Presenter and Session Chair Instructions

All oral scientific sessions will be streamed to a secure virtual platform and will be available on-demand until December 11, 2024. 

Create your profile in the Speaker Console using APS credentials for networking through the mobile app and virtual platform.

Speaker Console

REGISTRATION & TRAVEL NEXT STEPS

All presenters and chairs must be registered for the meeting. Please make sure the email address you used to submit your abstract and the email address in your registration match.

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Register Now

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Book Your Hotel by Sept. 3

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SESSION (ORAL, INVITED & MINI-CONFERENCE) AND POSTER PRESENTERS INSTRUCTIONS

Acceptance, Changes, License, and Consent To Record

Author notices have been sent to the email associated with your abstract. Once you have accepted your session placement, you will receive an email to complete required paperwork. 

Check the date and time of your presentation in the meeting Epitome. As part of your speaker profile, you must grant APS license to your abstract/presentation and complete the consent to record question. Completing this information is mandatory. 

All Change Requests must be received at abs-help@aps.org by Monday, August 26, 2024, at 5:00 pm EDT. Requests for changes will not be processed after this date. Author changes and/or additions will not be accommodated.

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Change Request Policy 

• Updates to the Abstract Content (Abstract Title, Body, and Co-Author List) will NOT be accepted 
• If requesting a presenter change, the new presenter must be an existing co-author on your abstract and cannot be listed as speaker on another oral contributed abstract. The new presenter must register for the meeting. Depending on the time of your request, the new presenter may not be listed in the program.
• Except in extreme circumstances, session changes cannot be accommodated. Requests for changes will be evaluated on a case-by-case basis.

In-Person or Virtual Presentations

As part of the abstract submission process, you selected whether you planned to present in-person or virtually. If you need to change how you will present, please contact virtual-events-help@aps.org by September 25, 2024.

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Session Presentation Instructions

In-person Presenters 

Stop by the Speaker Ready Room in Chicago BC to familiarize yourself with the equipment in the session room.  

During the session you can present from the computer in the room with a thumb drive or bring your own computer. Do not disconnect any of the cables on the lectern. A video input switcher will be available if you prefer to use your own computer.

Remote Presenters 

The DPP Speaker Console through Bravura will be your one-stop for presenting during the Meeting. 

• Login to the Speaker Console with your APS Credentials several days prior to the meeting. (You will not receive a separate Zoom link for your presentation.)

• Confirm your session date and time is correct and set your Speaker Profile.

• Thirty (30) minutes prior to the session, log into the Speaker Console to access your Zoom Link. You will be able to test your camera, sharing screen and microphone. 

• Do not log into the virtual platform for your presentation. You can use the virtual platform for watching sessions and networking with other attendees.

Please make sure that you have updated Zoom on your computer. We also have these tips for online presentations.

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Poster Presentations Instructions

DPP organizers request ALL poster presenters (in-person and virtual) upload a PDF of your poster and a 5-minute video to the Speaker Console by Wednesday, October 2, 2024. Note: High School and Undergraduates that want to be considered in the Student Award competition should upload their materials by September 25.

All submissions, uploaded by October 2, will have their poster available for viewing throughout the Meeting on ePoster Kiosks. This will expand access to your science to a larger audience.

In-person Poster Presenters

All poster sessions will take place in Grand Hall West at the Hyatt. Before affixing your poster to the board, be sure to check your poster board number in the Epitome. Find latest information in the online scientific program, mobile app, or at the information desk. 

Put your poster up in the specified location at least 30 minutes prior to the start of the session, and stay with your poster during the entire session. Push pins will be provided. Take your poster (plus any personal items) with you at the conclusion of the session; posters that are not removed may be disposed of. 

Your poster must fit on the provided poster board–48” high x 96” wide (4’ high x 8’ wide). Push pins to affix your poster to the poster board will be provided. Your poster must correspond to the title and content of the abstract listed in the Epitome.

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Remote Poster Presenters

The live virtual poster presentation session will be held online on Thursday, October 3, 2024 at 11:00 am EDT. 

Please follow these steps to upload your poster and present live.

• Login to the virtual platform Speaker Console to confirm your information and set your speaker profile.
• Upload a one-page PDF of your poster and a 5 minute video to Speaker Console by October 2, 2024. All posters uploaded by October 2nd will be accessible at the ePoster Kiosks onsite.
• High School and Undergraduates that want to be considered in the Student Award competition should upload their materials by September 25.
• On October 3, 2024 at 11:00 am Eastern Time, you will participate in a live poster session on the virtual platform. Here you will give a 5-minute presentation and have 2 minutes for Q&A.

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CHAIR INSTRUCTIONS

Being a Session Chair during DPP is a vital role during the meeting. Please review the information below prior to attending.

There will be an online Chair Briefing on Tuesday, October 1, 2024 at 1:00 p.m. EDT. You will receive a Zoom link in an email a few weeks prior.

Before the Meeting

• Confirm the date and time of the session you are chairing. This can be done in the Epitome or Mobile App. If you cannot chair your session, please contact abs-help@aps.org. 

• You must be registered and attend the meeting in-person to chair a session(s). 

• Login to the Speaker Console with your APS credentials and create your profile. 

• Stop by the Speaker Ready Room in Chicago BC to familiarize yourself with the equipment in the session room.

During the Session

• Arrive 30 minutes prior to the session. 

• At the beginning of the session, announce the session title, briefly introduce yourself and explain the timing system.

  • Invited Presenters: 25 Minute Talk, 5 Minutes Q&A

  • Oral Presenters: 10 Minute Talk, 2 Minutes Q&A

• Remind all attendees of the APS Code of Conduct.
• Ask all presenters to stay at the podium so they will be on camera for the virtual audience. They should also use a microphone provided by the AV team.
• Announce the first presentation and the author’s name, title and institution and start the timer. Note: introduce all speakers using the same format. 
• Some presenters may be remote. The AV Technician will manage putting the speaker on the screen in the room for their presentation. 
• If a paper is withdrawn or if a speaker fails to appear, DO NOT change the session schedule. You may allow discussion of a previous presentation to continue, or else recess the session until the next talk.
• After each presentation, there will be Q&A from the in-person and virtual audience. 

  • Remind in-person attendees to use the microphone so the remote participants/presenters can hear the questions. If they do not use the microphone, repeat the question.

  • The virtual audience will submit questions in writing. There is a computer at the head table for Q&A. You may need to refresh the screen periodically. 

  • As session chair, have the authority to keep the questions, answers, and discussion on a completely professional basis. If a question or comment seems to violate the APS Code of Conduct, APS recommends you say, “Remember, we have a Code of Conduct here” or inform the speaker “You don’t have to answer that”. Please report any behavior that concerns you to DPP leadership or an APS staff member.

If you have any questions, please don't hesitate to contact the APS Meetings Department at abs-help@aps.org.

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MORE INFORMATION

Abstracts: abs-help@aps.org

In-person Logistics: meetings@aps.org

Virtual Logistics: virtual-events-help@aps.org

Registration: registrar@aps.org