Annual Assembly

Resources for Annual Assembly Faculty

2018 AAPM&R Annual Assembly
Orange County Convention Center
Orlando, FL
October 25-28 (Preconference events starting Tuesday, October 23)


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 2018 with further instructions.

May, 2018

Hotel and Flight Reservations Information

  • All faculty are responsible for making their own hotel reservations with 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 booked by September 5, 2018.

September 5, 2018

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.

September 13, 2018

Hotel Reservation Deadline

See below for hotel information.

September 17, 2018

PowerPoint Presentations Due For Review - To meet CME requirements, AAPM&R requires that all presentations are peer reviewed prior to the activity. 

  • Session Directors are expected to review each faculty members presentation before submission to AAPM&R.
  • Make your presentation as interactive as possible.
  • The presentation should conclude with 3-5 take-home lessons.
  • All discussion of products or devices must be balanced and evidence-based. 
  • Including references and sources is helpful; please include them when possible.

October 4, 2018

Presentation Submission Deadline

  • All presentations are due to be uploaded to the onsite presentation manager.
  • As a reminder, Session Directors are expected to review each faculty members presentation before submission to AAPM&R.
  • Annual Assembly faculty are strongly encouraged to use the AAPM&R PowerPoint Format in HD format.
  • 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.
  • Printed handouts will not be available.
  • 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.

October 8, 2018

Electronic Poster Submission Deadline

All e-Poster submissions must be uploaded to the Annual Assembly Faculty Resource Center. Details about submission will be sent in September to all presenting authors.

November 28, 2018

Guest Speaker Reimbursement Deadline

Expense vouchers will be emailed the week following the Annual Assembly. They are due to AAPM&R office by November 28, 2018.

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

Members and all Non-Member Physiatrists

All member and non-member Physiatrists 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 Annual Assembly Registration.


Approved non-member/non-physiatrist will 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
  • Family and/or guest registrations
  • President’s Reception at the Universal Orlando Resort™, Friday, October 26, 2018. Please note, tickets will not be sold on-site.

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

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. 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, 8:30 am – 5 pm 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 13, 2018 to receive the AAPM&R discounted room rate.

If you make reservations after the housing block deadline of September 13 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 Orlando, Florida. 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.)


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

disclosure 2

Faculty PowerPoint Presentations

Please refer to the guidelines and instructions below as you build your PowerPoint presentation. All faculty must upload their PowerPoint presentation for review to the Annual Assembly Faculty Resource Portal by September 17, 2018. Please note, the audience response system will not be available in 2018.

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 outlines, JAMA articles, PowerPoint presentations, or bibliographies/references. We ask that you please upload one of these above formats to the system by the required date to enhance the attendee experience.

Speaker Ready Room

AAPM&R utilizes a networked presentation management system for all track sessions, powered by On Services, AAPM&R’s audio/visual company. All session faculty should makes adjustments to their presentations, and check their slides. Please be sure to check into the Speaker Ready Room at least three hours prior to your session. 

The Speaker Ready Room is located in Room W223B on Level II of the Orange County Convention Center. The hours of operation are:

Wednesday, October 24 – 1:00 pm–7:00 pm
Thursday, October 25 – 7:00 am–5:00 pm
Friday, October 26 – 7:00 am–5:00 pm
Saturday, October 27 – 7:00 am–5:00 pm
Sunday, October 28 – 7:30 am–9:00 am

PowerPoint Presentation Template

All presenters are encouraged to use the AAPM&R PowerPoint Template (PPT) which is already formatted to 16.9 resolution for best quality.

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 to the Annual Assembly Faculty Resource Portal. Any additional supplemental material outside of presentations should be sent to assembly@aapmr.org. All available skills lab presentations will be password protected on the Annual Assembly mobile app and web-based version of the 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.

Presentation Upload Instructions


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
  3. Oxford Centre for Evidence-Based Medicine


Summary of citation

Guidelines for Poster Presentations


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. 


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 July 16, 2018.


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 on Thursday, October 25th at 12:30 pm to 5 pm.
  • All posters must be removed on Saturday, October 27th between 2 pm to 7 pm. 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 26 – 12:30 pm to 2 pm
  • Saturday, October 27 – 11:15 am to 12:45 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 25– 5 pm to 7 pm (Welcome Reception)
  • Friday, October 26– 9 am to 3:45 pm
  • Saturday, October 27– 9 am to 12:45 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.


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). 


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. 


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. 


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

Electronic Posters

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 2018 Annual Assembly Faculty Resource Center no later than October 8, 2018 for inclusion. Acceptable file types include .jpg, .jpeg, .gif, or .png of 20 MB or smaller. 

upload e poster


select file



* Provide a label containing:

(1) Title of Poster

(2) Name of Authors

(3) Institution/Location


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 Thursday, October 25, 2018 after 8 am.

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


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


Contact the AAPM&R national office at (847) 737-6000 or email: abstracts@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


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 2018 Annual Assembly! 

Facebook: www.Facebook.com/aapmrinfo

Twitter: @aapmr #aapmr2018

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 Myria Stanley at 847-737-6094/mstanley@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 Myria, 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 2018 Annual Assembly.

Will my session be evaluated?

Attendees have the option to evaluate your session real time via the mobile app.