Information for Oral Session Presenters

Author/Presenter Management Center

All authors will receive access to the Author/Presenter Management Center, which will be your primary resource for information throughout the Call for Papers process. The Management Center site is where you will access your submitted proposals, important notifications and instructions, critical deadline information, agreements, and disclosure forms. You will receive a personalized link for the site in the disclosure notification you receive after a proposal has been submitted.

While we will still send notifications to authors via email, last year we experienced significant challenges with email due to increased spam filtering and many messages did not reach recipients. The online Author/Presenter Management Center is always accessible. Please bookmark the site and regularly check it to ensure you are completing all author tasks and responsibilities by the deadlines.

If you have any issues accessing the Author/Presenter Management Center, please contact us at papers@asha.org for help.

Author Agreement and Conflict of Interest Disclosures

All authors must read, understand, and agree to adhere to the principles, guidelines, and procedures outlined in the Call for Papers Agreement. Per the Conflict of Interest Disclosure Policy, for consideration at an ASHA event, anyone listed as an author of a presentation is required to complete a disclosure indicating any financial or non-financial relationship related to the content of the session. 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. The author agreement and disclosures must be completed by Tuesday, April 19, 2022.

Authors will also submit their own biographical sketch to be published in the program when they complete the agreement and disclosures.

Authors of virtual 1-hour seminars and virtual technical sessions who indicated that they would like their session included in the ASHA Learning Pass after the ASHA Convention will be required to complete an additional agreement.

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. Presenting authors must complete the Agreement by Tuesday, April 19, 2022.

Registration 

Per the Presenting Author Agreement, all presenters (the individuals who are actually speaking or presenting the session) are required to register for the ASHA Convention. Registration will open on August 1, 2022, at 10:00 a.m., Eastern time.

Presenters of in-person sessions must register for the in-person event in New Orleans. In-person presenters are responsible for arranging their own travel and accommodations, even if with special circumstances. Although ASHA Leadership has not set the vaccination or masking requirements for the in-person Convention yet, the convention center in New Orleans currently requires guests to be vaccinated and wear masks.

Presenters of pre-recorded virtual oral sessions and virtual-only posters may opt to register just for access to the ASHA Convention Virtual Library. (If you also have an accepted in-person session, you must register for the in-person event.)

On August 1, invited speakers will receive their contract letter with special instructions via email from papers@asha.org. If you are an invited speaker and do 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.

If you are a student presenter and in the field of audiology or speech-language pathology, you must be a national NSSLHA member to register at the NSSLHA/ASHA graduate student rate otherwise you will need to pay the non-member registration fee.

Withdrawals

All sessions are final as accepted. We are unable to honor requests for switches to an in-person or a virtual format, changes to session format, or date and time changes for in-person sessions once the schedule has been finalized. If, for some reason, you must withdraw your presentation, please send written notification to papers@asha.org as soon as possible.

Handouts and Advance Materials

Every year, we receive many requests from attendees seeking more information from presenters. To better meet their educational needs, presenters are required to upload 3 pages of supporting material in advance, to include a comprehensive outline of the presentation and a list of references related to the final presentation. Presenters who have more than 3 pages of material may include links to additional resources in their handouts. These handouts will be available to all attendees via the Program Planner and mobile app. (Presenters will NOT upload their final presentation via this process—only advance notes which attendees may download to have accessible during the presentation.)

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

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

Speaker Disclosures at the Start of Your Presentation

All authors involved in the development of content/presentations are required to provide information about their financial and nonfinancial relationships relative to it. As part of the ASHA Convention call for papers, all authors/speakers/presenters were required to enter their financial and nonfinancial disclosures. If anything has changed (e.g., employment changes relevant to the content of the presentation), authors/speakers/presenters should update their disclosures in the Author/Presenter Management Center.

All authors/speakers/presenters must also provide their disclosures—both in writing on a slide and verbally at the beginning of the presentation. Ideally, each author/speaker/presenter will state their own disclosures, but if only one author/speaker/presenter is speaking/recording, that individual can verbally state disclosures for all the authors/speakers/presenters. (If a presentation includes so many authors/speakers/presenters that it is unreasonable to verbally state all the disclosures, the primary author/speaker/presenter can state their own disclosures and then state that the remaining disclosures can be found on the poster/slide.)

View additional information and examples about speaker disclosures to help guide you with disclosure statements for your presentation.

Instructions for Pre-Recorded/Virtual Session Presenters

Once accepted, we will provide presenters of pre-recorded/virtual sessions with detailed instructions for preparing, recording, and submitting their presentation to the virtual platform. Presenters will be required to upload their presentation by late September (date TBD), well in advance of the ASHA Convention. This additional lead time is needed so all sessions may be captioned, as well as for quality assurance testing. If you are unable to meet the upload deadline, your presentation will be administratively withdrawn from the program.

Instructions for In-Person/Live Session Presenters

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
  • 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 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 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 equipment provided 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 considered a presenting author. As an active participant in the session, moderators must complete all author agreements and disclosures. Moderators' 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 either questions from the audience at in-person sessions, or discussion among presenters for pre-recorded sessions.
  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.

Earning CE Credit for Presenting

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

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.

Presenting for Impact: Leveraging the Science of Adult Learning to Deliver Great Presentations

In this resource, two experts in adult learning present proven strategies to help presenters deliver more impactful learning experiences—ones that effectively support a learner’s ability to gain and apply new knowledge or skills. Designed to be used during presentation development, the course explores key takeaways from the science of adult learning (andragogy), highlighting methods that support learning and those that hinder it.

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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.

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

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

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