Speaker Resource Center

Welcome AAO-HNSF 2021 Annual Meeting & OTO Experience Presenters and Faculty,

Greetings from the Annual Meeting Program Committee, and congratulations to you all again for your exceptional submissions to this year’s program. The AAO-HNSF 2021 Annual Meeting & OTO Experience will mark the first in-person specialty-wide otolaryngology meeting since 2019. The health and safety guidelines from Los Angeles, California, have been reassuring, and we are looking forward to reuniting in LA to celebrate the Academy’s 125th anniversary in conjunction with groundbreaking education and dynamic networking events.

In a statement from Carol R. Bradford, MD, MS, AAO-HNS/F President, and James C. Denneny III, MD, AAO-HNS/F Executive Vice President and CEO, issued on August 12, 2021, it was announced that, “The American Academy of Otolaryngology–Head and Neck Surgery and its Foundation (AAO-HNS/F) are implementing a policy that will require full COVID-19 vaccination of all participants of the 2021 Annual Meeting & OTO Experience in Los Angeles, California. Safety is our first priority for the individuals and their families connected to the production of and participation in the Annual Meeting. Current thinking identifies fully vaccinated individuals wearing properly positioned masks as the most effective protection from all COVID-19 variants when in public indoor situations. Our mandatory vaccine policy, in addition to the current mask mandate in Los Angeles County will maximize the highest level of safety measures available for all who participate in-person for the Academy’s 125th anniversary celebration.”

You should have received an invitation to visit the Speaker Management Portal. All speakers are required to visit the portal to review and complete task associated to the presentation in which you are associated. Click here to visit the speaker management portal NOW!

It is highly suggested that you visit the Speaker Management Portal regularly to ensure you are aware of all updates.

If you have not received an email with your credentials, your login access is the username address at which you received this message and you may reset your password.

REGISTRATION & HOUSING

All speakers and moderators are required to register for the Annual Meeting & OTO Experience and make their own hotel and travel arrangements. If you have not yet registered, please visit the Annual Meeting webpage for additional information and links to register and book your hotel Today!

IMPORTANT DATES

  • August 23, 2021 – Presentation Submission Site Opens. All presenters will receive an email when open.
  • September 7, 2021 – Deadline to Upload Prerecorded On-Demand Presentations
  • September 18, 2021; 1:00 pm Central Time – Deadline to submit ePoster
  • September 24, 2021 – Deadline to Upload PowerPoint Presentations for In-person/Live-Stream Presentations
  • October 3, 2021 – ePoster Viewing Site Opens
  • October 3-6, 2021 – 2021 AAO-HNSF Annual Meeting & OTO Experience

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 Slide
  • List all commercial relationships relevant to your specific talk
  • Ensure that the number of slides is consistent with the time allocated for the presentation (approximate rule of thumb is 1 slide per minute of presentation).
  • Presentation should not contain a discussion of financial, coding or reimbursement implications, with the exception of presentations that directly pertain to such topics
  • If images, drawings, videos, or cartoons are included, indicate permission to use them
  • If research data is included, cite the source
  • Brand names should only be used for clarification
  • 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

PowerPoint Template

Click here to download the Speaker PowerPoint Template

 

Click here to download the Speaker PowerPoint Template

 

Zoom is the preferred platform for recording your presentation, it’s free and easy to use. If you are scheduled to present with multiple presenters, we strongly encourage you to begin collaborating with your fellow panelist/speakers to discuss the structure, flow, time limits for each presenter, develop one slide presentation.

Helpful Resources:

In addition to the display of your traditional printed posters, you are required to upload an electronic poster for online viewing beginning Sunday, October 2, 2021 and will remain available after the meeting as part of the permanent archive.

For pricing and delivery details, visit www.genigraphics.com and enter Conference Code AAO2021 or email [email protected].

**All posters must be hung by 9:00 AM on Sunday, October 3rd and displayed for the duration of the meeting. Posters not hung by the time and day specified will be considered a NO-SHOW and result in a penalty.

Poster Format Requirements: Your poster must meet these guidelines specified below.

  • Posters should be no larger than 44” tall by 44” wide.
  • A copy of the abstract (in large type) must be incorporated into the poster or may be attached to the upper left-hand corner of the panel.
  • A section at the top of the poster must contain the poster title, all authors and their affiliations.
  • Graphics and digital photos should be at least 150 dpi in their final printed size. For example, a digital photo that will be printed at 4” x 6” on your poster should be at least 600 x 900 pixels in its original format.
  • Poster content should be readable from a distance of 4 to 5 feet.

ePoster Electronic File Submission:

  • Files must be in PowerPoint (.ppt or.pptx) or Adobe Acrobat (.pdf) file format.
  • Fonts other than standard Windows TrueType must be embedded in the file.
  • Files should be no more than 5MB in size.

POSTER DISPLAY SCHEDULE

 

Saturday, October 2 Sunday, October 3 Monday, October 4 Tuesday, October 5
Poster Set-Up 10:00 AM – 5:00 PM 7:00 AM – 9:00 AM
Poster Display **9:30 AM – 5:00 PM 9:30 AM – 5:00 PM 9:30 AM – 3:30 PM
Poster Meet and Greet See schedule below See schedule below
Poster Removal 4:00 PM – ***5:00 PM

*All presenting authors are required to print and upload an electronic poster.

**All posters must be hung by 9:00 AM on Sunday, October 3rd and displayed for the duration of the meeting. Posters not hung by the time and day specified will be considered a NO-SHOW and result in a penalty.

***All posters must be removed on Tuesday, October 5th by 5:00 PM, or they will be discarded.

 MEET THE SCIENTIFIC POSTER AUTHORS
Meet the Scientific Poster Author sessions are one-hour time slots, designed to give the poster presenters the opportunity to interact with the attendees and answer questions related to their poster during the designated track time indicated below. All presenting authors must be at their posters 10-minutes before the start of the poster viewing hours and remain there until the session has finished.

MEET THE POSTER AUTHORS SCHEDULE

 

Date Times Specialty Area
Monday, October 4 10:00 AM – 11:00 AM Laryngology/Broncho-Esophagology / General Otolaryngology / Professional and Personal Development
2:30 PM – 3:30 PM Pediatric Otolaryngology / Rhinology/Allergy / Sleep Medicine
Tuesday, October 5 9:45 AM – 10:45 AM Otology/Neurotology / Patient Safety and Quality Improvement
2:15 PM – 3:15 PM Business of Medicine/Practice Management / Endocrine Surgery Head and Neck Surgery / Facial Plastic and Reconstructive Surgery

 

All times are listed in Pacific Time Zone

 

Promote your presentation on Facebook and Twitter, using the hashtag, #OTOMTG21.

QUESTIONS: Please email [email protected].

Dear AAO-HNSF 2021 Annual Meeting & OTO Experience Presenters and Faculty,

Greetings from the Annual Meeting Program Committee, and congratulations to you all again for your exceptional submissions to this year’s program. We will be partaking in one of the first and largest major medical meetings in 2021. The health and safety guidelines from Los Angeles, California, have been reassuring, and we are looking forward to a primarily in-person meeting with virtual content also offered. Early registration matched historical rates for pre-pandemic meetings, and while there are still plenty of excellent hotel options through the meeting website, our block of rooms at the headquarters hotel is almost sold out. So for now, things are looking very positive for an excellent reunion in Los Angeles.

I wanted to take a moment to reach out to you directly with some important updates about presenting at the Annual Meeting.

1. Email Notifications: Acceptance and rejection notifications went out early last month, but we have unfortunately heard that a number of presenters have not received their notifications. We have discovered that this was often due to spam or junk email filters or due to an incorrect email address in the system. However, for some presentations, we still don’t understand the glitch and are working with our vendor regarding their mail server. If you are receiving this email, you have been accepted to give a presentation at the Annual Meeting or are named as a co-presenter/co-author on a presentation. If you have not received a notification, please contact us at [email protected]. Additionally, due to feedback from previous years, we asked the speaker management system to send a single email to presenters giving more than one presentation in a given category (two expert lectures, two panel presentations, etc.). The formatting of those emails seemed clear on a desktop browser, but not as clear on a mobile device. When you log into the speaker management portal, you will be able to see each of your accepted presentations and their scheduled times.

2. Speaker Portal: You should have received an invitation to visit the Speaker Management Portal and will be receiving an updated invitation this week. It is critical for you to look at the portal as soon as possible to see your presentation schedule and format and to definitively confirm your meeting participation. Please click here to visit the speaker management portal now. If you have not received an email with your credentials, your login access is the username address at which you received this message and you may reset your password.

3. Didactic Presentation Formats: There will be three main presentation formats for Expert Lecture, Mini-Courses, and Panel Presentations at the Annual Meeting:

  • Live-Streamed: In-person live audience in Los Angeles with a live webcast, viewable live or on-demand after the live meeting
  • In-person Only: Viewable live in person or on-demand in various formats after the live meeting (see below)
  • On-demand: Pre-recorded only, viewable on-demand both during and after the live meeting

Although there will be options for virtual viewing of both live-streamed hybrid content from Los Angeles and on-demand pre-recorded lectures, there will not be an option for virtual presentation of live-streamed remotely due to cost. At present, your courses are scheduled for one of these three presentation types and notated as such in the Speaker Portal. If you are scheduled for an in-person presentation and will not be able to attend in Los Angeles, you will have the options either to convert your entire presentation to a pre-recorded lecture viewable on-demand, substitute a speaker for in-person presentation, or cancel the presentation. There will unfortunately not be an option to have part of the presentation in person and part of it pre-recorded. Cancelations this year will not guarantee deferment to next year. As we progress through the summer and have more opportunities for in-person presentations, we will reach out to faculty to offer further in-person spots to those currently scheduled for pre-recorded only presentations.

4. Recorded Content: The viewership numbers last year were staggering with how many more attendees saw each presentation on-demand rather than live-streamed or in person at previous meetings. All in-person and virtual attendees will have access to all recorded content from the meeting. To this end, we would like each presenter to have the opportunity to have their content disseminated on the meeting platform. I’m sure most of us have gotten rather facile recording presentations this year through several different technologies/platforms and have seen that purposefully prerecorded content can be of much higher presentation quality than slides and audio alone as in prior years.

  • All presentations scheduled to be available on demand only as pre-recorded will need to be uploaded by September 6.
  • Presentations offered in person with a livestream will be recorded and uploaded onto the meeting platform during the meeting. This will include audio and video of the in-person presentation.
  • Presentations scheduled to be offered in person only will have the option either to have their audio and slides uploaded from their in-person presentation (without video) as in year’s past, or to submit a pre-recorded version of their presentation to be uploaded onto the on-demand platform for viewing after the live meeting is over. I’m sure we’ve all seen that these pre-recorded presentations can be of much higher presentation quality than the traditionally uploaded audio and slide recordings from the meeting.

Please see the Speaker Management Portal for additional resources for recording and uploading content.

5. Scientific Presentations: All scientific oral presentations will be in person in Los Angeles. If your presenting author will not be able to attend, you may substitute a presenter or may cancel the presentation. All posters will be presented in person via a traditional hard copy as well as uploaded onto the virtual platform.

6. Promoting Your Presentations: The AAO-HNSF has partnered with Feathr to help you promote your session at the 2021 Annual Meeting & OTO Experience through a customized partner dashboard. Your custom dashboard will include personalized marketing materials, including a landing page, email, and social media graphics, for you to share with your network. Stay tuned for more information from Feathr over the next couple of weeks with instructions on how to access your dashboard!

7. Annual Meeting Registration: If you have not yet registered for the Annual Meeting, I encourage you to visit the Annual Meeting webpage where you’ll find additional information and the links to register and book your hotel.

Please don’t hesitate to reach out to me or our meetings staff at [email protected] or through my direct email [email protected]. Our staff will likely handle thousands of emails each week as the meeting approaches but will work hard to answer all questions.

I wish you and your family a healthy and fun-filled summer.

Danny

Daniel C. Chelius, Jr., MD, FAAP, FACS
AAO-HNSF Annual Meeting Program Coordinator
Associate Professor, Baylor College of Medicine
Pediatric Head and Neck Tumor Program, Texas Children’s Hospital
Pediatric Thyroid Tumor Program, Texas Children’s Hospital

Dear AAO-HNSF Annual Meeting Faculty and Presenters,

Only one month to go until our 2021 Hybrid Annual Meeting & OTO Experience kicks off. At this point, I hope your plans are firming up either to join us in Los Angeles, California, or to attend through our web-based virtual platform. There have not been any new developments regarding health and safety information from Los Angeles officials since Dr. Denneny’s trip several weeks ago. Please see his report about what to expect regarding safety plans.

Here are this week’s critical faculty updates:

  • CONVERTING BETWEEN ON-DEMAND AND IN-PERSON PRESENTATION: This Friday, September 3, will be the final day we will be able to consider a change in presentation formats between in-person and pre-recorded/on-demand (for format descriptions, please see the prior updates section below). We have extended the deadline for this declaration as long as possible in light of the ongoing pandemic surge. After Friday, most format changes will require withdrawal from the meeting. Despite the difficult times, I’ve really enjoyed getting to converse with many of our faculty this week and have approved many format changes in both directions. I suspect that some of our Panel and Expert Lecture Presentation teams are still trying to decide whether or not they would like to join us in person in Los Angeles next month. In order to finalize the schedule and complete development of the meeting website and searchable agendas, we will need to move forward with the in-person or pre-recorded designations this week. If your schedule in the speaker portal is correct, there is no need for further action. If you have previously requested a format change, either via email or the speaker portal, the staff should finish processing all requests this week. If you would like to request a new change on or before Friday, please email me at [email protected] and copy [email protected]. We understand that those impacted by Hurricane Ida may face extenuating circumstances. If you are unable to meet this deadline due to a natural disaster, please reach out to us.
  • POSTER AND VIDEO UPLOADS: Once the meeting schedule is finalized this weekend, our website vendor, Juno, will generate unique upload invitations for all pre-recorded/on-demand presentations and posters. Due to the ongoing flux in the schedule, the upload deadline will be extended to at least one week after the upload site opens. Expect a final upload due date in next week’s update email. However, all pre-recorded Panel and Expert Lecture Presentation teams should be making final plans to record their presentations for imminent uploading within the next 7-10 days. Please note that only one uploaded video will be allowed for each session. For presentations in which faculty speak sequentially, please compile and edit together one video file to be viewed on demand.
  • SPEAKER RESOURCES: Please visit the Speaker Resource Centerfor more information about preparing session recordings and posters for the Annual Meeting. Information about audience response systems for in-person and in-person/live-streamed presentations will be available on the speaker resource page very soon.
  • PLEASE CHECK IN WITH YOUR CO-FACULTY: It is critical to check in with your co-presenters this week to ensure everyone is on the same page regarding meeting presentation formats (in-person versus pre-recorded), final preparation of pre-recorded panels and expert presentations, and receipt of Academy communications about the Annual Meeting.
  • PRELIMINARY CONFERENCE AGENDA: There is a preliminary meeting agenda online. Please note that this agenda is not as current as your listed talks in the speaker portal and may not reflect format changes enacted this week. Additionally, due to the virtual viewing component of the meeting, the times listed in this preliminary agenda will be set to the time zone in which you are currently viewing the schedule, not necessarily Pacific Time, whereas the scheduled times in the speaker portal are all in Pacific Time.

Here are some reminders of critical information from prior weeks’ update emails:

1. POSTER PRESENTATIONS: We’ve had a number of questions this week about what to do if poster presenters cannot attend in person. In that event, please upload your e-poster through the speaker portal. For the hard copy display in Los Angeles, please either send your poster with another attendee or consider the poster preparation/display service that will be available shortly in the speaker portal.

2. PROOF OF VACCINATION STATUS: Instructions to upload your vaccine card to the CLEAR app will be coming later this week (for domestic speakers). International speakers may bring their vaccination card or a photo onsite.

3. PRESENTATION FORMATS: I was notified that I am giving a (live-streamed/in-person/on-demand) presentation. What does that mean?
For didactic presentations (Expert Lectures, Panel Presentations, Mini Expert Lectures, Simulation Courses, International Symposia), there are three presentation types:

  • Live-streamed: Presented in person in LA and additionally streamed live on the virtual platform. Attendees can ask questions in person or through the virtual chat, which will be monitored. Speakers are in LA with a live audience. There is not an option for REMOTE PRESENTATION during the in-person meeting due to cost and staffing limitations. The livestreams will be recorded as the on-demand version of the talk so that speakers do not need to prerecord their presentation otherwise.
  • In-person: Presented in person in LA. Recorded as in years past and the slides and audio uploaded onto the virtual platform and academy education platforms (with permission) where the presentations will be available to all attendees, whether originally in person or virtual. In-person presenters have the option to upload a prerecorded version of their talk onto the platform to have a higher quality on-demand recording if they would prefer.
  • On-demand: Presentations are prerecorded and uploaded onto the virtual meeting platform. The presentations will be available to all in-person and virtual attendees both during the meeting and afterward (with permission) through the Academy’s educational platforms.

AGAIN, PLEASE NOTE THAT THERE ARE NOT VIRTUAL PRESENTING OPTIONS OTHER THAN IN A PRERECORDED FORMAT. 

4. UPLOAD DEADLINES: When do I need to upload meeting materials and presentations? 

  • September 7, 2021:Original deadline to upload pre-recorded on-demand presentations and optional pre-recorded “in-person” presentations. However, this will be extended to one week after the upload site opens, likely ~ September 10.
  • September 24, 2021:Deadline to upload PowerPoint presentations for in-person/live-stream presentations.

5. UNABLE TO ATTEND IN PERSON: What should I do if I am unable to attend the meeting in person? It depends on what types of presentations you have at the meeting. For in-person or live-streamed didactics, you would either need to substitute a speaker, proceed with one fewer speaker, or convert to an on-demand presentation. For Scientific Oral Presentations, you may substitute an in-person speaker. If no one is available, you may request a switch to a Poster Presentation. Hopefully, you’ve already let us know your availability either via email or via the speaker portal so we can facilitate these changes. Please email [email protected] as soon as possible if you need to make a change as the schedule has already been finalized.

6. REGISTRATION: Do I need to register for the Annual Meeting? Yes. As in all years past, all presenters must register for either the in-person or virtual meeting. The early registration rates end September 7. For speakers who have registered early for the virtual meeting and wish to convert to the in-person meeting, we will still honor the early in-person registration rate.

7. UNABLE TO BE VACCINATED: What if I am not vaccinated or cannot receive the vaccine? Unfortunately, you will not be able to attend the in-person meeting and will need to convert any in-person presentations as outlined above. For more information about health and safety at the In Person meeting, please see the COVID-19 Vaccine Policy Issued for the AAO-HNSF 2021 Annual Meeting & OTO Experience.

Thank you for your continued commitment to advancing education in our field and to leading the ongoing discussion about how we can best serve our communities and each other. Please don’t hesitate to email me at [email protected].

With Gratitude,

Danny

Daniel C. Chelius, MD
AAO-HNSF Coordinator, Annual Meeting Program Committee

Dear AAO-HNSF Annual Meeting Faculty and Presenters,

We’re almost there! I hope your travel plans or virtual attendance plans are shaping up well. We have had an exceptional jump in registrations this week and now have over 2,000 registered in-person attendees. There are several critical speaker activities for this week:

  1. PLEASE DOUBLE-CHECK YOUR SCHEDULE AND FORMATS ON SATURDAY, SEPTEMBER 18: We have understandably received a huge number of requests for platform transitions, speaker changes, and rescheduling over the past eight weeks. Our staff has been working around the clock most days and are extremely dedicated to their work. That said, we know it is still entirely possible that an approved change request was not updated. As of Saturday morning, all planned changes will be finalized in the speaker management portal. PLEASE CHECK YOUR SCHEDULE IN THE PORTAL ON SATURDAY AND EMAIL US IF THERE IS ANY DEVIATION FROM YOUR EXPECTED FORMAT, SCHEDULE, OR SPEAKER LIST ([email protected], cc: [email protected]). Click here to access the Speaker Management Portal.
  2. POSTER AND VIDEO UPLOADS: TODAY, September 15, is the deadline for poster and on-demand didactic (Panel Presentation, Expert Lecture) uploads. Given the unusual nature of the meeting and recent changes, we completely understand that many speakers will require an extension. Please email me if you require an extension beyond September 18. Between September 18 and 22, we may not be able to prepare your talk to be available when the meeting opens. After September 22, our vender will no longer accept uploads and we will absolutely not be able to grant further extensions at all. With hope for a healthier next year, we expect deadlines to be more predictable, and thereby less flexible, in 2022. Please note that upload links should be available in the Speaker Management Portal, not on the Speaker Resources page.
  3. SPEAKER RESOURCES: Please visit the Speaker Resource Center for more information about preparing session recordings and posters for the Annual Meeting. Information about audience response systems for in-person and in-person/live-streamed presentations will be available on the Speaker Resource page.
  4. PROOF OF VACCINE STATUS: You should have received an email about downloading the CLEAR app and uploading your vaccine card. This will be your mobile entry method for the meeting each day. A hardcopy of your vaccination certificate will also be acceptable. Please visit the Proof of Vaccination webpage to learn more.
  5. REGISTRATION CHANGES: If you need to change your registration status from virtual to in-person or vice versa, please email [email protected]. Please note that adjusting your speaking format does not adjust your registration.

I can’t thank you all enough for keeping the core of our knowledge base and educational abilities intact by your ongoing support of the meeting whether in person or virtually! Please don’t hesitate to email me at [email protected].

With Gratitude,

Danny

Daniel C. Chelius, MD
AAO-HNSF Annual Meeting Program Coordinator

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