Speaker Resource Center

It’s important to note that the entire education program will be delivered in-person. Access to the 2025 Annual Meeting Webcasts will be made available by the presenters for the next three years. The session formats include the Expert Lectures, Great Debates, Honorary Guest Lectures, International Symposium, and Panel Presentations.

The speaker portal is our home base for presenters.

As a faculty member, this is where you will:

• Confirm your participation
• Update your profile
• Verify your session date and time; schedule is subject to change
• Review your session title, description, and objectives
• Submit your disclosures
• Authorize AAO-HSNF to record your lecture and published it in OTO Logic, the Academy’s learning management system
• Submit a short biography and headshot photo
• Download the AAO-HNSF PowerPoint Template

You are encouraged to visit the portal regularly to ensure your tasks are completed. You will also receive an email when there are new tasks, or if your current tasks have not been completed.

The speaker portal can be accessed here. Speakers will need their specific email and access key that was emailed to them to access the portal.

All speakers and moderators are required to register and make their own hotel and travel arrangements.

• Register
• Annual Meeting Home Page
• Schedule at a Glance

Presentations made available by faculty will be captured for enduring education purposes and made available to full conference registered attendees online for three years in OTO Logic, the Academy’s learning management system.

All posters will be presented during the Meet the Scientific Poster Authors on Monday, October 13 at 12:00-1:00 pm. Posters will be hung and displayed throughout the Annual Meeting.

All times are listed in Eastern Time.

All session room presentation equipment will be in high-definition projection. You must create slides in a 16:9 format. This format allows approximately 16% more viewable space and 183% sharper images than a standard 1024 x 768 4:3 formatted projector. If you do not create your slides in the upgraded aspect ratio, your presentation may appear incorrectly.

Your slide presentation should follow this basic outline:

• Slide #1: Title Slide
• Slide #2: Disclosure Information – list all financial relationships with any ineligible companies relevant this educational activity.
• Ensure that the number of slides is consistent with the time allocated for the presentation (approximate rule of thumb is one slide per minute of presentation).
• Presentations should not contain a discussion of financial, coding or reimbursement implications, except when the presentation directly pertain to such topics
• If images, drawings, videos, or cartoons are included, indicate permission to use them
• Cite sources when using research data
• Brand names should only be used for clarification (no logos permitted)
• If one brand name is used, all brand names must be included to ensure the program is balanced
• Avoid abbreviations, unless you are sure all attendees know what they mean

Presentations can be submitted in advance of the meeting via the Speaker Portal Site, or onsite in the Speaker Ready Room. Information will be shared in the Speaker Portal.

Arrive 24 hours in Advance
When you arrive to the meeting, check-in at the Speaker Ready Room at least 24 hours before your scheduled presentation(s). This will allow time to prepare, rehearse, and ensure the presentation is compatible with the facilities equipment before submitting the final version.

The laptops in the Speaker Ready Rooms will be configured with the hardware, and software exactly like the laptop in the meeting session rooms. It is imperative that you review your presentation in the Speaker Ready Room especially if it contains video files.

Scientific Oral Presentations are short oral presentations focusing on current evidence-based research, surgical procedures, and approaches in clinical sciences and their application to patient care. Based on merit, oral submissions will be selected and recognized as Best of within each specialty area.

• Original basic science and clinical work related to the broad area of otolaryngology ailments and diseases may be submitted.
• Scientific abstracts should be the following:
  • Unpublished
  • Timely, contain innovative information and present findings on scientific research, surgical procedures, and practices.
  • Submitted once and not as multiple abstracts or to multiple program types (i.e., Scientific Oral presentations and Scientific Poster). If your proposal is not accepted as an oral presentation, it will be reviewed and considered as a poster presentation unless told otherwise.
  • Therefore, if the abstracts in question are not different enough to be considered separate studies (specifically, if they address the same research question or present the same results), they may all be rejected.

Journal Submission Policy

In accordance with the AAO-HNSF 2025 Annual Meeting – Terms and Conditions, accepted Scientific Oral Presentations must be submitted as a full-length manuscript to one of the OTO Journals: Otolaryngology–Head and Neck Surgery, the flagship AAO-HNSF journal, or OTO Open, the AAO-HNSF fully open access journal. Submissions must comply with all journal author instructions for peer review. The AAO-HNSF journals have the right of first refusal. 

While under review for AAO-HNSF publication, accepted Scientific Oral Presentations are prohibited from being submitted and published elsewhere. Published papers of Orals may be presented elsewhere after the Annual Meeting has taken place, provided the Otolaryngology–Head and Neck Surgery or OTO Open is cited.

Manuscript Submission Deadlines 

The manuscript submission deadlines for 2025 are determined by the last name of the Senior Author indicated at the time of abstract submission:  

• Friday, August 23: Last name begins with A-F 
• Friday, July 18: Last name begins with G-L 
• Friday, September 18: Last name begins with M-S
• Friday, October 18: Last name begins with T-Z 

When submitting manuscripts for publication consideration, authors must provide the abstract ID along with the manuscript.

Contact [email protected] for questions about journal submissions.  

Submission Waiver Requests: Due by Friday, August 23, 2025
Submission waiver requests for Scientific Oral Presentations must be made by the Senior Author by contacting the journals’ Editorial Office at [email protected], providing the reason for requesting a waiver, and the name of the alternate publication to which you would like to submit. The journals’ Editor in Chief will review the request. Requests received after the deadline may not be considered. Submitting a waiver request does not guarantee that the waiver will be granted.  

Waiver Exception for Residents Only
Senior Authors of Scientific Oral Presentations who are residents may request an automatic waiver if they do not plan to submit a research paper based on their presentation to any journal. The Senior Author should inform the journals’ Editorial Office at [email protected] if they do not plan to submit a manuscript to any journal so that they are not subject to the noncompliance policy.

Submission Deadline Extension Requests
Submission deadline extension requests must be made by the Senior Author by contacting the journals’ Editorial Office at [email protected], providing your abstract title, the length of the requested extension, and the reason for requesting the extension. Requests made by other authors will not be considered. Any extension request exceeding one month will require approval from the journals’ Editor in Chief. Requests received after October 18, 2025, will not be considered. 

Noncompliance
Senior Authors of Scientific Oral Presentations who do not submit a required 2025 Annual Meeting manuscript will not be allowed to present at the Annual Meeting for two years following. The last author listed is considered the Senior Author unless otherwise indicated.

Scientific Poster Presentations
There is no requirement for Poster authors to submit a full-length manuscript based on their accepted abstract for publication. However, if Poster authors are seeking publication, a full-length manuscript must first be submitted to one of the OTO Journals (Otolaryngology–Head and Neck Surgery, the flagship AAO-HNSF journal, or OTO Open, the AAO-HNSF fully open access journal) for the right of first refusal. Submissions must comply with all journal author instructions for peer review.  

While under review for AAO-HNSF publication, accepted Scientific Poster Presentations are prohibited from being submitted and published elsewhere. Published papers of Scientific Posters may be presented elsewhere after the Annual Meeting, provided that the published paper in Otolaryngology–Head and Neck Surgery or OTO Open is cited. 

Manuscript Submission Deadlines
For Poster Presentation authors choosing to submit a manuscript, the manuscript submission deadline dates for 2025 are determined by the last name of the Senior Author indicated at the time of abstract submission:  

• Friday, August 23 Last names begin with A-F  
• Friday, July 18 Last names begin with G-L  
• Friday, September 18 Last names begin with M-S  
• Friday, October 18 Last names begin with T-Z 

When submitting manuscripts for publication consideration, authors must provide the abstract ID along with the manuscript.  

Copyright
The AAO-HNSF holds copyright on all material presented at the AAO-HNSF 2025 Annual Meeting. The AAO-HNSF will not consider material that has already been published or submitted for publication.

Confidentiality and Embargo Policy
Submitted abstracts are considered CONFIDENTIAL and EMBARGOED from the time of submission. For a study to be eligible for presentation, information contained in the abstract, as well as additional data and information to be presented about the study, may not be made public before the findings have been presented/published in compliance with the embargo policy.    

The one exception to these policies applies to abstract information that has been previously made public through presentation at another meeting. In these cases, the confidentiality and embargo policies apply only to any updated information. The confidentiality and embargo policies require that, prior to the embargo being lifted, the senior author, and coauthors of the research not:   

• Publish the information or provide it to others who may publish it, 
• Release the findings to news media, and 
• Use the information for trading in the securities of any issuer or provide it to others who may use it for securities trading purposes.   

Abstract Publication
The abstracts of all accepted and presented Scientific Oral Presentations and Poster Presentations, including Late-Breaking Scientific Oral Presentations, will be published in an online-only supplement to Otolaryngology–Head and Neck Surgery, in an issue following the AAO-HNSF 2025 Annual Meeting. Authors may to cite their accepted Scientific Oral Presentations and Poster prior to this issue publishing as “accepted; pending publication.”  

Questions 

For questions and assistance, please contact the journal’s Editorial Office at [email protected]

The AAO-HNSF has put together a Speaker Marketing Toolkit to help you promote your session(s) at the AAO-HNSF 2025 Annual Meeting & OTO EXPO. Leverage the resources below to position yourself as a thought leader at #OTOMTG25 with your personal network.

Promote your presentation on LinkedIn, Facebook, Instagram, and X, using the hashtag, #OTOMTG25.

Follow @AAOHNS on social media and @OTOjournals on X to stay up to date on Annual Meeting and Scientific Oral publication details.