Presentation & Logistics Guidelines

Congratulations on the acceptance of your presentation.  We look forward to your informative session during the SAHM 2019 Annual Meeting.  Below please find speaker guidelines specific to your presentation type.

Session Logistical Details
Session Presentation Details

Financial Disclosure Survey for all Presenters

  • All presenters are required to complete a brief financial disclosure survey.  Financial disclosures must be completed no later than December 31, 2018.
    • Your presentation must be free of any commercial endorsement or bias. Therefore, your abstract, slides and presentation cannot include any registered trade names, company names or logos. Generic names are allowed.
    • All presentations must begin with a disclosure slide. A 2019 meeting template will be forwarded to all presenters prior to the annual meeting.  Authors must list this information on the first slide of their presentation.        


Registration

  • All Presenters are responsible for registering for the annual meeting and securing their own travel arrangements and room reservations. Registration open late October/early November, 2018. There is no registration discount for SAHM members who are presenting; however, you’re encouraged to register prior to January 18, 2019 to secure early registration rates.
     
  • All Presenters must be registered for the meeting.  Online registration is now closed.  Onsite registration will begin Wednesday, March 6 at 7:00 am and will be open all days of the conference.

Handouts

  • Advanced Distribution: We strongly encourage you to make your handouts available in advance of the meeting as is desired by conference attendees. Presenters interested in this option must email SAHM Administrative Director: Gabrielle Jacobson February 16, 2019. 
  • Handout Format: Handouts must be sent in the following formats: PDF (preferred) or Microsoft Word or PowerPointHandouts cannot exceed 5 MB per file.
  • Link Provided: Once handouts are received, SAHM will provide registered conference attendees with a link to access all session electronic materials.
  • Hard Copies: If you choose to distribute hard copies of your handouts at the time of your presentation, you will be responsible for providing your own copies at the meeting.
  • Copyright Permission Required: Copyright permission must be obtained from the copyright holder for all presentation materials containing published information. This includes slides, handouts, cases and/or narratives, charts, graphs, tables, illustrations, pictures, etc.
  • SAHM Continuing Medical Education slide is required to be included on the first page of your presentation.  Please note that the remainder of your presentation may be formatted as you wish.
 

Room Set-up/Audiovisual Requirements

  • All session rooms will be equipped and set as follows:
    • laptop
    • screen
    • LCD projector
    • Microphone
    • Internet access (new this year!)
    • theatre style seating

Note: Special room set-up accommodations can be requested but are not guaranteed. SAHM will work with presenters to best meet your needs within the limitations of the schedule and meeting space.

Workshop Presentation Details

Workshop are 1.5 hours long. Speakers should plan to allow time within that 1.5 hours for group discussion and questions from the audience. SAHM educational programs are directed towards an international community of adolescent and young adult health professionals including clinicians, educators, researchers, human development specialists, nurses, advanced practice nurses, nutritionists, psychologists, sociologists, social workers, family studies professionals, lawyers, public health advocates and others. Please ensure that your presentation reflects the multidisciplinary and global nature of the society. 

Institute Presentation Details

Institute are 3 hours long with a 30 minute break. Speakers should plan to allow time within that 3 hours for group discussion and questions from the audience. SAHM educational programs are directed towards an international community of adolescent and young adult health professionals including clinicians, educators, researchers, human development specialists, nurses, advanced practice nurses, nutritionists, psychologists, sociologists, social workers, family studies professionals, lawyers, public health advocates and others. Please ensure that your presentation reflects the multidisciplinary and global nature of the society. 

SIG (Special Interest Group) Meeting Presentation Details

SIG Meetings are an 1 hour long. 

Hot Topic Presentation Details

Individual Hot Topic presentations are scheduled for ten (10) minutes, with five (5) minutes allocated for questions. Due to time-sensitive format of this session, we ask that your presentation have only one presenter and please be mindful to limit the number of slides (e.g., ~10) to fit within the 10 minutes allotted for presentation. SAHM educational programs are directed towards an international community of adolescent and young adult health professionals including clinicians, educators, researchers, human development specialists, nurses, advanced practice nurses, nutritionists, psychologists, sociologists, social workers, family studies professionals, lawyers, public health advocates and others. Please ensure that your presentation reflects the multidisciplinary and global nature of the society.


Research Poster Symposia Presentation Details

More detailed presentation instructions will be forthcoming at a later date.

Poster Guidelines/Instructions
Download this useful guide to help in creating your poster.

Research Platform Presentation Details

In order to keep the sessions flowing as smoothly as possible, the following are guidelines to which all presenters must adhere:

  • All speakers must create their slides using Microsoft PowerPoint for Windows.
  • Slides must be saved to a flash drive and brought with you to the meeting. Bring two separate copies of your presentation in case one is corrupted. All removable media must be clearly labeled with your name and the title of your presentation.
  • All materials must be given to the A/V technician at the Speaker Ready Desk on the day prior to your presentation. Failure to do so may cause delays in the meeting schedule. Changes to your presentation will not be allowed beyond this deadline. The Speaker Ready Desk will be located next to the SAHM registration desk. 
  • The standard A/V equipment will include LCD computer projection, standing lectern, microphone, laser pointer and an electronic timer. This year, internet access will be available in all session rooms. The A/V technician will project your first slide when you begin speaking. You will advance the slides via wireless mouse from the speaker’s podium. There will be a separate comfort monitor on the floor below the lectern allowing you to see the slides while facing the audience. The A/V technician will be available to assist you if needed.
  • Each presentation will be monitored for length. Each presentation should be ten (10) minutes in length, followed by a five (5) minute question-and-answer period. Please be sure your presentation does not extend beyond the allotted speaking time. If your presentation runs long, you will lose your time for questions.  At 15 minutes, the moderator will stop your presentation. 
  • A “limit timer” will be in front of you at the podium. The green light will stay on from the beginning of your talk until 9 minutes have passed. Between 9 minutes and 10 minutes, the yellow light will go on.  At 10 minutes, the red light will go on. At 10 minutes and 30 seconds, the red light will flash. Please start to wrap up your talk during the yellow light and end by the steady red light.

 

Research Poster Symposia Presentation Details


Goal
The goal of the research poster symposia is to create forums for the presentation and in depth discussion of recent research with a focus on stimulating advancements in the field of adolescent health research. Each symposium will feature innovations and updates on specific  symposia topics.
 
Overview
During the first 15 minutes of the symposium, attendees will independently view the posters. This will be followed by brief oral presentations facilitated by a researcher in topic field. With this in mind we ask that presenters create a research poster and come prepared to give a four minute oral presentation focusing on the methods and results of the work. Poster Guidlines/Instructions. Emphasize the two most significant findings of thestudy and what would be considered the best next step for the research. The presentation should be oral based only on the presenter's poster; no additional slides will be presented.
 
Design of Learning Space
Posters will be set up on the periphery along the wall of the room. Eight posters will be included in each symposium. Two sets of tables and chairs (or groups of chairs in circles) will be set up prior to the session in anticipation of the small group work. Moderators: Consider letting people in the room know they can use chairs to avoid standing fatigue during the 35 min ‘presentation of posters’.
 




Research Poster Presentation Details

The following information is available to assist poster presenters with their participation in the SAHM Annual Meeting in Washington, D.C., USA. Posters sessions will be held in the exhibit hall of our meeting hotel. Poster boards will be numbered to identify where you are to set-up your poster. The numbers will be the same as indicated in your acceptance notification and within the to be published JAH supplement issue. 

Poster Guidelines/Instructions
Download this useful guide to help in creating your poster.

Research Poster Session I: Poster Set-up/Breakdown schedule


Wednesday, March 6, 2019

  • 7:00 a.m. - 11:00 a.m. - Research Poster Session I Set-up
  • 6:00 p.m. - 7:30 p.m. - Research Poster Session I with Authors
  • 7:30 p.m. - 11:00 p.m. - Research Poster Session I Dismantle
Research Poster Session II: Poster Set-up/Breakdown schedule

Thursday, March 7, 2019
  • 7:30 a.m. - 12:00 p.m. - Research Poster Session II Set-up
  • 12:15 p.m. - 1:45 p.m. - Research Poster Session II with Authors
  • 2:00 p.m. - 6:00 p.m. - Research Poster Session II Dismantle
 

Works in Progress Details

 

The Session
The Works in Progress session will use a small group discussion format, with authors grouped by interests, stages of their projects, methods, etc.  Authors will bring copies of their abstract to share in the small group and prepare a brief 2-3 minute presentation of their work and key challenges or questions for next steps.  Senior faculty with specific expertise will moderate the smaller groups based on research challenge topic areas.  The small groups will come back together for the final part of the session to share some lessons learned and action steps moving forward. 
 
This session is a good place to connect with others about topics of interest, research methods and community engagement.  Specific questions about statistical analyses will generally be beyond the scope of these sessions given that such analyses will require more in-depth consideration of the research than can be provided in a few minutes.
 
At the start of the session, you will be given a small group assignment with 3 other participants and 1-2 faculty members.  During the next 60-70 minutes, the groups will discuss each of the projects.  There will be a short debriefing session to wrap up.
 
In preparation for the session:
1.       Bring 8 copies of your abstract to share with the group.  No PowerPoint slides are needed.  This is a brainstorming session.
2.       Be prepared to briefly describe your project (3-5 minutes)
3.       Participate in the discussion of your questions for the group and the questions that other participants have about their projects
4.       Be engaged and have fun
We anticipate that many of these conversations will continue after the meeting is over, so exchange contact information and keep in touch.  The best science occurs in community rather than isolation. 


 If you have any questions, please contact SAHM Administrative Director: Gabrielle Jacobson