PRESENTER FAQ
For the ACRM 2020 Virtual Annual Conference
This is the most exciting ACRM Conference yet, with more features and options than ever before! We hope this FAQ will help you better understand how this year’s meeting is envisioned. Planning is still in progress and you may have other questions not addressed below. Please let us know what we are missing by contacting Cindy Robinson at speakers@ACRM.org and thank you in advance for your patience.
OPTIONS FOR PRE-RECORDING YOUR PRESENTATION
Q: Can I present my part of our symposium live instead of pre-recording it?
A: To avoid unexpected mishaps that could prevent ACRM from including your presentation in the ACRM 2020 VIRTUAL Annual Conference, all presenters will be required to pre-record their presentations.
Q: Should I include my co-presenters’ slides when I upload my part of the presentation?
A: You will only upload the slides for your part of the presentation. Each presenter will download the CE Compliance Slides to use as a presentation template and to disclose any conflicts of interest, add the slides for their part of the presentation, and upload the file (PPT or PDF) in the Presenter Portal.
Q: What are my options for pre-recording my presentation?
A: The preferred option for most types of presentations (symposia, oral presentations, posters and some instructional courses) is Audio Recording. However, if your participating presenters need to interact with each other, play videos during their part of the presentation, or engage with a panel of experts, you may prefer to Video Record your presentation. You may do so by coordinating with your co-presenters to pre-record your presentation using your own screen-sharing program, such as Zoom or GoToWebinar or schedule an ACRM staff-assisted time to pre-record via an ACRM screen-sharing program. All options are described below.
OPTION #1 (PREFERRED): AUDIO RECORDING
Audio recording within the ACRM Presenter Portal or Poster Portal allows you to pre-record your presentation on your own schedule. Each presenter within your presentation group will complete the following steps:
- Download and update CE Compliance Slides for use as a presentation template and to disclose conflicts of interest
- Upload CE Compliance and Presentation slides for your portion of the presentation. Your slides will be reviewed for CE compliance so that attendees can earn continuing education contact hours for participating in the conference.
- ACRM will notify you when your presentation has been approved (please allow up to 4 days for the review process)
- Record a synchronized audio narration of your slides
Your Presenter Portal and/or Poster Portal are accessible 24/7 for your convenience.
To get started, we recommend first watching the step-by-step tutorial to become familiar with the recording process. You may also wish to download the PDF of instructions for convenient reference.
NOTE: If your presentation includes any of the following, you may prefer to video-record your presentation using option 2 or 3.
- A panel of discussants
- Videos within your presentation
OPTION #2: VIDEO RECORDING USING YOUR SCREEN-SHARE PROGRAM
If your presentation has panel participation or requires presenters to interact with each other for the presentation, you may coordinate with your co-presenters to pre-record a video of your presentation using your own screen-share program (such as GoToWebinar or Zoom). Your will then upload your MP4 video file in your ACRM Presenter Portal or Poster Portal.
OPTION #3: VIDEO RECORDING WITH ACRM STAFF ASSISTANCE
If your presentation has panel participation or requires all presenters to interact with each other for the presentation, you may coordinate with your co-presenters a schedule a time to video record your presentation with ACRM staff assistance using an ACRM screen-share program.
-
- When all of your presenters are ready, CLICK HERE to schedule a time to record your presentation with ACRM staff assistance. We recommend that you coordinate a run-through of your presentation before scheduling the recording with ACRM staff.
Q: I’m not sure which pre-recording option is best for my presentation. Who can I speak with to help me decide?
A: ACRM staff will be happy to assist you. CLICK HERE to schedule a meeting with staff to discuss your specific concerns.
HOW DO I PRE-RECORD MY SESSION?
Q: Does my presentation need to be reviewed and approved as a continuing education activity prior to pre-recording?
A: Yes. Before you can pre-record your presentation, you must upload your slide presentation using the CE Compliance Slides to disclose any conflicts of interest. This review may take up to 4 days and you will be notified when your presentation is approved. At that time, you will return to the Presenter Portal to record an audio file of your presentation synchronized to your slides.
Q: Do I need to include the slides of my co-presenters when I upload my final presentation?
A: Each presenter will upload only the slides and disclosures for their own part of the presentation.
Q: What platform will I use to pre-record my presentation?
A: Most presentations will be pre-recorded from the Presenter Portal or Poster Portal by recording an audio file as you advance through your slides, so that your voice and slides are perfectly synchronized. If you wish, you may also record a video of yourself that will pop-up as attendees view your presentation.
Q: Can I provide handouts or worksheets to the attendees of my session?
A: Yes. “Upload Your Handouts” is an optional task in your Presenter Portal. You can also use this task to upload a worksheet that attendees can download and complete when directed to do so during your presentation.
Q: Will we have an opportunity to engage with attendees in a live Q&A?
A: Yes. Although it is not required, we highly recommend that presenters schedule a live Q&A Chat during their presentation. A little closer to the conference, the task of scheduling a live Q&A Chat will become available in your Presenter Portal or Poster Portal. This option enables attendees and presenters to engage live during the scheduled time of the presentation. Attendees will type-in their questions and presenters will respond via their presenter or poster portal.
Q: My presentation includes a panel discussion. How can this be accomplished virtually?
A: If your presentation requires live interaction between presenters and/or panelists, or if you plan to show videos during your presentation, we recommend that you coordinate with your co-presenters to video record your presentation using a screen-sharing program, such as Zoom or GoToWebinar.
Q: I lack access, confidence, and/or experience using a screen-sharing program. Are there other options for pre-recording my presentation?
A: Yes! You can coordinate with your co-presenters and schedule a time for ACRM staff to assist you in using ACRM’s screen-share software or you can record an audio file as you narrate your slides.
Q: What is the deadline for uploading and pre-recording my content?
A: 7 September is the deadline for uploading your final presentation file for CE compliance review and approval. Allow up to 4 days for the review process. Once you are notified that your presentation is approved, you may return to the Presenter or Poster Portal to pre-record your presentation by 14 September 2020.
Q: How soon can I pre-record my Paper, Poster, Instructional Course, Symposia, Special Symposia and/or Plenary session?
A: You may begin the pre-recording process today by logging into your Presenter Portal or Poster Portal.
Please see the CONTENT UPLOAD AND RECORDING section below for additional information.
Q: If we video record our presentation using our own screen-share program, what file format can ACRM accommodate?
A: If you coordinate with your co-presenters to video record your presentation, please upload an MP4 video file in your Presenter Portal.
Q: Can we provide ACRM with an open access link to our presentation on Vimeo or YouTube instead?
A: Yes. Although we would prefer that you upload an MP4 video file to your Presenter Portal to avoid potential commercial interference with your presentation that may be present on a platform such as YouTube.
CONFERENCE PROGRAM (CONTENT)
Q: How many CMEs/CEUs can I earn at this year’s ACRM Conference?
A: Potentially hundreds of hours! You can earn CE contact hours for all educational sessions you complete from the start of the conference until 30 June 2021. Attendees will have 24/7 access to all sessions presented on the days for which they are registered. The more educational content you watch and evaluate, the more contact hours you earn.
Q: How long will the recorded content be available virtually?
A: Until 30 June 2021. Attendees will receive access to all recorded content presented on the days for which they are registered from 19 October 2020 through 30 June 2021. So, if you purchase a one-day pass, you will be able to view any and all content that was presented on that day; if you purchase the WORLD PASS, you will have unlimited access to all Core Conference educational content, plus the Early Career Development Course and all half- and full-day Instructional Courses.
Q: Will all of my favorite sessions typically scheduled at the Annual Conference, also be offered virtually?
A: Yes! We are making our very best efforts to include all the great features you know and love at the traditional in-person conference in the new 2020 VIRTUAL Annual Conference, including Instructional Courses, Cognitive Rehabilitation Training, the Early Career Development Course, Plenaries, Special symposia, Featured sessions, Award lectures, Symposia, Papers, Posters, Intensive Cross-Cutting Programs, Lecture Luncheons, Henry B. Betts Awards Gala, First-time attendee welcome, Community Group meetings, Chat with the Experts, LaunchPad and more!
ACRM CANCELLATION POLICY
Q: I registered for the IN-PERSON registration option. What happens now that the in-person conference was cancelled?
A: Your registration will automatically be converted to an ACRM 2020 VIRTUAL Annual Conference registration and ACRM staff will notify you when your account has been credited for the difference in registration fees.
Q: What if I register for the Virtual Annual Conference and later need to cancel?
A: If you need to cancel your registration, you will have several options:
- You may obtain a refund, less a transaction fee;
- Transfer your registration to another event, less a transaction fee; or
- You may receive 100% credit towards any other ACRM offering, such a membership, future conferences, trainings or promotional activities.
- Please see the Virtual Conference Terms and Conditions here
Q: Will Institutional Members who previously registered for the IN-PERSON conference automatically be toggled over to a VIRTUAL Conference registration?
A: Yes. Please email MemberServices@ACRM.org and we will work with you and your institution to establish a net credit on your account for your future use for the difference in registration fees.
PRESENTER REGISTRATION
Q: Is registration open for the new VIRTUAL Annual Conference?
A: Yes! Click here to REGISTER NOW
Q: Will Early Bird Registration Rates be extended?
A: Yes! Early Bird registration has been extended through 30 June.
Q: Will all presenters be required to register for the conference?
A: Yes. All presenters are required to register for the Virtual Conference. The WORLD PASS is still the best value for those who wish to participate in pre-conference Instructional Courses in addition to the Core Conference and earn the maximum number of CME/CEUs possible. Single-day registration is also available.
Q: Will presenters continue to receive a discount code?
A: Yes. Please reference any Presenter communication sent from speakers@ACRM.org to retrieve your discount code for 20% off registration.
Q: What are the benefits to being an ACRM Presenter?
A: Please have a look here: Click here for presenter benefits
Q: Is it possible to record my session before registering for the conference?
A: Yes! Please record your session as soon as possible and no later than 14 September.
CONTENT UPLOAD AND RECORDING
Q: How do I upload my presentation?
A: Log into the Presenter Portal or Poster Portal using the access key you used to upload your submission. Click on the “Upload Presentation” task and an upload feature will appear. You can upload in PDF or PPT format.
Q: When will you need the slides for my presentation?
A: We would prefer to receive your slides as soon as possible for CE compliance review and approval, but no later than 7 September.
Q: How will recording be done when there are multiple presenters?
A: From your Presenter Portal, you may each pre-record an audio file synchronized to the slides for your part of the presentation. Attendees will view your presentations sequentially. If your presenters need to interact with each other or a panel of experts for the presentation, you may choose to video record your presentation instead, using a screen-share program, such as Zoom or GoToWebinar.
Q: When I record my presentation, does it have to be perfect the first time? Can I record more than one take?
A: Yes, of course! You may have as many takes as you need to get it just the way you want it.
Q: Will we be able to present slides that contain copyrighted information and/or patient information that is de-identified?
A: Yes! So long as you have secured the proper permissions and releases, you will be able to present VIRTUALLY as you would normally present at a conference.
Q: When I pre-record my session, may I invite others to serve as an audience, ask questions and offer reactions, such as laughter and acclimation?
A: Yes! We strongly encourage you to invite your colleagues to provide an audience. And, NO, they do not need to pay or register in order to join your recording session. And YES, it is completely fine to provide your audience with prepared questions in advance.
Q: Can I still submit a paper or poster presentation for late-breaking research (including COVID-19 research) to the 2020 Conference?
A: Yes. Submissions for Late-breaking research are now being accepted here. COVID-19 research proposals are especially encouraged. The abstracts of all accepted papers and posters are eligible for publication in the Archives of PM&R.
Q: What do I need to know about presenting a paper or poster virtually?
A: It’s easy! You will upload your presentation to the Presenter or Poster Portal for CE compliance review and approval. Once approved, you will return to the portal to record an audio narration of your slide(s). You may also request a live Q&A Chat where attendees can submit questions during your presentation and you respond from your presenter or poster portal. As always, your abstract will be published in the Archives of Physical Medicine & Rehabilitation if you register for the conference by 7 August. To be considered for more than two dozen ACRM Program Committee and Community Group-sponsored poster awards, poster presenters must upload their final poster file (PDF or PPT slide of poster) in the Poster Portal by 24 August.
Q: I was scheduled to present at another conference that has been completely cancelled. Can I bring my proposal to ACRM?
A: Yes! If you were scheduled to present at another conference, and plans fell through because of the pandemic, please contact us and we’ll do our very best to accommodate you.
Q: Will 4-hour and 8-hour Pre-Conference Instructional Courses be recorded?
A: Yes. Instructional Courses are a popular and important part of the annual conference and we plan to record them along with the rest of the program. If you have specific needs or concerns about adjusting your presentation to a recorded format, please schedule a meeting with ACRM staff to explore your options. We will do all we can to address your unique situation.
Q: How will breakout sessions within an Instructional Course be handled?
A: Breakout (small group) sessions will be managed in just the same way as a screen-sharing call. Imagine a group breaking out into several different Zoom screen-sharing calls and then those calls being recorded. It’s as simple as that.
PAPER / POSTER PRESENTERS
Q: Will poster presenters be required to record a session?
A: Yes! For the first time ever, Poster Presenters will be offered a 30-minute pre-recording session, via a screen sharing call. This 30-minute session will include time for Q&A, if desired, and the entire recorded session will be uploaded along with your poster. Picture yourself standing by your poster on-site and describing your work to an attendee. Here is your chance to go into depth and really describe your project TO THE WORLD!
Q: How will attendees be able to view my poster virtually?
A: Through our online program attendees will be able to:
- Play the presenter recording of the poster
- Bookmark favorites (bookmarked posters are loaded into a “My Gallery” section for attendees)
- Take Notes on posters
- Easily scroll through multiple posters by use of arrows (just hit the arrow and scroll to the next)
- Zoom in/out on posters
- Presenters can include QR code on in-person poster that brings attendees right to their digital version
- Presenters can upload supporting documents that attendees can view with their poster
Q: How do I upload my presentation?
A: Log into the Poster Portal using the access key you used to upload your submission. Click on the “Upload Presentation” task and an upload feature will appear. You can upload in PDF or PPT format.
Q: Can I have an extension for uploading my poster presentation?
A: Maybe. Please contact Maegan Criscione at meetings@acrm.org to request an extension and we will certainly accommodate you if we can.
Q: Can I make changes to my presentation after it has been uploaded?
A: Yes! Minor changes can be made until 14 September.
CHANGES TO PRESENTATION OR PRESENTERS
Q: If one of my presenters is unable to attend the conference. Can I invite a knowledgeable substitute presenter?
A: Yes, ACRM will be happy to make presenter substitutions. Contact Cindy Robinson at speakers@ACRM.org with the name, credentials (degrees), email address and role of the substitute (presenter, moderator, panelist) you wish to add to the presentation.
Q: I logged into the Presenter Portal, but I cannot make changes to the body of my abstract. Am I permitted to make minor changes?
A: Yes. Please contact Cindy Robinson at speakers@ACRM.org for assistance.
Q: I logged into the Presenter Portal, but I don’t see my posters listed with my other presentations. Where are they?
A: ACRM uses two separate portals to manage presentations. The Presenter Portal is where you manage your symposia, instructional course and/or paper presentations. The Poster Portal is where you manage your posters. Your personal login credentials are the same for both portals. If you lost your password/access key and need assistance, please contact Cindy Robinson at speakers@ACRM.org.
