Annual Assembly 2018

Annual Assembly

Resources for Annual Assembly Faculty

2017 AAPM&R Annual Assembly
Colorado Convention Center
Denver, CO
October 12-15 (Preconference events starting Tuesday, October 10)

Contents

Faculty Preparation Checklist 

Due Now

Accept Your Speaker Invite

All Annual Assembly faculty received a personalized email in April with a link to your invitation. This email contains instructions to log into our abstract system, Planstone, and accept your invitation.

If you have not yet done so, please accept your invitation at your earliest convenience. Invitations must be completed prior to submitting additional faculty forms. If you have any questions regarding your invitation, please contact assembly@aapmr.org

Due Now

Complete Your Financial Disclosure Form and Speaker Agreement

All Annual Assembly faculty are required to disclose all relevant financial relationships with any commercial interest to the Academy. Failure to do so may jeopardize your position as faculty.

Should any of your financial disclosures present a conflict of interest; your presentation will need to be reviewed for compliance. Faculty with a potential conflict of interest will be notified in July 2016 with further instructions.

Week of 5/17/2017

Hotel and Flight Reservations Information emailed

  • All faculty are responsible for making their own hotel reservations with the AAPM&R hotels.Non-member/non-physiatrist faculty will be reimbursed after the assembly. Please visit www.aapmr.org/assembly for hotel contact information and reservation links
  • Air Travel for non-member/non-physiatrists must be booked through the AAPM&R official travel agency World Wide Travel (WWT). By booking through World Wide Travel, your flight will be direct billed to the AAPM&R. Please see page 5 for World Wide Travel contact information
  • Travel arrangements must be secured 30 business days in advance of the first day of the Assembly (September 12, 2017)

August 2017

Presentation Management Site Opens

  • You will receive an email from assembly@aapmr.org with instructions to upload your PowerPoint presentation.
  • Registrants will be given electronic access to all available presentations (1) week prior to the Assembly. This link will remain open throughout the Assembly to ensure attendees have access to updated content
  • All Annual Assembly faculty are strongly encouraged to use the AAPM&R PPT Template in HD format.
  • Printed handouts will not be available
  • It is required to add a disclosure slide in the beginning and summary of citations and evidence at the end of your presentation. Please see below for additional information and examples.

9/6/2017

Air Travel Deadline for Non-member/Non-physiatrist Faculty. All non-member/non-physiatrist faculty members eligible for airfare MUST make their travel arrangements through AAPM&R’s official travel agency, Tru Travel. See below for details.

9/8/2017

Hotel Reservation Deadline. See below for hotel information.

9/13/2017

PowerPoint Presentations due from ALL faculty

Please refer to your instructions provided by assembly@aapmr.org. Contact Freeman directly for technical support or assistance at support@sessionupload.com.

10/12/2017

Speaker Ready Room Open (Onsite). See below for further information and onsite operation hours.


Questions?

Access the faculty web site at www.aapmr.org/faculty or contact us at assembly@aapmr.org or (847) 737-6000. 

Travel & Meeting Expense Policies 

Faculty Airline Reservations, Reimbursement, & Hotel Accommodations

The AAPM&R Board of Governors approved that Academy members will not receive honoraria for presentations at the Annual Assembly. It is assumed that it is in the interest of Academy members to attend the Annual Assembly whether or not they are presenting at a course. It is also inherent in a member-driven organization that members contribute to its initiatives without the expectation of reimbursement. For these reasons, the Academy will not offer honoraria nor waive registration fees for members presenting at a course/workshop during the Annual Assembly. 

Specific speaker honoraria and reimbursement information will be sent directly to faculty starting in June. Please see the AAPM&R Honoraria and Reimbursement Policy for more information.

Conference Registration

Non-member/Non-physiatrist

All non-member/non-physiatrist will automatically be registered for the Annual Assembly, and your registration fee will be waived.     

Should you wish to register a guest or purchase admittance to a ticketed event, please call customer service at (847) 737-6000. Such fees include:

  • Fees to attend a skills lab for which you are not faculty
  • President’s Reception at the Wynkoop Brewing Company, Friday, October 13, 2017
  • Family and/or guest registrations

Information about badge & registration packets will be sent 1-2 weeks prior to the Annual Assembly.

AAPM&R Member Faculty

All member faculty must register on their own for the Annual Assembly. If you would like to purchase tickets for any ticketed workshops or events, you may purchase these items as you register. Please visit http://www.aapmr.org/education/annual-assembly/registration to register.

Airline Reservations

Tru Travel Solutions LLC. is the official travel partner for AAPM&R. All non-member/non-physiatrist faculty members eligible for airfare MUST make their travel arrangements through World Wide Travel at least 30 business days prior to the Annual Assembly (September 8, 2017). Air travel arrangements made outside the Academy will not be reimbursed.

Please contact the following Tru Travel Solutions LLC agents to book your flight:

  • Jennifer Schaller— (844) 878-8728 ext. 101
  • Saira Flores— (844) 878-8728 ext. 102

Hours:  Monday – Friday, 8:30am – 5pm CST  

Once a ticket has been issued, any costs incurred for the changes made to an itinerary for personal reasons are at the traveler’s expense. This includes changes for non-Academy meetings made in conjunction with Academy meeting air travel.

Everyone, including the members, staff and the Academy’s travel agency, makes every effort to avoid changing air reservations because of the high cost of penalties and need to maximize airfare costs. Exceptions to this policy, as well as requests for changes to previously reserved airline tickets, will be reviewed by the Medical Education Committee on a case-by-case basis.

Hotel Reservations

Housing can be reserved at discounted rated on the official Annual Assembly hotel books available on the Annual Assembly Meeting Site. Hotel rooms need to be secured before September 8, 2017 to receive the AAPM&R discounted room rate. Discounted rates and a link to book your hotel reservation will be available in May on.   

If you make your reservation after the housing block deadline of September 8 and space has been released, this may result in a higher room rate for you.

If you elect to stay in any hotel other than the designated AAPM&R hotels, you will be responsible for any costs over the AAPM&R block rate.

Mileage Reimbursement

Personal auto expenses may not exceed the cost of the lowest, logical airfare to and from your home airport and Boston. Fuel costs often fluctuate and affect mileage reimbursement; consult your faculty form for current cents/mile reimbursement. Rental car fees are not reimbursed.

AAPM&R CME Committee Guidelines for Conflict of Interest

Anyone in a position to control the content of a CME activity must complete a Disclosure Form to disclose all relevant financial relationships (in any amount), including those of a spouse or partner from the past 12 months, with any commercial interest. *

Relevant financial relationships can include such things as grants or research support, employment, consultant, stockholder, speakers’ bureau, etc.

*A commercial interest is defined as any entity producing, marketing, re-selling, or distributing health care goods or services consumed by, or used on, patients. Providers of clinical service directly to patients are not considered to be commercial interests. Please see the AAPM&R COI Disclosure and Resolution Policy for more information.

Individuals who do not disclose their relevant financial relationship(s) will be prohibited from participation in the planning of a CME activity.

All faculty involved in sessions MUST include one of the attached Disclosure Slide templates as the 1st or 2nd slide in your presentation to disclose any relevant financial relationship(s) verbally to the audience.

Use this template when you have a relationship(s) to disclose.

(i.e. Dr. John Doe is on the Speakers’ bureau for ABC Company. OR Dr. John Doe is the recipient of a research grant from XYZ Organization.)

Disclosure

 Use this template when you have no relevant relationship(s) to disclose.

disclosure 2

Faculty PowerPoint Presentations

Please refer to the guidelines and instruction below as you build your PowerPoint presentation. All faculty must upload their PowerPoint presentation to the Planstone Annual Assembly Faculty Resource Portal by September 13. Should any faculty member’s financial disclosure present a conflict of interest; your presentation will need to be reviewed for compliance and is due by September 13. 

Meeting attendees look forward to having session handouts as a resource before, during and after the meeting. Many attendees print their handouts before arriving at the Assembly. Submission typically include bibliographies, outlines, JAMA articles or PowerPoint sides. We ask that you please upload one of these above formats to the system by the required date to enhance the attendee experience.

You will receive presentation upload instructions from assembly@aapmr.org in August 2017.

Speaker Ready Room

AAPM&R utilizes a networked presentation management system for all track sessions, powered by Freeman, AAPM&R’s audio/visual company. All track room presentations are loaded on a central server in the Speaker Ready Room, and pushed out to presentation computers in the track session rooms. 

There will be limited access to load presentations in the session room. If you bring an updated presentation onsite, you must take this to the Speaker Ready Room at least (3) hours prior to your session time to avoid delays and lines.

The Speaker Ready Room is located in Room 610/6012, Meeting Room Level of the Colorado Convention Center, and open during the following hours:

Wednesday, October 11                 1 pm-8 pm

Thursday, October 12                     7 am-5 pm

Friday, October 13                          7 am-5 pm

Saturday, October 14                      7 am-5 pm

Sunday, October 15                        7:30 am-9 am

PowerPoint Format Recommendations

New this year, all presenters are encouraged to use the AAPM&R PPT template in HD for presentation. It is recommended that presenters use PowerPoint versions 2003 through 2010 in 16:9 resolution format.

Many presenters embed videos in their presentation – if videos will be included in your presentation, it is recommended that presenters use PowerPoint 2010.

Important Information for Skills Lab Presenters

Paper handouts for your skills lab will not be available onsite. Feedback received from attendees shows that they would like access to your presentation prior to the lab. We highly encourage you to upload your presentation (or supplemental materials, such as handouts, articles, etc.) to the Freeman Presentation Management system by September 13, 2017. All available skills lab presentations will be password protected on Assembly mobile app and web-based version of the mobile app. Registered skill lab attendees only will receive login credentials to access the handouts. 

Skills lab presentations will not be pushed to lab rooms. Skills lab presenters are required to bring their own laptops, along with their presentations, to connect to the LCD projector and screen provided in the workshop rooms.

Audience Response System (ARS):

Information coming soon for those that have inquired during the Session Proposal Submission Process.

Research

Evidence Based Medicine (EBM) Request for All Annual Assembly Research Presentations

The Requirement:

  • All research session/course presenters are required to disclose levels of evidence for any cited references integral to their talk (see template below).

Purpose of the Requirement:

The intent behind this request is to elevate the educational value of all research presentations and promote the understanding of Evidence-based Medicine principles.

EBM Background:

What is Evidence-based Medicine? Sackett defines it as the “conscientious, explicit, and judicious use of current best evidence in making decisions about the care of individual patients.” At its core, it is about finding the best available evidence and using that evidence to inform clinical decision making. This can be accomplished by using a hierarchical system to classify evidence - which is known as the levels of evidence (LOE).

Preferred LOE table of AAPM&R Evidence Committee:

The Evidence Committee has selected the AAOS JBJS’s 2003 Levels of Evidence Table as their preferred table. This tool has been utilized by the Evidence Committee since 2012 to help standardize the Academy’s protocol for review of evidence and establish levels of evidence for all Academy work products. Click here to access the Academy’s LOE table.

Citations and Additional Resources:

  1. Sackett DL, Rosenberg WMC, Gray JAM, Haynes RB, Richardson WS. 1996. Evidence based medicine: what it is and what it isn't. BMJ 1996;312:71
  2. The Journal of Bone & Joint Surgery · VOLUME 85-A · NUMBER 1 · JANUARY 2003 INTRODUCING LEVELS OF EVIDENCE TO THE JOURNAL
  3. Oxford Centre for Evidence-Based Medicine

Template

Summary of citation

Guidelines for Poster Presentations

Definition

The scientific poster presentations provide a forum for individual as well as one-to-one, in-depth discussions of the objectives, methods, results and conclusions of a specific study. Narrative and visual material such as photographs, charts, and diagrams may be used. 

Identification   

Poster Boards will be numbered in the upper left-hand corner. Detailed information, including poster numbers, is distributed to presenting authors following their acceptance of the invitation to present. A listing of posters will also be available on site in the poster hall.

Registration Policy

All presenters are required to register for at least the day of their presentation. You must be registered and have a badge to access the hall for poster set up and tear down. If you are unable to do this yourself, you may have a colleague who is registered for the Assembly set up or tear down your poster for you.

If the presenting author is someone other than you, they must be registered for the Assembly for at least the day of your poster presentation. If you would like to change the presenting author, contact abstracts@aapmr.org by August 1, 2017.

THERE ARE NO EXCEPTIONS TO THIS POLICY. Registration will open online on May 2017 at www.aapmr.org/assembly.

AAPM&R does not waive meeting registration fees, nor reimburse travel and/or housing expenses for AAPM&R members and non-member physiatrists attending or speaking during AAPM&R’s Annual Assembly. Please be sure to register and pay for the Annual Assembly and any ticketed sessions you wish to attend.

Set-Up and Tear-Down Hours

  • You may begin setting up your posters at 12:30 pm to 5:00 pm on Thursday, October 12
  • All posters must be removed between 2pm – 7pm on Saturday, October 14. Posters that are not removed are subject to disposal

Scientific Poster Presentation Hours

In order to increase exposure to research, the Poster Hall will open directly into the PM&R Pavilion and we have arranged for all accepted posters to be displayed Thursday – Saturday. All presenting authors MUST be by their poster for the scientific poster presentation times during their designated times:  

  • Friday, October 13 – 12:30 pm to 2 pm
  • Saturday, October 14 – 12:30 pm to 2 pm

These sessions will allow attendees to discuss one-on-one with presenting authors about the objectives, methods, results and conclusions of each specific study.

General poster viewing hours for each day are as follows:

  • Thursday, October 12 – 5:15 pm – 7 pm (Welcome Reception)
  • Friday, October 13 – 9 am to 5:30 pm
  • Saturday, October 14 – 9 am to 2 pm

Poster Board     

One poster board 4 feet high and 8 feet wide will be provided. Your poster may not exceed these dimensions but should be large enough that it is legible from a distance of 6 feet. We recommend that your poster board is at least 3 feet high and 6 feet wide. Push Pins will be available onsite, please place them back in the holder when you teardown your poster. 

Prepare all illustrations in advance. DO NOT WRITE, PAINT OR USE GLUE on the poster board. A lightweight stock will adhere more securely to the poster board than heavier paper. Do not mount anything on permaboard.

Heading

A heading for the top of the poster should be prepared indicating: (1) title, the same as that of the abstract submitted, (2) author(s), and (3) institutional affiliation of the author(s). 

Content              

An abstract of your research should be included in the upper left corner of the poster board. We suggest the print be large enough so that it is legible from a distance of 6 feet. Avoid typewritten or freehand lettering. The presentation must be visual; displays of typewritten pages of a paper are not acceptable. 

Graphics

Graphic material, tables and illustrations should be as simple as possible. Numbers or arrows to indicate the viewing sequence are of great assistance to viewers. Photos should have a matte finish. Lettering for graphics must be at least three-fourths inch high and in bold face print. 

Commercialism     

Posters must avoid commercialism, promotion, or advertisement. Posters that are deemed to be commercial, promotional or an advertisement will be taken down. 

Electronic Posters

New this year, all poster presenters are given the option to upload an electronic version of their poster to be displayed within the Mobile App. All e-Poster must be uploaded in the 2017 Annual Assembly Faculty Resource Center no later than September 13, 2017 for inclusion within the mobile app. Acceptable file types include .jpg, .jpeg, .gif, or .png of 20 MB or smaller. 

upload e poster

 

select file

Example

 layout

* Provide a label containing:

(1) Title of Poster

(2) Name of Authors

(3) Institution/Location

 

Publication

The abstract you submitted will be published in PM&R and will be distributed to all AAPM&R subscribers as well as all attendees of the Annual Assembly. A supplement of PM&R will be released electronically a few weeks prior to the Annual Assembly and will feature all abstracts.  Abstracts will be copy-edited to conform with PM&R style and usage.

Embargo Policy: While abstracts will be released to PM&R subscribers, Annual Assembly attendees, and members of the media prior to the Annual Assembly, abstract content and any updated research cannot be promoted or reported until 8am on Thursday, October 12, 2017.

We encourage all presenters to submit their completed papers to PM&R for publication consideration.

Other             

Electrical outlets will not be available. No audiovisual equipment will be allowed.

Questions

Contact the AAPM&R national office at (847) 737-6000 or email: abstract@aapmr.org.  

Faculty CME

As an ACCME accredited provider, AAPM&R is pleased to provide you with the opportunity to obtain Faculty CME credit for learning that took place in preparation for your presentation at this live educational activity. Faculty may be awarded two (2) AMA PRA Category 1 Credits™ for each hour of original presentation at a live activity designated for such credit. Speakers may also claim participant credit for presentations they attended as learners. NOTE: Faculty may not claim simultaneous credit as physician learners for their presentations. 

You will receive an email in early November that outlines the maximum number of Faculty and Learner CME hours you may claim. In order for the Academy to process your Faculty CME, you will be asked to FIRST sign-in to mē® (www.me.aapmr.org) at the conclusion of the assembly to claim your Learner CME. Then you will return the Faculty CME and Evaluation form received via email for staff to manually enter your Faculty CME (Learner CME must be entered prior to Faculty CME). 

Faculty Engagement

PhyzForum

Faculty are encouraged to build up anticipation for their sessions through our online member forum, PhyzForum!

Social Media

The Annual Assembly has a presence on several social media channels and is always looking to creatively engage attendees. Please log on to share why you are excited for the 2017 Annual Assembly! 

Facebook: www.Facebook.com/aapmrinfo

Twitter: @aapmr #aapmr2017

You Tube: aapmrsite

Faculty Frequently Asked Questions 

Who is my target audience?

At the AAPM&R Annual Assembly, you will be instructing general physiatrists, physical therapists and residents.

When will I know where my session will be held?

Room assignments will be added to sessions and provided in the Mobile App later this summer. This will be the most up-to-date source of information. You will also receive a copy of the final program at the Assembly that designates session room assignments.

What if I have questions before the conference/once I’m at the conference?

Just ask! Prior to the conference, you may contact assembly@aapmr.org or call 847-737-6000. Once on-site, staff in the Speaker Ready Room will assist you with your presentation and connect with AAPM&R staff for any conference-related questions.

What if I have an emergency and need to cancel my session?

Please contact Rechel Fatunde at 847-737-6094/rfatunde@aapmr.org immediately so that a replacement for your session may be identified. If you cannot attend but have a replacement speaker already in mind, please contact Rechel, prepared with an email address and telephone number for your replacement.

Is there a room for faculty to prepare their presentation slides?

Yes, the AAPM&R offers a Speaker Ready Room with computer availability and internet access. Technical assistance is available if needed in the Speaker Ready Room. Please see page 8 for Speaker Ready Room location and hours of operation.

Where can I get more information?

Updates, faculty forms, links and materials are available on the faculty portion of the AAPM&R Assembly web site at www.aapmr.org/faculty. Please check this site periodically for announcements, forms, instructions, and important reminders.

How many health care professionals attend the AAPM&R Annual Assembly?

Attendance varies depending on the Assembly timing and location. The AAPM&R anticipates between 2300-2800 healthcare professionals at the 2017 Annual Assembly.

Will my session be evaluated?

Attendees have the option to evaluate your session real time via the AA Mobile App!