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 17th and Tuesday, July 23rd.

Number of Attendees / Size of Room

  • APNA Annual Conference generally has approx 1,200 attendees
  • Concurrent session rooms range from 230-340 capacity, and some sessions do sell out!
  • You could have 340 attendees at your session
     

Audio/Visual

  • 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!
    • 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. Just 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, please contact us so that we can alert our A/V company.
  • If you plan to have an audio or video clip as a part of your presentation, embed it into the powerpoint file so that it is easier to present on the day.
  • There will be one aisle mic in each of the session rooms – please guide attendees to ask questions only at this mic.
     

Timing / Schedule of the Sessions

  • Pre-conference sessions are on Wednesday in 2-hour blocks.
  • 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.
  • Mini Concurrent Sessions are on Thursday 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.
  • Interactive Panels are on Thursday and Friday afternoons. These sessions are reserved for APNA councils/committees and are 90 minutes long.
  • 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

  • Take advantage of using the attendees who have volunteered to help out during your session – typically we have approx. 100 volunteers and 1-3 per session
  • They can help you keep on time, hand out any additional materials you have, 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!
     

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
    • Attendees will access these sessions as a part of their conference registration fee (through Attendee Bonus Points). Also available to members and non-members to purchase a la carte.
    • Your session will be posted unless you said “no” for the recording release during abstract submission
  • 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.
    • QUESTIONS:
      • 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.
      • 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).
        • 10 minutes of a 45 minute session should be allotted for questions.
    • 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.
         

Handouts/Slides, Educational Design Form, and Post Test Questions & Answers

  • Upload link & instructions sent on 7.9.13 – Email Lisa Nguyen at Lnguyen@apna.org if you need the info re-emailed.
  • 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.
       
  • 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
         
  • Educational Design Form: 
    • The first 2 items are new this 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
        • 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.
    • 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!**

DEADLINE FOR PROGRAM MATERIALS: August 12th – 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.
 

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. You can simply copy & paste the correspondence into a word document and upload it with your slides & handouts.
       

Slides / Presentation Tips

Registration / Housing

  • Primary Presenters have all received their appropriate discount codes for registration – if you need this re-emailed, contact Lisa Nguyen at Lnguyen@apna.org.
  • 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 the hotel directly until that time. If you’d like to confirm that your reservation is in our Registration and Housing Database before then, you can follow the instructions for logging back into the registration site from your registration confirmation email. You can also contact the Registration and Housing Company at APNA@conferencedirect.com or 888-408-8191.


If you have any additional questions, feel free to contact us!