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Presenter’s Resource Guide

 

PRIOR TO AUDIOLOGYNOW!

Session Content

  • Create – Read the Adult Learning and Presenter Tips section.
  • Ensure that your presentation is consistent with the description and the learning objectives you provided when submitting your proposal. View your abstract in the online session planner.

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  • IMPORTANT: If your session is selected as an ABA Tier 1 Session remember to reference your assessment questions and cover the material in the session.

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  • Note the instructional level you indicated for your session and follow the descriptions under Instructional Level while creating your presentation.

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  • Keep in mind that the audience could be both international and multidisciplinary and your presentation should be sensitive to that fact.

 

Presenter Replacements
If you are unable to make your presentation, please inform Presenters  via e-mail of your substitute speaker. Include their degree designation and organization.

Session Cancellation
If you must cancel your presentation, please notify Presenters  via e-mail immediately.

Conference Proceedings

Order your Session Proceedings early through our registration system and save money! There are two packages available.

  • Standard Audio Package includes: Audio files of all conference sessions provided as mp3 files, PDF files of all session handouts/presentations as available – Price $99.00 
  • Premium Synchronized CEU Package includes: Audio files of all conference sessions provided as mp3 files, PDF files of all session handouts/presentations as available plus synchronized audio/slide presentation sessions for all available sessions provided as (flash movie files and mp4 files). Attendees who purchase the premium package will also be able to earn at least 10 hours (1.0 CEUs), including 3 ABA Tier 1 hours with this package – price $159.00

 

Presenter submitted handouts will be available for free to registered attendees online before, during and after the conference.

 

Communication

Don’t miss out on update e-mails: if your computer or workplace has strict firewalls, add audiology.org to your white list or ask your network personnel to make certain your mail servers accept e-mail from audiology.org.

 

Handouts

This year handouts for all the sessions at AudiologyNOW! will be available electronically to attendees (except for Learning Labs, Academy Research Conference and the Global Perspectives in CAPD Conference where paper handouts will still be distributed).

 

Attendees LOVE handouts – we strongly encourage you to make them available for your session participants and to load them PRIOR to the start of the conference. We know the time constraints but it will make for much happier attendees in your session!

 

Here’s how the attendees will be able to access the handouts:

  • An e-mail will be sent to those who registered (prior March 16th), with a link that will allow them to download handouts to mobile devices (smart phones, tablets, laptops). and/or print the handouts (those that are available) before arrival in Boston.
  • Using the free Wi-Fi service on-site at the Boston Convention Center (BCEC) all attendees will also be able to download handouts to mobile devices on-site (smart phones, tablets, laptops).
  • There will be Print Stations on-site at AudiologyNOW! where they can print the handouts (those that are available). It is not recommended that they try and print all of the handouts while at conference as there will be a limited number of stations and the lines could be long. – this is where handouts being loaded early will be helpful!
  • Handouts along with synced audio sessions (additional fee for the audio) will also be available to them online after they arrive home


Submitting your handouts

Handouts will be created from the presentations you submit to the Presentation Management System (see details below). In order to have handouts available for your session participants, you must submit your presentation to this system.

If you prefer to bring your own paper handouts you are welcome to, but the Academy will not reimburse you for the costs and session attendees will not be able to refer back to them online if they are misplaced or lost. There is a FedEx Kinko’s business center located onsite for your convenience.

 

Book Your Travel

AudiologyNOW! 2012 will be held at the Boston Convention and Exhibition Center (BCEC), 415 Summer Street, Boston, MA, 02210 from March 28-31, 2012. Start by checking our airline discounts on our travel information page. We have a city guide and maps of Boston. There is also a special page for international travelers.

 

Select Your Hotel

The Academy has secured a large block of rooms at hotels in convenient locations and at competitive prices. Browse these pages for complete hotel rates and descriptions. If you plan on setting up room sharing, we have set up a place for you to discuss your plans with other attendees. Deadline to book in the Academy block and receive the group rate is March 2.

 

Register

Plan to register early and save on hotel rates and registration fees! Don’t forget to renew your Academy membership to save on registration rates in a number of categories. To qualify for Academy member registration rates, you must be a current member of the American Academy of Audiology at the time of registration AND during AudiologyNOW! 2012.

 

For exhibitors presenting and/or wanting to attend the educational sessions at AudiologyNOW! the Academy offers a CONV/EXPO rate. You must register as  a CONV/EXPO exhibitor through your company’s exhibiting contact. Do not register using the attendee registration form. No refunds will be given for any exhibitor personnel who register using the attendee registration forms and procedures. Questions? Contact us.

 

Other Helpful Information

 

ON-SITE AT AUDIOLOGYNOW! IN BOSTON

 

Schedule of Events
View the schedule. All events held at Boston Convention and Exhibition Center (BCEC) unless otherwise noted in the final program, ProgramNOW!, or the online session planner.

Session Details

There are many ways for you to access all session information for AudiologyNOW!

  • Access the searchable session planner for all educational and special events: Online Session Planner
  • Access the show floor online using our Virtual Show Floor and the Online Session Planner on your computer or in the palm of your hand using our mobile device platform: Simply enter this link into your mobile browser – http://m.marketart.com/aaa12 and save it to your favorites.

 

Communication

If you need to contact a staff person while onsite please send an email to Presenters or leave a message in the Presenters Ready Room, Room 150.

 

Accessibility
Please pay special attention to the fact that members of the audience may have hearing/visual disabilities.

  • Williams Sound Corp. will be providing ALD systems for the session rooms. Accessibility Guide (PPT).
  • Encourage hearing/visually-disabled participants to sit towards the front of the room for the best reception.
  • Ensure that only one person speaks at a time and into the microphone, by asking members of the group to wait until they are acknowledged before speaking.
  • Repeat all questions or comments into the microphone.
  • Verbally describe all visuals, as descriptions of visual aids not only help people with disabilities, they are also often appreciated by people seated a good distance from the speaker.

Presenter’s Ready Room
Make a point to stop by the Presenter’s Ready Room located in Room 150, at the Boston Convention and Exhibition Center (BCEC). This will be a place where you can:

 

Presenter’s Ready Room Hours:
Tuesday, March 27,              Noon-5:00pm
Wednesday, March 28,        7:00am-5:00pm
Thursday, March 29,             7:00am-5:00pm
Friday, March 30,                   7:00am-5:00pm
Saturday, March 31,              7:00am-3:00pm

 

CEU Passcode
For those sessions that offer CEUs we will utilize CEU Manager for participants to record their CEUs. A CEU Passcode will be placed on your speaker’s podium prior to the start of your session. Make sure to announce the code using the microphone and to also hold up the enlarged code (on the back of the form) so that the audience members will also have a visual version to reference. We ask that you announce this Passcode toward the middle-end of your session, prior to the question and answer period.

Ribbons
Pick up Presenter Ribbons at the Registration “Ribbon Bar” or in the Presenter Ready Room, Room 150.

Room Locations
Check the online session planner or ProgramNOW! on-site for your session room number.

Room Set-up
Each Learning Module, Exhibitor Course, Featured Session, Research Pod, Industry Update or Student Educational Session will be set theater-style (some will be set in rounds), Student Research Forum room will be set in Rounds. Learning Labs will be set classroom-style. The Poster Presentations will be in a large area with rows of poster boards.

Session Attendance/Room Capacity
View the estimated capacity of each session room. If your session is in 2 connecting rooms add the two room capacities together to get the estimated total capacity for your session. Please note that the room estimates do not account for staging and AV equipment which will reduce the room capacity by approximately 25%.

Evaluations
Participants will complete an electronic evaluation form for your session via the CEU manager. The evaluation includes a specific line for each presenter. Following AudiologyNOW! 2012, your session’s evaluation results will be compiled and distributed to all presenters of the session. We will send you a Presenter Evaluation, so you can let us know about your experience as an AudiologyNOW! 2012 presenter.

Announcements
If possible, arrive at your session room 30 minutes before the start of your session and take time to familiarize yourself with the room set-up. A representative from our audiovisual company, Freeman AV, will be there to assist you with the equipment.

Please announce these items at the beginning of your presentation (a note with this information will also be placed on the podium in your session room):

 

  • Remind participants to turn off all electronic devices.
  • Note the emergency exit doors in the room.
  • Remind participants to record the CEU Pass-code, which will be placed on the lectern in your session room, onto their CEU Worksheet. You may want to insert a slide into your presentation to remind you to announce the passcode.
  • Encourage participants to fill in all available space and move to the center when necessary.
  • Mention that Audio recordings of sessions are available for purchase near Registration, at the Audio Recording Sales Counter.

  

 

AUDIO-VISUAL EQUIPMENT

 

The Academy will provide the following audio-visual (A/V) equipment in each meeting room:

  • Laptop computer for PowerPoint Presentations as part of the Presentation Management System – the use of personal laptops is discouraged.
  • LCD projector and screen
  • Lectern microphone and wired lavaliere microphone
  • Electronic pointer
  • ALD transmitter
  • Floor Microphones in audience (for Featured Sessions only)

Internet connections may be available in some meeting rooms, please submit an AV Request form if you would like to be able to access the internet during your presentation.  Audiovisual equipment is not provided for Clinical or Research Posters.

 

Special A/V Requests: Complete the A/V Request Form (PDF) by March 9, 2012, for equipment needs beyond those the Academy will be providing. The Academy may not be able to honor all requests.

 

If you have a problem with the equipment in your session room, DO NOT attempt to "fix" the audiovisual equipment yourself. The equipment is very sensitive and has strict shutdown and re-start procedures. Please notify the A/V technician if there is one located in your room, if there is not a technician nearby please click the “Help” button located on the computer screen in your room or notify the Student Volunteers outside your room to go to Room 150  for assistance.

 

 

PRESENTATION MANAGEMENT SYSTEM

 

The Academy will be utilizing a Presentation Management system that will automatically feed the presentations through a main server directly to the session rooms.

Before starting, it is important that you review the Technical Guidelines for Preparing and Uploading Electronic Presentations.  This includes information for both MAC and PC platforms.

 


Upload Presentation

Prior to departing for Boston, in your hotel room or on-site in the Presenter’s Ready Room, Room 150, at the Boston Convention and Exhibition Center (BCEC). You may submit your PowerPoint presentation before and during the meeting via the internet.


Upload your presentation here: http://audiology2012.sessionupload.com/login.aspx

You will be prompted to create a password

If you have problems logging in please contact us


Instructions on how to use the system once you have logged in

Presentation Management Submission instructions


Back up Files
Although we take every precaution to ensure files are not corrupted during the file upload, it is always recommended that a backup copy of your presentation is brought with you on a CD or USB stick.

 

POSTER PRESENTERS

How to Hang Your Poster & Poster Size Specifications

 

ADULT LEARNING – THE BASICS

Tell me I’ll forget
Show me I’ll remember
Involve me I’ll understand
– Chinese Proverb

In our quest for participants to Acquire Knowledge… we need your help to create an innovative, new learning experience.

Here are some basics:

  • Use visual aids to add interest but try to stay away from a "talking head" with slides presentation.
  • Make sure you address the items listed in your abstracts and allot enough time to reach your learner outcomes.
  • Use real life examples to allow your audience to connect with the subject matter.
  • Allow time for questions and/or comments.
  • Engage the audience and interact with them.
  • Encourage the audience to interact with each other.

 

Activating Adult Learning
Ronald Gross, Author of "Peak Learning and the Lifelong Learner," conducted a study that showed effective adult learning experiences share the following characteristics:

INTERACTION: The participants are actively involved in discussions, problem-solving or some other kind of activity.

PREPARATION: The learners are primed ahead of time as a result of readings, conversation, an assignment or other active orientation.

COLLABORATION: The participants are part of a team that works together, either during the learning experience or afterward.

INSPIRATION: The participants are stimulated by the charisma, credibility, expertise or other special qualities of the presenter. It is important to remember that members of your audience will not only incorporate different levels of knowledge but also bring with them different styles of learning:

 

  • Visual (spatial) – prefers using pictures, images, and spatial understanding
  • Aural (auditory) – prefers using sound and music
  • Verbal (linguistic) – prefers using words, both in speech and writing
  • Physical (kinesthetic) – prefers using the body, hands and sense of touch
  • Logical (mathematical) – prefers using logic, reasoning and systems
  • Social (interpersonal) – prefers to learn in groups or with other people
  • Solitary (intrapersonal) – prefers to work alone and use self-study

 

Questions to ask yourself while preparing your presentation:

 

  • Who is my audience?
  • What is their background?
  • What do they expect to take away from my presentation?

 

Easy ways to "lose" your audience:

 

  • Lecturing in a monotone voice
  • Presentations with lots of slides that the presenter reads to the audience
  • Theories with no examples
  • Long-winded personal stories with no relevance to the topic

 

PRESENTAION TIPS AND INTERACTIVE TECHNIQUES

 

Start by reading these:

Naked Presentations (PDF)
30 Things We Know For Sure about Adult Learning (PDF)
Jeffrey Cufaude: Idea Architects – Powerful Presentation Tips

 

Then:

  • If you plan on using interactive techniques remember to plan the appropriate amount of time required to allow your audience to interact.
  • Create opportunities for participants to share with others and compare information, offer data, react to ideas, or answer questions.
  • Help participants interact with the information you are presenting (interactive handouts with fill-ins and brainstorm lists).
  • Allow participants to observe the subject or action you are presenting.
  • Rehearse your presentation beforehand to make sure your presentation is not too long or too short. The actual delivery of the presentation usually takes longer than the rehearsal.
  • The average 8 1/2 page, typed, double spaced with one-inch margins contains 250 words. The average speaker can present approximately 6 of these pages in 12 minutes. Have text that is highly legible with well-marked cues for visuals.
  • Speak directly into the microphone in a normal voice and do not handle the microphone while speaking. There should be a comfortable distance between your mouth and the microphone. If you turn away from the microphone the audience may not hear your voice.
  • During the question and answer period of your session, repeat all questions and/or comments into the microphone.
  • Make sure to look up at the audience and shift your gaze around the room.
  • Use active words, brief and concise phrases and short sentences.
  • If you are using materials in your presentation (pictures, charts, graph, etc.) that are not original work, remember to cite the source.
  • Give participants 3-4 seconds to adjust to a new image/slide before you begin speaking again. This will also give you a chance to take a deep breath.

 

Most common complaints attendees have of speakers:

 

  • Spoke too fast. If you think you are speaking too fast, you most likely are. Speak loudly and clearly.
  • Topic discussed did not match the information listed in the abstract.
  • Too much information was presented.
  • Did not speak into the microphone, mumbled or spoke too softly.
  • Did not repeat questions asked by the audience into the microphone.
  • Visual aids were cluttered and hard to read.

 

Power Point Tips

 

  • Keep your slides as "clean" as possible – minimize text, logos and background pictures.
  • Use no more than 8 lines of text in an easy to read, 24-point font.
  • Avoid using all capitals, use bold or italics for emphasis.
  • Clearly label graphs and charts.
  • Use contrasting colors when choosing backgrounds and text colors. The best combination is a blue background with white or yellow lettering or white background with black or blue text. Avoid using red text.

 

Featured Session Presenter Reimbursement Form

Learning Lab Presenter Reimbursement Form