Oral Session Information For Presenters

General Presenter Information

All sessions are final as scheduled. We are unable to honor requests for time and/or date changes regarding presentations once the schedule has been finalized. If, for some reason, you must withdraw your presentation due to a scheduling conflict, please send written notification to papers@asha.org as soon as possible. 

All presenters are required to register for the ASHA Convention and make their own hotel reservations and travel arrangements.

In August, invited speakers will receive their contract letter with special instructions via email from papers@asha.org. If you are an invited speaker and did not receive this information, please contact us immediately at papers@asha.org.

Non-member presenters (who are not speech-language pathologists or audiologists and therefore ineligible to join ASHA) should e-mail registration@asha.org for special instructions on how to register for the ASHA Convention.

Oral Session Formats

Oral Sessions are presented at the ASHA Convention in the following formats:

  • Master Classes (2 hours, in-person or pre-recorded/virtual) (Invited presenters only)
  • Oral Seminars (1 hour; in-person or pre-recorded/virtual)
  • Technical Research Sessions (30 minutes; pre-recorded/virtual)
  • Technical Clinical Sessions (30 minutes; pre-recorded/virtual)

Read the full description of each session.

CEUs

As a presenter of a session offered for professional development hours ASHA CEUs, you may claim credit for your own session, earning the same amount of credit as participants.

Conflict of Interest Disclosures and Call for Papers Agreement

For consideration at an ASHA event, anyone presenting or listed as an author for a presentation is required to complete a disclosure indicating any financial or non-financial relationship related to the content of the session. All presenters must read, understand, and agree to adhere to the principles, guidelines, and procedures outlined in the Call for Papers Agreement and the Conflict of Interest Disclosure Policy. Presenters are also expected to follow the general expectations for sessions offered at the ASHA Convention.

Designed to promote transparency in the design, development, and presentation of courses offered for ASHA CEUs, this requirement from ASHA's Continuing Education Board aligns ASHA with current practices among other professions, particularly in the continuing medical education arena.

Presenting Author Agreement

All presenting authors (the actual presenters and speakers, including the session moderators) must also agree to the Presenting Author Agreement for all proposals. Items in the Presenting Author Agreement specifically pertain to public presentation, whether in person or via a pre-recorded session, at the ASHA Convention. All presenting authors will receive the Presenting Author Agreement in their acceptance notification(s) by July 22, 2021.

Speaker Disclosures at the Start of Your Presentation

Presenters of oral sessions should begin their presentation with a slide and verbal statement indicating their adherence to the agreement and disclosing any potential conflicts. View the additional information and examples about speaker disclosures to help guide you with disclosure statements for your presentation.

Accessibility Guidelines for Presenters

ASHA is committed to providing access to continuing education courses to all participants with disabilities and other diverse learners. Accessible Continuing Education, or more broadly referred to as Universal Design Instruction (UDI), provides a framework for creating courses that ensure lectures, discussions, visual aids, videos, and printed materials are accessible to all participants, regardless of their learning styles or needs. Read more about Accessible Continuing Education and the suggestions for presenters to ensure everyone can follow your presentation.

Handouts and Advance Materials

Every year, we receive many requests from attendees seeking more information from presenters before, during, and after the Convention. To better meet their educational needs, we ask that presenters upload 3 pages of advance material, to include a comprehensive outline of the presentation and a list of references or links related to the final presentation content. These handouts will be available to all attendees via the online program tool. Presenters will NOT upload their final presentation via this process—only advance notes which attendees may download or print to have accessible during the presentation.

We will be sending an e-mail with instructions and an upload link in September to remind presenters to upload your three (3) page handout. The preferred format for this handout is PDF.

Presenters who wish to make additional session materials or handouts (beyond the required 3-page advance materials) available to attendees at their session are responsible for generating and disseminating these additional materials themselves. ASHA will not produce or distribute copies of presentation handouts, nor will the association reimburse for these services.

Instructions for Presenters of Pre-Recorded/Virtual Sessions

Once accepted, we will provide presenters of pre-recorded/virtual sessions with detailed instructions for preparing, recording, and submitting their presentation for our on-demand virtual library.

Instructions for Presenters of In-Person/Live Sessions

Prepare Your Presentation

Make sure your presentation is in one of the following formats:

  • Microsoft Office PowerPoint (.ppt), (.pptx)
  • Adobe Acrobat (.pdf)

Apple Users

Presentations created in PowerPoint on Mac are compatible. Please make sure that all inserted pictures are either JPEG or PNG files. QuickTime (.mov) files for video are also accepted but must be tested in the speaker ready room. Audiovisual staff will be available to ensure your presentation is fully compatible and runs smoothly. If you have created your presentation using Apple Keynote (.key), you will need to bring your files directly to the Speaker Ready Room to have them converted to PowerPoint and uploaded to the network.

Room Setup and Audiovisual Equipment

Oral session rooms are set for maximum participation with basic presentation tools. Each room is set theater-style, with a head table set for 4 people and a standing podium. The podium will have a standing microphone. Sessions with more than 4 presenters should plan accordingly. In large rooms, the head table may be on a low stage and a lavaliere microphone may be provided.

Each room is equipped with:

  • A computer with your uploaded presentation (refer to Speaker Ready Room section below)
  • Projection equipment appropriate to the size of the room
  • A screen appropriate to the size of the room
  • One podium microphone and one table microphone
  • Rooms used for panel presentations may have additional table microphones

Though complimentary basic wireless Internet (suitable for checking email or using the mobile app) is available in the public spaces at the Walter E. Washington Convention Center, neither wireless nor hard-wired Internet access for presenters is provided in session rooms.

All sessions rooms are networked to the Speaker Ready Room, and all presentations must be uploaded in the Speaker Ready Room in advance. Presentations may not be uploaded directly onto the computers in the session rooms. If your presentation has special requirements that necessitate the use of your own equipment, you must still check in at the Speaker Ready Room and work with the technicians to ensure proper function.

ASHA is committed to making the Convention accessible and working to ensure compliance with the Americans with Disabilities Act (ADA). Presenters with a disability who anticipate needing special accommodations or equipment in order to participate should contact papers@asha.org.

Speaker Ready Room

All in-person/live Oral Session presentations will be managed through our Speaker Ready Room and all presenters are required to check in with the Speaker Ready Room at least 4 hours in advance of their scheduled session. The Speaker Ready Room process ensures that presentations are problem-free onsite and allows us to network session rooms so that the presentation audio can be easily transmitted into overflow rooms for at-capacity sessions. Your participation is critical to our success.

You will have the option to upload your final presentation before arriving onsite. Directions for uploading final presentations, along with a login and password, will be sent via email to presenters in October. When you upload your final presentation, your permission will be asked if to share your presentation with attendees. If permission is granted, your presentation will be made available to attendees after the Convention has concluded.

At the Speaker Ready Room, you must either:

  1. confirm that your pre-loaded final presentation is accurate and complete, and that your Disclosure slide is included, or
  2. upload your final presentation and create a Disclosure slide to include.

When you check in at the Speaker Ready Room, file testing is recommended to make sure all fonts, images, and animations appear as expected, that audio or video clips play properly, and that everything runs smoothly. If the files do not work properly in the Speaker Ready Room, they will not work in the session room. Our Speaker Ready Room team will work with you to make sure your presentation is error free.

Presenters must use the provided equipment as set in the session rooms. Exceptions may be made for specialized hardware or software demonstrations, but special arrangements must be made with the Speaker Ready Room technicians in advance. Please allow extra time to discuss your needs.

Once you have reviewed and approved your final presentation, it will be transmitted to the computer in the scheduled presentation room by the Speaker Ready Room technicians.

Every speaker must check-in with the Speaker Ready Room, so all presenters should plan their schedule accordingly. If a session has multiple presenters using different presentation files, each presenter must check in at the Speaker Ready Room as well.

Moderator Responsibilities (In-Person and Pre-Recorded Sessions)

A Moderator is an active participant in the session and his/her responsibilities are to:

  1. Be the time keeper. In-person sessions must begin and end on time to allow for the next session to be setup and ready for published start time. Pre-recorded sessions must fit within the designated one-hour time slot. Therefore, it is important to keep the presenters on time, and have time at the end for discussion amongst presenters or questions from the audience.
  2. Introduce the session and each presenter. We encourage you to contact the presenters directly for more information so you are able to provide a brief introduction. 
  3. Stimulate discussion. For in-person sessions, please be prepared to encourage discussion with pre-planned questions or statements if the audience is reluctant to ask questions or offer comments. For pre-recorded sessions, which will not have a live audience, please be prepared to stimulate discussion amongst presenters, either to clarify points or ask them to elaborate further on anything not fully covered. (This is why Moderators must also complete disclosures, and are considered presenting authors.)

About ASHA

The American Speech-Language-Hearing Association (ASHA) is the national professional, scientific, and credentialing association for members and affiliates who are audiologists, speech-language pathologists, speech, language, and hearing scientists, audiology and speech-language pathology support personnel, and students.

About the Convention

The ASHA Convention is one of the largest professional development events for audiologists; speech-language pathologists; and speech, language, and hearing scientists. Bringing together approximately 15,000 attendees, the annual Convention offers more than 2,500 sessions eligible for ASHA continuing education credit covering the latest research, clinical skills, and techniques in communication sciences and disorders.

Contact Us

For inquiries about the ASHA Convention: convention@asha.org

The ASHA Action Center welcomes questions and requests for information from members and non-members.

Available 8:30 a.m.–5:00 p.m. ET
Monday–Friday

Members: 800-498-2071
Non-Member: 800-638-8255

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