Presenter Information Calls Detailed Notes
THANK YOU for presenting at this year’s Annual Conference! Here are the detailed notes from the Presenter Information Calls that took place on Wednesday, July 8th and Thursday, July 9th.
Number of Attendees / Size of Room
- APNA Annual Conference generally has 1,500 or more attendees
- Session rooms (there are 7) range from 115-320 capacity, and some sessions do sell out!
Timing / Schedule of the Sessions
- Pre-conference sessions are on Wednesday in 2-hour blocks.
- There is one pre-conference course that is 6 hours long (Session 1016) and it takes place during blocks 1-3.
- Concurrent sessions are throughout Thursday-Saturday. Each session is 45 minutes and they are scheduled in blocks of 2 or 3 sessions. There are 10 minutes scheduled in between each concurrent session, but this is not for the presenters to go over time! It is for attendees to move in between rooms, use the restroom, etc.
- Mini Concurrent Sessions are on Thursday afternoon and Friday mid-day. These are 20-minute presentations (plus time for audience discussion), grouped by topic/theme/category with another mini concurrent session, and presented within one 45-minute time period.
- Note: If you are the speaker for the 2nd presentation, help watch the time so that the 1st presentation doesn’t accidentally go over time.
- Interactive Panels are on Thursday and Friday afternoons. These sessions are reserved for APNA councils/committees and are 90 minutes long.
- Note: This is not a council or committee meeting. ANCC requires this to be evidence-based education in order to give contact hours.
- Stay on time! Because the sessions are back to back, timing is important so that you don’t go over into the next presenter’s time.
Volunteers as a Resource
- Volunteer Sign-up is online through the registration website again this year! Attendees can sign up to be a room monitor for sessions at the same time as signing up for the sessions they want to attend.
- Take advantage of these volunteers – typically we have approx. 100-150 volunteers and 1-6 per session
- They can help you keep on time (they will have a time keeping packet with signs for 10 min, 5 min, and STOP), hand out any additional materials you have, help keep attendee questions at the aisle mic, etc.
- Volunteers do not do speaker introductions – this time is not counted for contact hours by ANCC. Please briefly introduce yourself and then begin your session.
- You can volunteer for sessions when you aren’t presenting if you’d like – they aren’t mutually exclusive!
- IN THE ROOM: One screen, One laptop, One lavaliere mic (clip on) for the speaker, One podium mic for any co-presenters, One aisle mic for attendee questions
- Laptops will already be in the session room and your slides will be pre-loaded (only those that are uploaded by the deadline), but bring a back-up on a flash drive just in case!
- We recommend that you develop your slides in the standard 4:3 size, as the screens in the session rooms will all be standard (not widescreen, 16:9).
- If you create your presentation on a mac using the mac software and don’t want to lose your formatting/graphics converting it to powerpoint, you are welcome to bring your mac to the session room for us to hook it up to the projector. The A/V company will have cords available, but it doesn't hurt to bring your VGA adapter just in case! Please let us know if you intend to do this. We will need to tell the A/V company ahead of time so we can be sure to have a tech in the room before your session.
- If you know you need internet access for your session (for links, video streaming, etc.), please contact us so that we can alert our A/V company.
- There will be no “presenter view” available. If this is something you need in order to present, you can bring your own laptop to use. Again, if you plan to do this, please let us know so we can have a tech come to the room before your session.
- There will be one aisle mic in each of the session rooms – please guide attendees to ask questions only at this mic.
Session Recording & eLearning Center
- All sessions will be audio-recorded as podcasts and published in the APNA eLearning Center (http://elearning.apna.org) post-conference
- Podcasts are generally posted in groups of 10-20 sessions, starting 1-2 months after the conference. Your session will be posted unless you said “no” for the recording release during abstract submission.
- Attendees will access these sessions as a part of their conference registration fee (through Attendee Bonus Points). They will also be available to members and non-members to purchase a la carte.
- Everything will be recorded, so you’ll need to keep a few things in mind during your presentation:
- USE THE MICROPHONE! The audio will not come through on the recording unless you use the mic. If you have multiple presenters for a session, one of you can use the lavaliere mic and the other presenter(s) can use the podium mic. All presenters need to speak into a mic.
- Inform attendees upfront how you will handle questions - taking them at specific moments or only at the end.
- We recommend that you leave questions until the end for continuity during the presentation and ease of editing post-conference.
- Take questions only from attendees at the aisle mic. You can suggest that those with questions can line up at the mic to be answered. Volunteers can help you with this!
- Repeat questions so that both the question and your response can be understood by attendees in the room.
- Be sure to allow time for questions (but don’t allow questions to completely overtake the session).
- 5 minutes of a 20 minute session should be allotted for questions.
- 10 minutes of a 45 minute session should be allotted for questions.
Program Materials: Educational Design Form, Post Test Questions & Answers, and Handouts/Slides
- Program Materials Deadline: August 31st!
- Submission link & instructions sent on 7/6/15 – Email Lisa Nguyen at Lnguyen@apna.org if you need the info re-emailed.
- Educational Design Form:
- The first 2 items were new last year – You will be asked to identify whether your presentation will address a gap in knowledge, skills, research, or practice (you can select more than one), and what that gap is.
- This gap should be addressed in your learning objectives and reflected in your post test questions/answers. Here is an example:
- Topic: Implementing recovery-oriented care
- Gap: Skill – how to deliver care that incorporates SAMHSA’s recovery components
- Learning Objective: As a result of participating in this session, the participant will be able to cite examples of nursing practices that incorporate recovery components.
- Post test question: Respect is a recovery component. Which of the following nursing practices demonstrates respect? a) b) c) d)
- You can copy & paste the learning objectives that you entered during submission or you can edit / create new ones.
- We recommend that you use Bloom's Taxonomy action verbs for your objectives. Here is a handout which lists the different categories and possible verbs: Bloom's Taxonomy Action Verbs
- Keep in mind that attendees will evaluate the effectiveness of your session through the learning objectives, so you want them to be representative of your content.
- Post Test Questions & Answers:
- These are used post-conference for validating a participant’s completion of the session when attending online via the APNA eLearning Center.
- Write the prescribed number of multiple-choice questions with four choices each (a-d), based on the course objectives and the content provided.
- Pre-conference sessions require 10 post test questions & answers.
- Concurrent sessions require 4 post test questions & answers.
- A suggestion for concurrent session presenters: Create 1 question for each learning objective, then have your 4th question address the big takeaway you’d like attendees to get from your session.
- Mini concurrent sessions require 2 post test questions & answers.
- Interactive panels require 6 post test questions & answers.
- Include correct answers with supporting rationale, and link each question to the applicable learning objective. **Don’t forget this part! The correct answers are crucial!**
- Upload your powerpoint presentation + any additional handouts you’d like to provide for the attendees. Any supplemental information (like a case study, for example) can be uploaded to this site.
- It is recommended that you provide a separate handout of your References listing, since when printed in a slide, they are too small to read.
- If you want to include something in your on-site presentation slides but not in the handout, upload 2 versions of your powerpoint and indicate which is which in the file name. (example: “Nguyen – Slides for Presentation” as one file and “Nguyen – Slides for Handout” as another – both of which are powerpoint files.) Or you can upload a word document with notes about your uploaded files. If we have questions, we will email you!
- Examples of this situation are if you have material included that can’t be released, or if you have received permission for a chart, graph, comic, etc. just for the live presentation.
- You’ll have the ability to upload up to 10 files, so please include your permissions (see the section on Disclosures below) here as well.
- Powerpoint Guidelines:
- You must state your disclosures on slide 1 or 2 of the powerpoint (If you have none, write “The speaker has no conflicts of interest to disclose” on that slide.)
- This includes disclosure of off-label use or the potential of off-label use of drugs/products if applicable.
- You must include a slide stating your learning objectives.
- You must include references/citations for all images and evidence based content.
- Slide limits (not including title, disclosure, objectives, and reference slides):
- 45-minute Concurrent Sessions: 20 slides of content or less
- 20-minute Mini Concurrent Sessions: 10 slides of content
- Pre-Conference Sessions: Approximately 1 slide for every 2 minutes of content
- DEADLINE FOR PROGRAM MATERIALS: August 31st – Be sure to get your information to us on time. This is required in order to present for all pre-conference sessions, concurrent sessions, mini concurrent sessions, and invited interactive panels.
- Know yourself… Make sure you allow enough time for questions, review, and communication with education staff
Disclosures / Presentation of Content
- Present current, clinically relevant, and evidenced-based information to meet your stated educational objectives.
- Provide a balanced view of the topic area; be objective when reporting research; and disclose off-label use or potential of off-label use of drugs/products where applicable.
- Discuss the safety and adverse effects of any drugs/products presented.
- Inform APNA if you anticipate new applications or changes to the FDA status of a presented product which may impact the planned content.
- Include case studies and examples where applicable.
- Support assertions and clinical studies, theories, models, etc. with references. Presenters are responsible for the accuracy and completeness of references. Citations, citations, citations!
- Obtain permission to reproduce any copyrighted materials. This includes any materials outside of the public domain: graphs, charts, logos (including hospital or university logos), screenshots, cartoons, audio, movie clips, etc. Cite permission on your slides and provide copies of correspondence granting permission where applicable.
- You cannot use a university or hospital logo on your slides or handouts without providing documentation of the university’s/hospital’s permission. You can obtain permission by contacting your marketing department (emails are fine!). You can simply copy & paste the correspondence into a word document and upload it with your slides & handouts.
- Additional copyright information (including the chart we mentioned on the call) has been included in the Presenter Guidelines.
Additional Slides / Presentation Tips & Useful Links
Registration / Housing
- The Presenter Registration Deadline is September 15, 2015. If you haven’t registered yet, be sure to do so soon! All presenters (including any co-presenters) must register for the conference by this deadline, and only primary presenters will be able to register using the discount code that was emailed on 6/18/15. All other presenters will register online without a code. Primary Presenters have all received their appropriate discount codes for registration – if you need this re-emailed, contact Lisa Nguyen at Lnguyen@apna.org.
- Registration is completed on the registration website, then you’ll be able to make your hotel reservation by clicking on the Book Hotel button on the confirmation page or in the confirmation email you receive when your registration is processed.
- When your housing reservation is completed in this system, you will receive a hotel reservation acknowledgement email. Please use the acknowledgement number listed in this email when making any changes to your reservation. If you would like to purchase Disney products and passes, please contact our Registration and Housing Company at (888) 408-8191 or email at APNA@conferencedirect.com, and they can provide you with your Disney-specific hotel confirmation number.
- Your housing reservation will be held in a database until approx. 2 weeks before the conference, when it will be released to the hotel. You will not receive any confirmation from Disney’s Coronado Springs Resort directly until that time.
- More information about the hotel: Disney's Coronado Springs Resort
If you have any additional questions, feel free to contact us!