Podium Presentation Guidelines

Podium Presentation Guidelines

The Speaker Ready Room (SRR) Check-In Procedures

Please come to the Speaker Ready Room (Room A103-104, Level 1 of the Oregon Convention Center) a minimum of 4 hours in advance of your talk to be sure your presentation is working properly on our systems. An audio/visual technician will be on duty to ensure a smooth transition between each speaker in meeting rooms, to answer any equipment questions, and to adjust sound levels to your requirements.

Upon arrival at the Speaker Ready Room, a technician will check you in, upload your presentation if necessary, and then assign you to a preview station where you will be able to review and edit your presentation and view exactly how it will appear in your session room.

Please make every effort to finalize your presentation by the deadline specified, as follows: For AM sessions, finalize your presentation by the Speaker Ready Room closing time the day prior (see hours posted below); for PM Sessions, finalize your presentation by 11:30 AM same day.

Speaker Ready Room personnel are not responsible for your devices (i.e., memory cards, disks, laptops, etc.) 

UNDER NO CIRCUMSTANCES WILL PRESENTERS BE ALLOWED TO EMAIL PRESENTATIONS. 

Speaker Ready Room Hours

The Speaker Ready Room is located in Room A103-104 of the Oregon Convention Center. The hours of operation are:

• Friday, May 6: 9:00 AM – 6:00 PM 
• Saturday, May 7: 7:00 AM – 7:00 PM
• Sunday, May 8: 7:00 AM – 6:00 PM
• Monday, May 9: 7:00 AM – 6:00 PM
• Tuesday, May 10: 7:00 AM – 12:00 PM

Audio/Visual & Computer Equipment

Session room PCs will be provided with the following configuration: 

• Processor: a minimum Core i7 2.93 GHz
• 16 GB RAM
• 1920 x 1080 at 24 bit color depth
• Microsoft Windows 10 Professional
• Microsoft Office 2019 Professional
• Windows Media Player (Latest Version)
• QuickTime (Latest Version)
• Flash Player (Latest Version)
• Acrobat Reader DC (Latest Version)

All electronic files must be submitted in the Speaker Ready Room using one of the formats listed below:

• PowerPoint 2019 or earlier version 
• Operating System: Media should be PC Formatted 
• Video Playback: Windows Media Player; QuickTime 
• PDF Reader: Adobe Acrobat 
• Unix Users: Bring HTML Files or Adobe Acrobat

For best results, PowerPoint 2019 users should save their presentations in those versions’ native .pptx format, and not in the PowerPoint 1997-2003 format. 

Be aware that embedded media clips are not saved as part of your PowerPoint presentation. The actual video or audio files need to be on the computer from which you will be presenting. You will need to supply those files along with your PowerPoint file either when you upload it or in the Speaker Ready Room. 

*If your presentation contains any video or audio, please submit your files to the Speaker Ready Room AT LEAST 24 hours in advance due to additional processing time that may be required.

Even if you have submitted your presentation in advance, please plan to bring the latest version of your presentation to the meeting on one of the following media types as a safety backup for your talk:

• USB Flash Drive or Hard Drive (any brand that does not require drivers) 
• CD ROM (CD-R, CD+R) 
• DVD ROM (DVD-R, DVD+R)

Audio/visual equipment in each session room will include:

• Minimum 4000 lumen LCD projector (1920 x 1080 screen resolution) 
• Audio Direct Box for computer audio connection to the meeting room PA system 
• Video Switcher 
• Table Microphones 
• Podium Microphone 
• Projection Screen 
• Microphone Mixer

If you are a Mac user and need to use your own Mac computer to present, an accommodation can be made to hook up your Mac to the Projection System. Please bring your computer to the Speaker Ready Room at least 2 hours before your talk so that we can confirm which output connector will be required to display your computer to the in-room system. Please arrive to the session room early with your Computer and Power Supply so that we can connect the computer and test it before the session starts.

For More Information

Please review the ProjectionNET Style Guide for more information about preparing your presentation, helpful hints for designing and presenting your talk, and tips to avoid incompatibilities and minimize potential challenges on-site.

If you have other technical questions, please contact us at aai@projection.com and we will be happy to assist you.

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Podium Presentation Upload Procedures

An upload site for electronic presentations is available. To upload your presentation, please visit the site by clicking below.

To log in to the upload site you will need to enter the e-mail address affiliated with your presentation. Your temporary password is AAI2022. Upon your initial log in you will be asked to select a new, unique password. The new password will be required upon subsequent logins; however, if you forget your password, there is a link on the Login page where you can request to be emailed your unique password.

If you have problems logging on to the site or uploading your presentation, please e-mail aai@projection.com and describe your problem. You will be contacted shortly thereafter.

You can upload as many revisions to your presentation as you would like, but please bring a backup copy of your final presentation with you to the meeting.

The deadline for uploading electronic presentations is Wednesday, May 4, 2022, at 5PM EDT. After that time all updates must be made on-site in Portland.

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Speaker Disclosures

The American Association of Immunologists (AAI) does not offer CME credits for its annual meetings or programs held at its annual meetings. The AAI, however, requires that audiences at AAI-sponsored meetings or programs be informed of a presenter’s academic and professional affiliations, as well as any significant financial interests or other relationships a presenter may have with any research, proprietary, or commercial entity producing pharmaceutical products or health care goods, or commercial entity producing products or services used in basic laboratory research.

The intent of disclosure is not to prevent a speaker from presenting or participating in a session, but rather to allow the audience to be fully knowledgeable of affiliations and relationships when evaluating the information being presented. Disclosure of support through federal grants is not required for these purposes.

If an unlabeled use of a commercial product or an investigational use not yet approved for any purpose is discussed during the presentation, the presenter must disclose that the product is not labeled for the use under discussion and/or that the product is still investigational.

Disclosure is required of any relationship that may bias a presentation which, if known, would give the appearance of bias. These situations include, but are not limited to:

1. stock, stock options, or bond holdings in a for-profit corporation directly held or indirectly held within a self-directed pension plan 
2. receipt of royalties from for-profit entities 
3. research grants, salary support, in-kind support from for-profit entities 
4. employment (full- or part-time) in for-profit entities 
5. consulting fees or other remuneration from for-profit entities 
6. ownership or partnership in a research foundation or for-profit entity 
7. positions of influence such as officer, board member, trustee, or spokesperson for a research foundation, non-profit, or for-profit entity 
8. paid speaker in a speakers’ bureau 
9. member of a scientific advisory group for a foundation or for-profit entity 
10. other.