Annual Meeting Presenters' Information

Welcome to the ISTSS Annual Meeting Presenter's Information page, an informational resource for annual meeting presenters. This page will be updated as news is received, so check back periodically.

If you were ACCEPTED to present at the ISTSS conference, please read this relevant information.

SUMMARY OF DEADLINES

Audiovisual Requests	September 13, 2010
Withdraw Deadline	September 13, 2010
Change Deadline	September 13, 2010
Registration Deadline -- Early Fees	September 23, 2010
Hotel Reservation Rate Guarantee	October 7, 2010

POTENTIAL FOR PARTICIPANT DISTRESS -- Deadline August 27, 2010

Please review your planned presentation with all co-presenters to ensure that any exercises or material that may be distressing to participants have been identified. (Examples of content that would have high potential for distress includes: graphically violent or grotesque photo or video images, exercises asking participants to self-disclose personal information, exercises asking participants to focus on their own distress or past upsetting events.) If this is the case, describe in one sentence the content or activities that may be distressing so that participants are informed in advance. This sentence will be published in printed program materials. Submit this information to Diane Rutherford at drutherford@istss.org, and identify the presentation to which you are referring by abstract number. If the distressing comment was submitted during the abstract submission process, there is no need to repeat this step.

STANDARD DISCLOSURE SLIDE

Speakers are required to include this standard disclosure slide content in their visual presentations.

Click here to download the standard disclosure slide.

CONTENT STANDARDS

Boston University School of Medicine, in accordance with the Accreditation Council for Continuing Medical Education (ACCME), and the American Medical Association (AMA) policies on assuring the independence of CME activities, requires all presenters to attest that:

All the recommendations involving clinical medicine in a CME activity are based on evidence that is accepted within the profession of medicine as adequate justification for their indications and contraindications in the care of patients (ACCME July 2002):
All scientific research referred to, reported or used in a CME activity in support or justification of a patient care recommendation conforms to the generally accepted standards of experimental design, data collection and analysis (ACCME July 2002) and;
Research findings and therapeutic recommendations are based on scientifically accurate, up-to-date information and are presented in a balanced, objective manner (AMA 2002).

The Commercial Support Standards require that your presentation be free of commercial bias and that any information regarding commercial products/services be based on scientific methods generally accepted by the medical community. Presentations must give a balanced view of therapeutic options. When discussing therapeutic options, it is our preference that you use only generic names. If it is necessary to use a trade name, then those of several companies where available must be used. Also, if any unlabeled or investigational uses of commercial products are discussed, we ask that you disclose this information to the meeting participants.

If any materials have been borrowed from copyrighted sources, such as a journal or other publication, you need to obtain proper authorization from the copyrights owner(s) prior to their use. Your contributions should contain no material the dissemination of which violates any copyright or other intellectual property, personal or other right of any person or entity.

In addition, CME requires that some time is allotted for Questions and Answers or audience discussion.

CONFLICT OF INTEREST CME REQUIREMENTS

All presentations must be screened for potential conflicts of interest. A conflict of interest exists when the presenter has reported a financial relationship with a commercial interest and has the opportunity to affect the CME content about products or services of that commercial interest. If you or your co-presenters did not report any relationships with a commercial interest, you do not need to be concerned about this issue.

The process of screening for conflicts of interest has not yet occurred. If our committee identifies a potential conflict of interest, we will contact you for clarification and discussion regarding how to resolve the conflict. Assuming the conflict can be resolved, your presentation would proceed as scheduled.

LETTER OF INVITATION

As chair of this presentation, notify your co-presenters traveling from outside of the Untied States that ISTSS headquarters can issue a letter of invitation for VISA applications or other travel regulations if necessary.

The presenter must send a request with their legal name, affiliation, session chair name or session title, abstract number and presentation type (poster, workshop, etc.) to Diane Rutherford at drutherford@istss.org. This information will assist in verifying involvement in a presentation.

REGISTRATION OPTIONS

Deadline - EARLY - September 23, 2010

Online registration will become available in July. Check back later for further updates.

If you do not plan to attend sessions other than your own, you will still need to register. Complete a registration form and indicate Speaker Badge ONLY below your contact information. Stop by the registration desk on-site to pick up a name bade. Your badge will allow entry into your presentation only.

If you do plan to attend sessions other than your own, you must register for either a one-day or full conference registration. You can pre-register or register on-site at the annual meeting.

Only presenters listed in the final program will be allowed to attend your session at no charge. Do not bring additional attendees to assist in the presentation without contacting ISTSS headquarters. Additional presenters will not be allowed in the session without registering.

HOTEL AND TRAVEL ARRANGEMENTS

Deadline - October 7, 2010

Note the deadline date for hotel reservations is October 7, 2010, subject to availability. Hotel reservations made after that date cannot be guaranteed at the lower ISTSS room rate.

HANDOUTS

You are encouraged to bring handouts as well, if you plan to provide them onsite to attendees. You can ship them directly to Le Centre Sheraton Montréal Hotel to your attention. You are responsible for any shipping costs incurred.

Le Centre Sheraton Montréal Hotel
1201 Boulevard Rene-Levesque West
Montréal, Quebec, Canada
Phone: +1-514-878-2000

There is also a business center at the hotel if you prefer to photocopy your handouts when you arrive. The copying charges will be at your own expense.

SESSION RECORDING

All presentations will be recorded unless you notify ISTSS headquarters in writing that you do not wish to be recorded. Please remember to speak clearly and repeat questions asked by the audience to improve the quality. Note: media presentations are NOT recorded.

ORDERING YOUR RECORDED SESSIONS:
Take home the entire meeting by ordering the audio recordings. Exclusive pre-meeting prices will be available only to those individuals attending the conference. Refer to the upcoming registration form to reserve your copy. Audio recordings and available slides will be mailed to you following the conclusion of the conference.

FINANCIAL AND CONTENT DISCLOSURES

Prior to March 16, 2010

Primary authors will provide disclosure information as part of their abstract submission. Others associated with an abstract will receive an email prompting them to update their information through the abstract management system and to complete a separate electronic form for Disclosure and Presenter Agreements.

Click here to complete the Presentation and CME Disclosure Agreements, if you have not already done so.

SESSION CHAIR GUIDELINES

This document will be available on the podiums at the meeting.

Click here to download the guidelines for session chairs.
Click here to download the audiovisual laptop loading process.

POSTER GUIDELINES

Click here to download the poster tips and guidelines .

POSTER SET-UP, DISPLAY, PRESENTATION & DISMANTLE

Thursday, Friday, Saturday
Salons A-C / Level B

Poster Set-up:	7:30 a.m. - 9:30 a.m.
Poster Display:	9:30 a.m. - 6:00 p.m.
Poster Presentation:	5:00 p.m. - 6:00 p.m.
Poster Dismantle:	6:00 p.m.

POSTER REPRINT REQUEST FORM

There is a form that can be displayed on the poster board to collect contact information of those interested in obtaining copies of poster handouts.

Click here to download the poster reprint request form .

PROPOSAL ACCEPTANCE NOTIFICATIONS

Prior to August 1, 2010

ISTSS headquarters will send acceptance notifications via email to the designated contact person only. Rejection letters will follow soon thereafter. Please do not contact headquarters to inquire about the status of your presentation before August 1. Thank you for your patience.

PRESENTATION CHANGES

Deadline: September 13, 2010

Presentation changes, including speaker, title, and abstract changes, are subject to approval by the Program Committee. Changes must be submitted using the presentation change or withdraw form and returned to ISTSS headquarters. ISTSS cannot guarantee that changes submitted after the deadline will be included in the final program.

NOTE: There is a $50.00 change fee for each change form submitted. You may request multiple changes on the same form if they apply to the same abstract and be charged only one $50.00 change fee. Each additional change form submitted for the same abstract will incur separate, additional $50.00 change fees.

Click here to download the presentation change or withdraw form.

WITHDRAW POLICY

Deadline: September 13, 2010

If you choose to withdraw your presentation, complete the presentation change or withdraw form and return to ISTSS headquarters. The designated contact person must notify all co-presenters and co-authors about the presentation being withdrawn.

NOTE: A withdrawn presentation will not be reinstated.

Click here to download the presentation change or withdraw form.

AUDIOVISUAL AND ROOM SETUP INFORMATION

Deadline: September 13, 2010

All audiovisual requests should have been submitted within the abstract submission system, however, if your needs have changed, you may use the request form below.

All presentation sessions will include the following audiovisual equipment: appropriate screen, lighted podium with microphone, head table and one table microphone. All meeting rooms will be equipped with one Windows XP computer loaded with Office XP software (including PowerPoint), Windows Media Player and CD drive and USB port. In addition, there will be an LCD projector display device and microphone. You will not be permitted to connect your own computer to the LCD projector. Bring only your presentation on CD or memory stick and bring a back up copy. Your CD must be in a format that is compatible with the equipment listed above.

If alternative and/or additional audiovisual equipment are desired, complete the request form on the ISTSS Web site and return to ISTSS headquarters. Requests will be considered and you will be notified. Only one request form should be submitted on behalf of the above-mentioned presentation. If no response is received by the deadline, audiovisual requests cannot be guaranteed.

A speaker preparation room will be available with standard audiovisual equipment.

Click here to download the audiovisual request form.

Click here to download the Invited Speakers audiovisual request form .

Questions and all forms can be directed to:

Diane Rutherford, Administrative Director, Leadership & Education
International Society for Traumatic Stress Studies (ISTSS)
111 Deer Lake Road, Suite 100
Deerfield, IL 60015
Fax: 847-480-9282
E-mail: drutherford@istss.org

Thank you for presenting at the ISTSS 26th Annual Meeting. For up-to-date conference information, re-visit the Web site at www.istss.org.