When you push the button the next slide in your sequence will appear. Feel free to arrive before the sessions to familiarize yourself with the slide advancer. There will be a confidence monitor on the floor in front of the speaker s podium. This monitor shows your slides as they are being projected to the audience. This purpose of this monitor is to have the ability to view your presentation without having to turn around. This makes for a better presentation and also keeps your voice projected toward the audience. Please be careful to speak in accordance with your slide sequence.

4 Any presentation that is not uploaded, via the Onsite Speaker Ready Room, will NOT be projected during your session. Onsite Speaker Ready Room Located at the Chicago Hilton All presentations must be in formatted on the SGO 2015 Annual Meeting PowerPoint template (available in your Speakers Corner). All presentations MUST be uploaded to the speaker ready room no fewer than 24 hours prior to your talk. The equipment in the Speaker Ready Room is available in order to verify accuracy of your presentation order, direction, etc. When completed, please give your disk or slides to the speaker ready room attendant. Please be certain your slides are clearly identified with your name and presentation information. The Speaker Ready Room hours will be announced at a later date. The following is a concise checklist to plan for your presentation: Before Read and agree to the SGO Presenter Guidelines. Review presentation for any bias or trade names used. Use SGO Annual Meeting PowerPoint Template. Check that each slide has only one main idea and no large paragraphs of text. Upload slides to my online Speaker Ready Room by Friday, Jan. 9, Include relevant disclosures, objectives, and conclusions Practice presentation for time allotted. Bring backup copy of presentation on a flash drive and/or . Review the other topics that are part of my session. During Maintain a few inches of distance from microphone when speaking. Look engaged if sitting on panel but not presenting. Have water on hand to drink, if necessary.

5 The Annual Meeting on Women's Cancer SGO's 46th Annual Meeting Featured Poster Presenter Responsibilities & Guidelines Featured Poster Session SGO will again host the popular featured poster session. Due to the positive reviews and feedback from the 2014 Annual meeting, featured poster sessions will take place during the 2015 Annual Meeting. Discussants will summarize abstracts selected for Featured Poster by topic in dedicated sessions. Presenting authors for abstracts will not be presenting, but are asked to be present in the session to answer any questions from the discussant and/or audience. Creating a Featured Poster Featured Posters will be created utilizing Microsoft PowerPoint. o Featured Poster presentations are required to be formatted on the SGO Annual Meeting PowerPoint template. (Available in your online, speaker ready room.) o Featured Poster Presenters are REQUIRED to submit a maximum of four (4) slides (three (3) content/data slides and one (1) title slide) and upload to the system by early o Featured Poster Presenters are REQUIRED to attend the Featured Poster session to be available for questions. o In the event that the Featured Poster Presenter does not send in their required slides by the specified deadline date, they will be included within the regular posters. o A physical poster for each selected Featured Poster abstract is REQUIRED. Featured posters will be highlighted in the general session foyer area and available for viewing throughout the duration of the meeting in this high-traffic area. Please follow the guidelines below for creating a printed poster display. o In addition to saving your PowerPoint in your speaker s corner, you are also required to save your PowerPoint slides as a PDF to allow the session attendees to access your poster via the Annual Meeting App. All materials must be in compliance with the SGO Disclosure and Conflict of Interest policies. To ensure that all SGO CME-accredited activities are fair and unbiased, all participating faculty are required to complete the 2015 Annual Meeting Disclosure Form. Please see the SGO ACCME-Compliant Presenter Guidelines, located in your Ready Room for further information. Submitting Your Featured Poster Featured Poster presenters must upload their finalized PowerPoint slides to their online speaker ready room early Featured Poster Discussants In order for Featured Poster Discussants to prepare for their sessions, Featured Poster Presenters are required to submit their presentations by early Featured Poster discussants may then review the presentations in their online speaker s corner. Featured Poster Discussants must then submit their PowerPoint presentations to their online speaker s corner by early Slides must be formatted in the SGO Annual Meeting PowerPoint Template.

6 The Annual Meeting on Women's Cancer SGO's 46 th Annual Meeting Poster Presenter Responsibilities & Guidelines Printed Poster Display and Presentation All presenters are responsible for printing and bringing their poster display(s). All materials must be in compliance with the SGO Disclosure and Conflict of Interest policies. To ensure that all SGO CME-accredited activities are fair and unbiased, all participating faculty are required to complete the 2015 Annual Meeting Disclosure Form. Please see the SGO ACCME-Compliant Presenter Guidelines, located in your Ready Room for further information. 4 (height) x 6 (length) bulletin boards will be on display in the Exhibit Hall We request that one of the poster authors are available to field questions during the Interactive Poster Session where attendees will be encouraged to visit the poster area and discuss with the presenting author. The dedicated poster presentations will take in the Exhibit Hall. Dates and time will be announced with acceptance letters.

7 The Annual Meeting on Women's Cancer SGO's 46 th Annual Meeting Moderator Responsibilities & Guidelines The 2015 Annual Meeting on Women s Cancer Program was designed to allow significant discussion for oral presentations and to build synthesis within a session. Your presenter role will be very different than how presentations were included in sessions at past Annual Meetings. We ask that you focus on the synthesis of the session and engage the audience to better understand the science that is being presented rather than highlighting the strengths and weaknesses of the paper and re-presenting the scientific data. Your goal is to help the audience better understand the impact of the science and how, ultimately, the attendee can utilize the information to better treat the patient or allow them take-home information to change their practice. Prior to the Annual Meeting, a detailed schedule of your session with specific timing as well as general session scripting, to assist in keeping your session on-time, will be posted to your Ready Room. This scripting will also be placed on the dais prior to the start of your session. The following list highlights your responsibilities and guidelines as a Moderator. CONTACT Lecturers There is one item that we ask you to attend to in the next two weeks: Please contact each of your lecturers (if applicable) to review this year s interactive discussion format. We ask that you stress the importance of a dialogue, with questions offered and answered one at a time, to promote a real exchange between abstract presenter and the discussant. Remind your discussants that thoughtful questions to help clarify important issues with the presenter should be emphasized. Also remind each discussant of the time limit for their interaction. Please let us know if you have any problems reaching your discussants, and please also send an note to education@sgo.org when you have contacted all of your discussants so that we can track progress with this effort. Lecturette Guidelines The purpose of a lecturette is to provide a snapshot of the most relevant points related to the topic you are presenting. While preparing your 5 minute lecturette you should follow the below format: Prepare 4-7 slides maximum: 1 minute per slide is optimal Your first slide should give an overview of the key points of the slides to follow Your last slide should be a summary of the key points but also the call to action and/or take away message Make sure when preparing your presentation to do the following: Define the goal of the presentation Define 3-5 major points to focus on during your presentation Define the take away message or call to action for the audience The goal of this lecturette is to condense a larger concept into smaller more manageable pieces by providing highlights. Do not include time for Q & A when developing your presentation, there will be additional time in the majority of the sessions provided for a floor discussion. Individual session instructions will be sent and discussed on how the conversation and story should evolve based on the science that is presented. Debate Format Guidelines The purpose of a debate is to provide two opposing viewpoints on the topic being presented. While preparing your 15 minute debate you should follow the below format:

8 1. Each presenter can prepare 4-6 slides maximum: 1 minute per slide is optimal (you do not have to prepare slides this is optional) a. You will have 4 minutes to state your case and 3 minutes for rebuttal (these times will be strictly enforced) 2. The format will be as follows: a. One minute introduction from Moderator b. 4 minute presentation: Faculty One c. 4 minute presentation: Faculty Two d. 3 minute rebuttal: Faculty One e. 3 minute rebuttal: Faculty Two 3. Floor Discussion to be led by the moderator; and follow the below criteria a. Moderator should give a 1 minute recap of each presentation b. Open up for 6 minutes to the audience for questions (be prepared with discussion points if no questions are asked) c. Allow 2 minutes for the audience to vote on the argument they favored most and share results ARRIVE 15 TO 20 MINUTES BEFORE THE START OF SESSION This time should be used to become acquainted with lighting, microphone and computer setup (all audiovisual equipment will be set-up prior to your arrival; all presentations will be pushed from a central location into the course room via the Speaker Ready Room; no personal laptops will be used). OPENING YOUR SESSION Briefly introduce yourself, your institution, verbalize any financial disclosures and the session title. And then introduce the first Speaker. It is essential that all sessions start on time. KEEP THE SESSION ON SCHEDULE Each Speaker (even the last one) should receive the time he or she has been allotted for his/her presentation. Moderators should alert panelists at the three-minute mark, with a sign or hand signal, and when panelists time is up. If a panelist is rambling or exceeding their allotted time, interrupt her or him gently ( Thank you; however, due to time constraints we really need to move on ) and turn the floor over to the next speaker. FOLLOWING ACCME STANDARDS As an accredited association, it s imperative that all speakers present information that is free from commercial bias. All presentations should be fair and balanced. If you recognize a biased presentation, interrupt her or him gently ( This is a CME event and presentations must not include any promotion of a product or service.) and request that the speaker move on or turn the floor over to the next speaker. A SGO CME Proctor will attend each session. The CME Proctor will be responsible for monitoring the speaker, presentation, and discussion. If biased material is presented, it will be noted and further action will be taken. QUESTION AND ANSWER SEGMENT If necessary, during the question and answer period, ensure that the speaker and attendees stay on the intended topic of discussion. Also, if the speaker neglects to repeat a question, it is your responsibility to request the speaker to repeat them to ensure that all attendees can hear the question. We suggest preparing one or two questions of your own for each abstract, so that you can promote further interchange if important points have not been aired. The following is a concise checklist to plan for your session:

9 Before Read the biographies of the presenters in my session. Check with presenters on pronunciation of their names. Read the presentations that are part of my session. Write 3 questions for each presenter that is part of my session. the presenters that are part of my session and ask if they have any questions. Write two sentences that summarize each presentation to act as a transition. Read the scripting that has been prepared for my session. Read the learning objectives that are part of my session. During Look engaged while sitting on the panel. Take note of any potential bias statements from presenters. After Thank the presenters and the audience for their time. Follow up with SGO Staff or send an to education@sgo.org with any bias noted.

10 The Annual Meeting on Women's Cancer SGO's 46th Annual Meeting Lecturer Responsibilities and Guidelines The 2015 Annual Meeting on Women s Cancer Program was designed to allow significant discussion for oral presentations and to build synthesis within a session. Your presenter role will be very different than how presentations were included in sessions at past Annual Meetings. We ask that you focus on the synthesis of the session and engage the audience to better understand the science that is being presented rather than highlighting the strengths and weaknesses of the paper and re-presenting the scientific data. Your goal is to help the audience better understand the impact of the science and how, ultimately, the attendee can utilize the information to better treat the patient or allow them take-home information to change their practice. The following list highlights Lecturette responsibilities and guidelines. STAY ON TIME. Each speaker will receive the time he or she has been allotted for his/her presentation. Moderators will strictly enforce these time limits. In an effort to stay on time, SGO suggests to follow the guidelines as noted above. FORMAT. Encourage a dialogue with your presenter rather than a sequential presenter/discussant/presenter format. This promotes a productive exchange to stimulate floor discussion. (Lecturette will refrain from personal attacks.) Floor Discussion Any remaining time (aside from your formal comments) will be devoted to questions from the floor. The moderator of the session will be on stage and will be responsible for opening the paper for discussion from the audience. PRESENTATION SLIDES Lecturette Rule of Thumb SGO suggests following the guidelines as noted above. All course material must be in compliance with the SGO ACCME-Presenter Guidelines. These guidelines will be available to you through your speaker ready room link, which will be sent out upon invitation; please reference this document when developing your presentation. Presentations must be organized in PowerPoint on the SGO 2015 Annual Meeting template, located in your Speakers Corner for your convenience. All presentations must be uploaded in the onsite Speaker Ready Room at the Hilton Chicago at least 24 hours prior to your presentation. Any presentation that is not uploaded in the Speaker Ready Room, will NOT project during your session. We appreciate your time and effort. If you have any questions, please call SGO Headquarters at 312/ or education@sgo.org.