Speaker Guidelines
Presentation Information and Instructions
NEW for 2018! A presentation upload site is now available. View login details and complete instructions here. Note: You are still required to visit the Speaker Ready Room at least 4 hours in advance of your talk even if you upload your presentation remotely. You must approve your presentation in the Speaker Ready Room before it will be transmitted!
The Speaker Ready Room is on Level 4, Room 11A. All speakers must visit the Speaker Ready Room (see below) at least 4 hours before their presentation. Speakers in sessions that begin at 8:00 AM should plan to visit the Speaker Ready Room the day before their presentation. MAC users must bring their computer and power supply to the Speaker Ready Room so a technician may confirm compatibility of output connector.
Standard meeting room setup for all sessions will include a data projector, a PC computer with Quick view switch for MAC presentations, a laser pointer, a microphone, and a screen. Please note: presentation computers do not have internet access.
16:9 High Definition Projection in all session rooms
AAI will be providing computer systems and projectors that display at 1920 x 1080 resolution. This high definition display will enhance the quality of presentations by providing a bright and clear display in the session rooms. When preparing the presentation, use standard fonts (e.g., Times New Roman, Arial, Verdana, and Tahoma).
The operating system on the session-room PC will be Windows 10. Software will include: Microsoft Office 2016, Adobe Acrobat Reader, VLC, QuickTime, Flash. *Due to additional processing time that may be required, ALL QuickTime users must come to the Speaker Ready Room at least 24 hours before their session to test their presentation.
Please note that to take full advantage of the widescreen display you should create your presentation in 16:9 aspect ratio. From within PowerPoint, click on the “Design” tab. Click “Page Setup.” PowerPoint will default to Slides sized for: “On-screen Show (4:3).” Change the setting to “On-screen Show (16:9) and click OK. (See below).
If you do not format your presentation in 16:9, the presentation will display with black bars to the left and right. Your aspect ratio will be correct, but it will not fill the entire screen.
Speakers must arrive in the session room at least 10 minutes before their session begins. AV technicians will be present at every session.
PC computers will be provided in all of the session rooms. MAC users may use their personal laptops for their presentations, but must bring their computer and power supply to the Speaker Ready Room so a technician may confirm compatibility of output connector. MAC users must arrive at the session room at least 10 minutes before the session start time and request that the A/V technician in the room connect their MAC to the projector.
All presentations should be brought on a flash drive or a CD-ROM/DVD. Any external files utilized, e.g. movie files, must be included in the same folder as the presentation. As well, we recommend speakers bring a backup on an alternative storage medium.
Speakers should test their presentations prior to attending the meeting to ensure that the fonts are standard and components such as movies are included rather than merely linked in the presentation.
Speaker Ready Room
Level 4, Room 11A
The Speaker Ready Room will be open:
- Friday, May 4: 12:00 PM – 6:00 PM
- Saturday, May 5: 7:00 AM – 6:00 PM
- Sunday, May 6: 7:00 AM – 6:00 PM
- Monday, May 7: 7:00 AM – 6:00 PM
- Tuesday, May 8: 7:00 AM – 12:00 PM
All speakers are required to check in at the Speaker Ready Room regardless of whether or not they have uploaded their presentations in advance. Once you have checked in to the Speaker Ready Room, your presentation will automatically be sent to your assigned presentation room.
Although we recommend all speakers visit the Speaker Ready Room 24 hours before your presentation, please plan to check in at least 4 hours in advance of your session to ensure that the presentation displays correctly on the equipment provided.
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 entity, 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:
- Stock, stock options, or bond holdings in a for-profit corporation directly held or indirectly held within a self-directed pension plan
- receipt of royalties from for-profit entities
- research grants, salary support, in-kind support from for-profit entities
- employment (full or part-time) in for-profit entities
- consulting fees or other remuneration from for-profit entities
- ownership or partnership in a research foundation or for-profit entity
- positions of influence such as officer, board member, trustee, or spokesperson for a research foundation, non-profit or for-profit entity
- paid speaker in a speakers bureau
- member of a Scientific Advisory Group for a foundation or for-profit entity
- Other